Please read through the booking process and 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 information.
We look forward to working with you on your event!
Outdoor Event FAQs
Have questions about hosting an outdoor event at UBC? Look through these frequently asked questions to help you in booking your event. If you have further questions, send an email to email@example.com
How far in advance should I book my event?
There are two levels of events – low impact and high impact. The amount of advance notice depends on the type of event you are requesting:
- Low-impact events have a limited impact on the physical outdoor space. Requests for these events must be submitted a minimum 15 business days in advance of the event.
- High-impact events include road closures, the use of multiple areas on campus, the use of sound systems, events where food and/or alcohol will be served, events with over 100 attendees, noise, impacts to the campus community. Requests for high-impact events must be submitted a minimum of six (6) months in advance of the event. When an event involves road closures, traffic control, etc., the traffic management plan must be finalized and provided a minimum of 30 business days prior to the date of event setup.
In some circumstances and as resources allow, the University may consider event requests that are received within a shorter time frame.
What risks does the Film and Events Office assess when evaluating my outdoor event request?
The Film & Events Office is committed to ensuring that events held on campus are safe and well-planned. The following are risks that may be assessed during the evaluation process:
- Compliance with all applicable laws, including but not limited to hate legislation, relating to the licensee’s use of the University Space;
- Number of participants
- Impact to classes, University operations, the residential community
- Set up/clean-up and associated charges & extra services (e.g. AV equipment/furniture/catering)
- Guidelines and policies concerning signs, posters, advertising, merchandising, etc.;
- University trademarks & copyright
- Hours covered by agreement;
- Liquor regulations, if applicable;
- Security and policing, if applicable;
- Traffic and parking;
- Safety and emergency procedures;
- Smoking, vaping, cannabis;
- Any other relevant matters.
Which “campus stakeholders” are advised about my event request?
The Film & Events Office consults with a number of stakeholders about upcoming events via the Outdoor Events Committee. Feedback from the Outdoor Events Committee helps ensure high impact events are managed to have a minimal disruption to University operations, faculty, staff, students and the Campus community.
Low impact events will be discussed and consulted with direct stakeholders only. High impact events will be presented and reviewed for impacts at the Outdoor Events Committee.
Additional approvals for events may be required from other University departments and/or outside agencies (including the Ministry of Transportation and Infrastructure) depending on the nature of the event, required equipment, and the impact of the event on surrounding activities. Please contact the Film & Events Office at firstname.lastname@example.org if you have any questions about what additional approvals may be necessary for your event.
What are the costs?
Fees are waived for any use of outdoor space for a UBC-related event planned by UBC students, faculty and staff.
Fees are also waived for the use of outdoor space for a University Neighbourhood Association (UNA) event by residents of the UNA.
Costs for use of UBC outdoor space by third-party events will be charged as follows:
- Charitable Events: $0 - 100% of the proceeds towards a charity and little or no impact to campus
- Low Impact: $150 - $300 depending on event scope and logistical support required
- Medium Impact: $300 - $600 depending on event scope and logistical support required
- High Impact: $750 - $1,000 depending on event scope and logistical support required
- Promotional booth space: $500 /day. Use of space for third-party promotional purposes must fall in line with UBC’s advertising policy.
- Outdoor space for weddings other than the UBC Rose Garden: $500 /day. Does not include pre-cleaning of the outdoor space
Event organizers may be required to pay a deposit when booking an outdoor event at UBC. The amount of the deposit is determined by the Film & Events Office, in consultation with other departments as required. Deposits that have been paid will be refunded after all costs have been paid in full.
Fees will be charged for security, traffic management, labour, etc., as required for the event to occur. Rates are based on actual costs. Overtime rates may apply depending on the time of your event. An invoice will be provided by the Film & Events Office following your event.
The Film & Events Office reserves the right to assess any additional costs that have arisen from the event, including, but not limited to, damages following the event.
Where are the outdoor locations that are available for booking?
Some of the many outdoor areas available to book:
- University Commons – the plaza outside of the AMS Nest and Alumni Centre
- Life North Plaza – the plaza on the north side of the UBC Life Building
- Main Mall and other areas of campus
If a different area is being requested, please identify on the application form. The Film & Events Office will contact the event organizer if there are any concerns regarding the requested location(s).
Can I serve alcohol at my outdoor event?
Event organizers must request a Special Event Permit from the Liquor & Cannabis Regulation Branch.
UBC requires the following forms when requesting an event with alcohol:
- UBC Alcohol Permission Form or UBC Alcohol Permission Form for Catering Company
- Event Safety & Emergency Response Plan for events over 100 people. If alcohol is being served by a licensed caterer, the Catered Event Safety and Security Plan from the Liquor and Cannabis Regulation Branch is required.
- For all events over 100 people, the Event Risk Management Form must be submitted.
What are my responsibilities as the event organizer?
As the event organizer, you have a legal responsibility to follow all provincial and university rules regarding events on campus and the Special Occasion License. You are also responsible for ensuring the safety of all those who attend the event, including but not limited to:
Liquor Control and Licensing Act - for events where alcohol is being served – Link all policies
Policy #6 - Environmental Protection Compliance
Policy #7 - Occupational and Research Health and Safety
Policy #13 - Serving and Consumption of Alcohol at University Facilities and Events
Policy #14 - Response to At-Risk Behaviour
Policy #15 - Smoking, Vaping, and Sale of Tobacco-Related Products on Campus
Policy #16 - Non-University Use of University Services and Facilities
Policy #120 - Posting of Notices, Poster and Signs
Review the terms and conditions for outdoor bookings. When submitting your outdoor booking form, you will be required to agree to the terms and conditions.
Organizers may be required to pay a deposit prior to booking the event.
Organizers should use UBC green event planning tips and produce a zero-waste event.
If you are planning an event with more than 100 attendees where liquor will be served, a Safety and Emergency Response Plan must be submitted to the Film & Events Office along with the UBC Alcohol Permission Form at least 30 business days prior to the event. If you do not submit your request in time, your license may not be granted in time for your event.
What documents are required for high impact outdoor events?
Depending on your event activity, the following documents may be required:
- Traffic Management Plan, including signage, road closures, parking restrictions, route plan, and accompanying maps must be finalized 30 business days prior to the setup of the event
- Proof of general liability insurance with coverage of minimum $5,000,000. University to be named as additional insured. Insurance should be made out to “The University of British Columbia.”
- Approval from the Ministry of Transportation and Infrastructure for the use of city roads (Marine Drive, West 16th, Wesbrook Mall)
- Approval from the University Endowment Lands for the use of roads on the University Endowment Lands (University Boulevard from Wesbrook to Blanca, Chancellor Blvd)
The Film & Events Office will advise if additional requirements are required upon receipt of the event application.