Campus Event Form

  • Campus Event Form

    This form replaces the previous campus event form on Qualtrics. We are continually making changes in order to simplify the review process and reduce wait times for responses, so please read each question thoroughly.

  • This form is for ALL events taking place ON the UBC Okanagan Campus. This form is NOT required for off-campus events.

    This form will provide event information to multiple departments on campus, including Campus Operations and Risk Management and University Relations, to ensure your event can be safely supported.

    Save & Continue later has been enabled in this form. 

    Please fill out this form even if not all of your event details are finalized. We would love to work with you to help you plan for a safe and successful event. 

  • Contact Information

    We will use this information to keep you informed about the status of your event application, as well as to contact you about any occurrences that may affect your event (i.e. utilities outage).
  • Would you like to add additional emails to be included in communications?*
  • Format: (000) 000-0000.
  • Relationship to UBC*

  • If you are filling this form on behalf of a SUO Student Association, club, or course union, please ensure that you have completed the required event forms and bookings through the SUO prior to completing this one. Please visit https://www.suo.ca/event-booking/ 

    If you are a student organizing an event that is NOT connected to the SUO, please ensure that you are following your faculty's requirements for student led events.

  • Event Basics

  • What type of event is it?*
  • Date
     - -

  • Events with 1000 or more attendees must be submitted 90 days in advance for review and approval. Note: The City of Kelowna’s Large Events process applies. 

  • Event Location(s)*

  • NOTE: This is NOT a room booking form. To make a space booking, please follow the instructions at https://bookspace.ok.ubc.ca for the type of space you'd like to request.

    If the location of your event changes after you submit this form, please email operations.ok@ubc.ca or edit the form using the edit link you will be sent. 

  • Is the event open to the public (those who are not current faculty, staff, or students)?*

  • NOTE: Please provide guests with interactive or downloadable campus maps (available at https://maps.ok.ubc.ca/). Consider appointing wayfinders to assist your guests in finding their way to your event location. 

  • Event Details

  • This information is used to assess whether an event can be safely supported, without causing undue disruption to the university community. The guiding principles for this review are available on the Campus Event Form information page.

    Some events can proceed upon the completion of this form without further review if you meet the applicable conditions.

    For each box you check, you'll be asked for additional information on a new page. The rest of this form will guide you through the next steps. 

  • Please indicate if your event will include any of the below elements (check all that apply).*

  • NOTE: If your event does not include any of the above elements, please select "None of these" to continue to the end of the form.

  • Alcohol

  • Who will be serving the alcohol?*
  • Staff/Faculty/Invited guests only?
  • Is there a charge to attend the event?
  • Is alcohol being sold?

  • Amplified Sound

  • Will you be using UBC Audio/Visual equipment?
  • Do you require training on how to use the equipment?

  • Barbecues, open flame, or smudging

  • Open flames are prohibited indoors and outdoors on campus except as as approved through the Facilities Management Hot Works process, as part of the academic curriculum, or as part of one of the activities outlined in this form.

    Chafing dishes (for warming food) are permitted inside and outdoors.

  • Which of the below options are included in your event? Check all that apply.*
  • Barbeques or candles will be placed outdoors only
  • Rows
  • Rows

  • A fire extinguisher can be borrowed (if available) from the Campus Security dispatch office (ADM 124) and an orientation provided on its use.

  • Smudging will take place

  • Smudging ceremonies are permitted outdoors without prior notice to Campus Operations; however, organizers and participants are asked to hold ceremonies a minimum of 6m away from doors, windows and air intakes to prevent allergic reactions or other issues. Please take additional care during fire season.

  • Requests to hold smudging ceremonies indoors are reviewed in consultation with Indigenous Programs and Services. We will be in touch with next steps.

  • NOTE: You have requested a setup that does not meet the criteria described above. Your request will be forwarded for further review. In some cases, the team may require changes or be unable to approve the event. 

  • Please amend your form

  • Barbeques, grills, fire pits, and non-electric candles are not permitted indoors. Please use the "back" below button to update your event details accordingly. 

    Note: Please do not use your browser's back button!

    If your event has both indoor and outdoor components, please select "both indoors and outdoors" on the Event Basics page. 

    You will not be required to re-enter other details of the form.

  • Potential for mess or environmental impact

  • Will the environmental impact of your event involve (check all that apply):*
  • Rows

  • NOTE: Carpet extractions or other extraordinary cleaning requirements will be chargeable to the faculty, department, club, or external organization. 

  • Rows

  • Where applicable, compostable bags can be requested from Facilities Management (email facilities.ok@ubc.ca or place a work request). Full bags can be sealed and placed in one of the outdoor compost bins.

  • Following safe food handling and serving practices is imperitave to protect yourself and others from food-borne illnesses caused by eating contaminated food. If you are serving or preparing food for this event, ensure that you are familiar with BC's Food Safety guidelines and legislation.

  • External Services

  • HIDDEN - Outside Services, i.e. catering, external rentals, etc.

  • Guest Speakers or Performers

  • Are all guest speakers or performers current UBC students, staff, or faculty? (For alumni, please answer "no.")
  • Please indicate the types of guest speakers/performers your event will include (check all that apply).*
  • Will you be using UBC Audio/Visual equipment?
  • Do you require training on how to use the equipment?

  • Extreme Sports

  • Temporary Installations

  • Please indicate what temporary installations your event will include (check all that apply).*

  • Traffic changes or closures

  • Traffic changes or closures (i.e. large vehicle pickups/drop-offs, road closures, changes to pedestrian routes) might require a Traffic Management Plan  (TMP) to be submitted to Campus Operations.

  • Please indicate the type of traffic changes your event will include (check all that apply)*

  • Building Access and Salto

  • If you wish to restrict or gain access to a booked room, Faculty and staff should submit access requests to your department's designated SALTO approver. To guarantee a response, requests must be sent 10 business days prior to your event.

    Depending on the time, location, and nature of the event, some after-hours events may require additional resources (i.e. security guards). If so, you will be contacted by Campus Operations and Risk Management with next steps. Please consult Buildings and Facilities Hours of Operation.

  • If you wish to restrict or gain access to a booked room, Student clubs and course unions should submit SALTO and security requests through the online club portal.

    Depending on the time, location, and nature of the event, some after-hours events may require additional resources (i.e. security guards). If so, you will be contacted by Campus Operations and Risk Management with next steps. Please consult Buildings and Facilities Hours of Operation.

  • Additional Details

  • You have indicated that your event does not include any of the elements listed on the “Events Details” page. If this is correct, please hit “submit” to complete your form.

    On submission, you will receive an email summarizing your event request. You will be receive further communications once your event has been reviewed. 

  • Please provide additional details not already indicated in the previous sections in the text box below, and/or add an attachment with additional information.

    On submission, you will receive an email letting you know the status of your event (approved, or in the queue for further review).

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  • REMINDER: You are responsible for making the necessary requests for the services that are needed to execute your event, i.e. Space Bookings, Work Requests, Custodial, Security, Catering, IT/AV, etc. Please ensure that these requests are made asap. Visit Submit a Request for more information.

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