Terms and Conditions

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.