Outdoor Event Application

The Film & Events Office is responsible for managing and approving any events happening on outdoor spaces at UBC.

Estimated Response Time

It may take up to 15 business days before we review your application.

UBC Film and Events Office is receiving a higher than usual amount of event requests. We appreciate your patience.

Applications must be submitted:

  • a minimum of 15 business days in advance of event setup if the event has minimal impact to campus such as standard boothing.

  • a minimum of 45 business days in advance of event setup if alcohol is being served at the event. 

  • a minimum of six (6) months in advance of event setup if the event has a high impact to campus . This includes including road closures, disruption to the academic core, use of multiple areas, etc. A traffic management plan for events involving road closures and traffic controls must be submitted a minimum of 30 business days prior to event setup.

Outdoor Event Fees

UBC student and departmental events will be charged a nominal fee for the short-term rental agreement.

Third party events for use of UBC outdoor space will be charged between $180 - $1,200 per day based on the impact to campus. All promotional event requests will be charged $1,000 per day. Students working for a third-party company will be charged third-party promotional rates for use of outdoor space.

Submit your Outdoor Event Application

This form will take approximately 10 min. to complete. All questions are required unless denoted otherwise.

Are you applying on behalf of an external organization?

Please note, event organizer must be on site during the event. If you are not going to be on site, please provide an alternate contact when booking is confirmed.

Please enter the address of your department/organization.

Is this event for charity?

My event will be a:
Important: setup time should be maximum 1 day before the event start date, and takedown time is maximum 1 day after the event end. Please ensure you have entered the correct dates. Make setup date/time before event start date/time. Make takedown date/time after event end date/time. 
Date and start time Event end time Setup time Tear down time Operations
Do you require vehicle access for event set-up and tear down?

Please download the UBC Vancouver campus map and indicate on the map where you would like to hold your event.

If you are requesting space at University Commons (plaza outside Alumni Centre and Nest) or Lee Square (plaza between Robert H. Lee Alumni Centre and UBC Bookstore) please indicate which area(s) you would like to hold your event.  

If you are requesting to use the grass medians of Main Mall or by Martha Piper Plaza, please reference the number (Main Mall) or direction (Martha Piper Plaza) you wish to hold your event. 

If your event utilizes various areas of campus, including UBC roads and Ministry roadways, upload the entire event route map or course outline and traffic management plan.

You can find downloadable UBC base and wayfinding maps here

One file only.
64 MB limit.
Allowed types: gif, jpg, png, pdf, doc, docx, ppt, xls, .

Film and Events office does not supply event infrastructure - tables, chairs, staging, etc. 

For any event that exceeds 100 people, an Event Safety and Emergency Response Plan is required. Please complete the Event Safety and Emergency Response form and submit with your application. The form can be found here.

For AMS and UBC events - Is the event approved by the overseeing Dean, Vice President or Department Head?
*Please ensure that you include the name of your endorsing Sponsor.

Will participants pay a fee to enter the event?
Will street parking be impacted by the event?
Will street traffic control be required?
Will alcohol be served at the event?
If yes, an Alcohol Permission Form must be submitted. Have you received the Special Event Permit?  If so, please include with the application. 

A minimum of 45 business days in advance of event setup if alcohol is being served at the event.

Please see the Special Event Permit Terms and Conditions for information about the requirements for a licensed event. 

If the area where the alcohol is being served and consumed is over 100 people, an Event and Safety Emergency Response Plan is required. ONLY ONE REQUEST TO HOLD AN EVENT WITH ALCOHOL FORM IS REQUIRED FOR SUBMISSION. 

Will food be served at the event? If yes, please include food provider information. If food truck, please provide their name AND permit.
If food is being cooked and sold, a temporary food service permit will be required from Vancouver Coastal Health. For more information please visit Temporary Events & Markets Permits by Vancouver Coastal Health. If there are 3 or more food trucks/food providers, a VCH event coordinator application is required. 

Please provide your waste management plan. Visit the UBC Sustainability webpage on Green Your Events for helpful tips. UBC recommends a multi-bin recycling station (garbage, compost, recycle) for every 400 – 500 attendees. UBC Departments should order through UBC Building Operations by Service Request. If you are a third-party, the UBC Film and Events office can order the multi-bin recycling station on your behalf. Please be advised that tipping fees and labour charges will apply.  
One file only.
64 MB limit.
Allowed types: gif, jpg, jpeg, png, bmp, eps, tif, pict, psd, txt, rtf, html, odf, pdf, doc, docx, ppt, pptx, xls, xlsx, xml, avi, mov, mp3, ogg, wav, bz2, dmg, gz, jar, rar, sit, svg, tar, zip.
Will a power-boosted sound system be used for speeches or music?

Please be aware that noise must be kept to a minimal levels to not disrupt nearby classes or university operations. 

Do you require electricity? Power may not be available in all areas

Please be aware that only standard draw is available. If more power is needed, a generator must be supplied by event organizer. An electrical permit may be required.

Will sensitive materials be used for this event (e.g., toy guns, potentially offensive images)?
One file only.
64 MB limit.
Allowed types: gif, jpg, png, pdf, doc, docx, ppt, xls, .

Read the Terms and Conditions here.

Access important event Forms and Policies

Contact Us

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