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.

Your event application must be submitted to the Film and Events office a minimum 15 business days before the event date. If the event has a high impact to campus (road closures, alcohol being served, etc.) the request must be submitted a minimum 6 months in advance and all event details must be finalized 1 month prior to setting up your high impact event. .

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 by third-party events will be charged between $200 - $1,100 per day based on the impact to campus. All promotional event requests will be charged $750 per day.

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.
Date and start time Event end time Setup time Tear down time
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 alignments of Main Mall or areas on University Boulevard please indicate what letter (U Blvd) or number (Main Mall) 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 it 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 alcohol be served at the event?

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

If you are serving alcohol, submit a UBC Alcohol Request Form along with the event application. 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 food is being cooked and sold, a temporary food service permit will be required from Vancouver Coastal Health. Please review the relevant sections on cooked food in the Guidelines for Food Safety Management Plans from Vancouver Coastal Health.

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.  
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)?

Provide any additional information regarding your event. This will expedite the approval process.

The following "Terms and Conditions" are incorporated into, and form part of, the Short Term Rental Agreement:

  1. Access for all emergency vehicles must be provided.
  2. The event is conducted in a safe, orderly manner; adequate security is provided.
  3. The event is restricted to the assigned area(s).
  4. The event does not interfere with University operations or other members of the University community.
  5. As per Policy #UP8 - Posting of Posters, Notices and Signs, no material shall be attached to trees, lamp standards, grounds furniture or statuary,  traffic controls, building signs, directional signs, warning signs or other fixtures. This includes the use of chalk and spray paint.
  6. If food is being served, the event organizer has reviewed the Guidelines for Food Safety Management Plans and has received a food safety permit from Vancouver Coastal Health.  The permit must be shown, upon request, at any time prior to or during the event.

  7. If alcohol is being served, the event organizer has received an approved Special Event Permit (SEP), reviewed the Special Event Permit Terms and Conditions, and received an approved  UBC Alcohol Permission Form.

  8. The event organizer is responsible for any property damage that occurs as a result of the event. Damages will be assessed and repair costs billed to the event organizer.
  9. The event organizer will strive towards UBC’s Zero Waste Action Plan by arranging for recycling and food scraps bins and signage, appropriate to the type and size of event. UBC departments can obtain bins from UBC Building Operations - Waste Services. Signage resources and waste management take action tips can be found here. Third party event organizers will work with Film & Events Office to obtain appropriate waste/recycle bins. Bin rentals will be charged back to the event organizer.
  10. The event organizer is responsible for leaving the area clean and litter-free and may be billed for all subsequent costs incurred by the University for cleanup.
  11. A deposit may be required to cover potential damage and cleanup at time of booking.
  12. If the event impacts traffic flow, the event organizer will ensure that licensed traffic control personnel follow the approved traffic management plan. Only licensed traffic control personnel are permitted to control traffic.  
  13. Vehicles are not permitted on grassy areas, pedestrian walkways, plazas, or in the public realm without prior written notice.
  14. Vehicle and pedestrian access to all buildings must not be obstructed.
  15. The University has contracted for certain advertising and commercial sponsorship relationships with third parties. The University reserves the right to refuse or cancel bookings for outdoor space that, in the University's opinion, would put the University in violation of these contracts. The University shall not be responsible for any costs or damages resulting from this action.
  16. Approval may be revoked without compensation in the event of a breach of any laws, by-laws, or the terms and conditions set herein. Non-compliance may also result in additional charges. Any infractions or violations will be noted and will be applied towards any consideration for future booking or against current bookings for that group.
  17. Event organizer must be on site for the duration of the event. If you are not going to be on site, an alternate contact may be provided. 
Agreement

Access important event Forms and Policies

Contact Us

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