Outdoor events at UBC – What YOU need to KNOW!

Review the Film & Events Location Library and select your event location(s). A site plan is required if you are placing anything in the event space. This should be submitted with the outdoor event application. Blank site plans will not be accepted. If you are unable to find the location in our library - state the location in the outdoor event application. 

Most UBC departmental and student club events are charged a nominal fee for an event permit. Third party events are charged based on the event type and impact to the UBC public realm. 

Please submit your outdoor event application and the Film & Events Office will determine the costs associated with your event. 

Third party event permit fees are based on the impact the event has on UBC Point Grey campus. These fees can range from $210 - $1400. Any event promoting a service/product will be charged a $1,749 event permit fee. 

• Standard power is available at many location around campus. Identify in your event application if power is required. The Film & Events Office will let you know if there is power available near your preferred event location. 
• If an event requires more than standard draw – this can only be accommodated within University Commons. If event is not close to University Commons a generator can be brought onto the site. An electrical permit is required and Film & Events will work with event requestor on placement of generator as it should not be near any air intakes. 
• To access the electrical box at University Commons, the following is required:
  • Name/contact of person meeting with UBC Electricians to open/close electrical box
  • Purpose of need for extra power source
  • Electrical permit
  • Tails to tie to the electrical box – UBC does not supply these

• UBC can provide access to water with a minimum 15 business day notice.

• Tapping into a fire hydrant will require a permit. The Film & Events Office will assist with your application

• There is both a permit and labor costs associated with tapping into a hydrant.

For events with 100 people or more attending, an Event Safety and Emergency Response Plan must be provided in your outdoor event application. See “Form and Policies” for a template of this plan.  

Please visit here for all information on holding and accessible and inclusive event at UBC.

• UBC Safety & Risk services have designed a form that must be used to identify any risk at an outdoor event. 
• UBC Community Safety can help ensure your event is conducted safely by assessing risks and provide planning support and safety solutions.
• Film & Events office will need to be advised of all safety plans as final approval and contracts are provided by this office.

• Not all roads in the UBC area are managed by UBC. If your event requires any road closures, provide details of the road closures in your application and the Film & Events Office will let you know who you need to get approval from and let you know the next steps. 

• If your event requires the closure of a UBC road, you must submit a traffic management plan to the Film & Events Office for review and approval at least 30 days before the event. 

• Event organizers are responsible for coordinating the collection and removal of waste generated by their event. The use of UBC's waste receptables around campus is not permitted. 
• If waste/recycling bins are required for your event, the Film & Events Office can help with estimating how many bins will be required. A typical guideline, for event 200 people: 1 garbage bin, 1 recycling bin (paper and/or containers) and one compost bin will be required. 
• The Film & Events Office will coordinate the deliver of bins for student events. For events organized by UBC Departments, event organizers are responsible for ordering their own bins. 

To view all UBC's event forms and policies, please visit here. 

• Film & Events office defines a boothing event as a single location to provide people with information. 

• If food/drink is being served to public – visit the section on Events with food/drink. This is NOT considered a standard  boothing event. 

• Any third party promoting a product will be charged commercial event permit fees - this includes UBC students. 

• Any event with 3 vendors or more is considered a market event 

• If food is being sold or served at the market – a temporary Event Coordinator permit is required by VCH. More information on markets containing food can be found here. 

• All third-party events will require their business registration number and COI of $5 million with University of British Columbia named as additional insurer  

• Any exposed cords must be matted. 

• Any sound system/entertainment must be family friendly and volumes kept to minimum levels 

• Hard infrastructure must be a min. 6m from building entrances, stairs, air intakes, and overhangs. 

• Site plan showing the dimensions (metres) event space along with all related event infrastructure, including tables, chairs, bars, and other equipment 

• Waste Management Plan is required.

   

• Food and beverage service requires Vancouver Coastal Health (VCH) approval. Visit the VCH Temporary Events and Markets Permits webpage for requirements. 

• The Film + Events Office must receive VCH approval or a valid food permit before the event can be approved. 

• Waste management plan is required 

• A UBC Alcohol Permission Form, Special event Permit and site plan is required a minimum 2 weeks prior to event date. 

• Site plan showing the alcohol service area and dimensions (metres) of all related event infrastructure, including tables, chairs, bars, and other equipment.

• Event safety and emergency response plan, including measures to separate liquor service from public outdoor areas and maintain safety both inside and outside the event site. 

• Waste management plan is required. 

• Food trucks must a minimum 3m apart.

• 3+ food trucks require a Temporary Event Coordinator permit from VCH.  

• Food trucks must have valid permits and required safety certifications. 

• Maintain emergency access and locate trucks at least 6 m from building entrances, stairs, air intakes, and overhangs. 

• Waste management plan is required.  

• All lyrics and speech must be family friendly. Hate speech is not permitted. 

• All volumes must be kept at minimal levels

• Busking is not permitted 

• All exposed cords must be matted 

• A Public Performance License will be required to cover copyright for the movie to be shown

• Outdoor movie companies (ie. Fresh Air Cinema) may manage the licenses for specific movies.

UBC Safety & Risk Services have designed a tool that must be used to identify any risk at an outdoor event. Please utilize this tool and submit the event request to UBC Safety & Risk Services to determine how high risk your event is and if extra security measures are required to keep your attendees and UBC Community safe. 

• UBC does not permit events to end past 10pm

• If planning your wedding in UBC Rose Garden, visit here

• If planning your wedding or celebration, visit our Location Library and events with or without alcohol on this webpage

• Specifications must be provided on dunk tank. 

• Dunk tank users must be made aware of potential safety and infectious risks associated with using same tank as others by the event organizer. 

• A maximum of 3 people to be dunked before the tank should be drained, disinfected and refilled with fresh water.  

• If a water source is required – refer to events requiring water access 

  Cold plunges are not permitted.