Outdoor Events: Booking Process

There are a few simple steps you must follow to book an outdoor event

Steps

1) Determine the location of your booking request

2) Determine how your event will impact the campus

Requests for outdoor spaces are divided into low and high categories, based on the level of impact the event will have on campus. See the Impact Level: How far in advance should I book my event? entry in the Booking FAQ to determine how early you need to submit your request.

3) Submit the Event Risk Management checklist

An easy-to-use tool has been created to help UBC event bookers analyze the risks associated with holding events on campus. A risk assessment is required for all campus events using this tool going forward. To carry out a risk assessment click here to download the Event Risk Assessment form and follow the instructions.

4) Submit the outdoor booking request form

Submit an online outdoor booking request, including all required supporting maps, plans and details to Community Development.

What happens after I submit my outdoor application?

After your online booking form is received, UBC will complete the following:

1) Confirmation of availability

It is a UBC priority to utilize outdoor spaces to meet UBC’s mandate and to support the creation of a vibrant campus, year round. UBC reserves the right to ensure that any use of Bookable Space does not compromise the University’s activities, as well as the safety and security of persons and facilities. Priority will be given to events that support Core Academic/ Educational Activities.

The appropriate stakeholders will be consulted when confirming event date and location availability to ensure that the event will have a minimal impact on University Operations, Faculty, Staff, Students and the Campus Community and there are no other potential conflicts of use.

2) Risk Assessment

After availability is confirmed, Community Development will examine the events’ risks to ensure compliance. Risks may include everything from liquor regulations to University trademarks and copyright to insurance and more. For a list of risks assessed during this process, please see the  FAQ on booking your event. 

UBC will only impose limitations on the time, place, and manner of such expression as may be necessary to ensure that the University’s activities, as well as the safety and security of persons and facilities, are not compromised.

3) Site visit

At the discretion of Community Development, a site visit might be required to assess additional risks.

4) Confirmation Email and Instructions

Once approval has been granted, a confirmation email will be sent to the event organizer, along with instructions for set-up and event close and clean up.

If serving food and/or alcohol, a temporary confirmation email will be sent to the event organizer.  A final confirmation will be sent once the food permit and/or Special Occasion License has been received.