Outdoor Events

The Film & Events Office is responsible for managing and approving all outdoor event requests at UBC.

Please read through the outdoor event booking process before submitting your outdoor event booking request.

There is a separate process for booking rooms and indoor spaces on campus. Please go to students.ubc.ca for more information.

We look forward to working with you on your outdoor event!

A photo showing tents and picnic tables outside for the annual Chef Challenge.

NOTE: Coronavirus (COVID-19) guidelines to January 3, 2021

In-person events, both indoor and outdoor, may be permitted, with the approval of the relevant Dean, VP or designate, if the following criteria are met. These criteria apply to all on-campus and off-campus in-person events, for all UBC campuses and sites, and includes those organized by students, faculty, staff and alumni. This is in effect to January 3, 2021.

In-person events may be permitted if:

A) An event lead can answer ‘yes’ to the following four questions:

  1. Is it endorsed by the overseeing Dean, VP or designate?
  2. Is this a one-time, episodic occurrence?
  3. Will there be no more than 50 patrons in attendance, with additional staff and/or service providers commensurate with physical distancing requirements?
  4. Does the event fall into a category either permitted under the current phase under the Province’s Restart plan (e.g. recreation) or not otherwise specifically addressed by the province in any phase?

B) a COVID-19 operational and safety plan has been prepared for the event and/or for the event category;

C) VANCOUVER CAMPUS-LED EVENT: the COVID-19 operational and safety plan has been reviewed by the UBC COVID-19 Safety Planning Steering Committee and Executive, where considered high-risk.

UBC COVID-19 Safety Rules and Protocols

Operational and Safety Planning and Training

All on-campus outdoor events require a UBC Outdoor Event COVID-19 Safety Plan to ensure effective controls are in place to prevent the transmission of COVID-19. Please use the following template as your safety plan. 

Training modules are now also being provided for UBC employees - Vancouver Okanagan

Submit an outdoor event booking request

Access important event Forms and Policies

Contact Us

Contact the Film & Events Office at outdoor.events@ubc.ca.