Outdoor Event Application | UBC Campus & Community Planning

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.

Relationship to UBC:

Are you applying on behalf of an external organization?

Yes

What is the name of your organization?

Organizer Contact Information

Faculty, department, AMS club name or external organization:

Name of organizer:

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.

Address

Address 2

City/Town

Province

Postal Code

Country

Telephone:

Alternate telephone (optional):

Email address:

Event Details

Event name:

Event type:

Purpose of event:

Is this event for charity?

Yes

Please provide the name and address of charity

Name and contact of person from the charity that you are working with

What is the percentage of revenue going to the charity?

Any other details with respect to the event and the charity

Details of the event - please include as much detail as possible:

Dates and Times

My event will be a:

Single day event

Multiple day event

What is the start date and time of your event?

What is the end date and time of your event?

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.

When will you start setting up for your event?

When will you finish taking down your event?

For multi-day events, include the set-up and tear down times for each day:

Date and start time	Event end time	Setup time	Tear down time	Operations
Date and start time Date and start time: Date Date and start time: Time	Event end time	Setup time	Tear down time

Do you require vehicle access for event set-up and tear down?

Yes. Please provide date and times for access below.

What date and time will you require vehicle access?

Please include your rationale for needing vehicle access:

Event Location

Please visit our Location Library to find the perfect location for your event. There you can find downloadable site plans for each location (if site plan required)

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.

Can't find your event space in Location Library?
You can find downloadable UBC base and wayfinding maps here.

Complete event map or course

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

Include all event location details (i.e. measurements of fencing, tables, staging)

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

Number of people attending the event:

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.

Upload Event Safety and Emergency Response Plan

Number of event staff:

Number of spectators expected: (place 0 if unknown)

For AMS and UBC events - Is the event approved by the overseeing Dean, Vice President or Department Head?

Yes

If yes, provide name of Dean or Vice President, or Department Head.

If the event has not been approved, please provide rationale:

*Please ensure that you include the name of your endorsing Sponsor.

Other Considerations

Will participants pay a fee to enter the event?

Yes

Will street parking be impacted by the event?

Yes. If yes, please provide details below.

What restrictions should be implemented for street parking?

Will street traffic control be required?

Yes. If yes, please provide details below.

Where and what street traffic control is required?

Will alcohol be served at the event?

Yes

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.

Yes

Please provide names of food trucks and/or food providers. If food providers, please indicate what the food provider is serving/selling and if food is pre-packaged.

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.

Vancouver Coastal Health will require a event coordinator application if there are 3 or more food trucks/food providers. Please provide the UBC Film & Events office with the status of this application.

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?

Yes. If yes, please provide details.

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

Please provide details on the sound-system needed and the purpose.

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

Yes. If yes, please provide details below.

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.

Please indicate the power requirements and their location(s):

Will sensitive materials be used for this event (e.g., toy guns, potentially offensive images)?

Yes

Additional information (optional): Provide any additional information regarding your event. This will expedite the approval process.

Additional attachment

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

Agreement

As the organizer of this event, I have read and agree to the Terms and Conditions and take full responsibility for this event.

As the organizer of this event, I understand that the Film & Events Office must receive the signed Short Term Outdoor Rental Agreement and payment of the permit fee before my booking is finalized.

Read the Terms and Conditions here.

Access important event Forms and Policies

Contact Us

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