Policies, procedures, and fees
Plan your outdoor event to end by 10:00 p.m.
All outdoor events on campus, regardless of whether alcohol will be served, must be concluded by 10:00 p.m. (serving times may be extended by RCMP permission before approval of a Special Occasion License). Indoor events must be concluded by 1:00 a.m.
Campus Safety Resources (344KB PDF)
Download and print Access & Diversity's Campus Safety Sheet and familiarize yourself with the safety resources available to you and your guests.
Spaces booked by Scheduling Services
The following areas can be booked through Scheduling Services:
- East Mall from Crescent Road to Agronomy Road
- Agricultural Road to Agronomy Road
- The north and southwest lower concourse of the Student Union Building (SUB) beyond 30 feet from the building
The following areas cannot be booked through Scheduling Services:
- Any and all fields (for information on booking McInnes Field, contact UBC Athletics and Recreation)
- The Botanical Garden
- Nitobe Memorial Garden
- The Rose Garden
- The SUB's upper plaza (area between the SUB and the Aquatic Centre - for information about booking the SUB or surrounding areas, contact the AMS)
- The upper sidewalk outside the UBC Bookstore, at the corner of East Mall and University Boulevard - to book this space, email treena07@interchange.ubc.ca
- Main Mall from Flagpole Plaza at Crescent Road to Memorial Road
- University Boulevard from West Mall to East Mall, as well as the grassy areas between Wesbrook Mall and the General Services Administration Building
- Southwest Marine Drive between Stadium Road and 16th Avenue
- The UBC Farm. For info, email ubcfarm.events@gmail.com
Scheduling Services does not book areas within 30 feet of buildings, including courtyards, social spaces, or the SUB entrances. Organizers should contact the department that resides within the building to make those requests.
A request for the use of a specialized area (e.g., sports playing field, the Botanical Garden) should be submitted directly to the responsible unit. For contact information, see The Office of the University Counsel's Short-Term Use Policy #107 (94KB PDF).
If you cannot find an outdoor area listed above, please call Scheduling Services at 604.822.9946.
Medium- to high-impact events
Medium- to high-impact events involve road closures, use of multiple areas on campus, sound systems, and/or a large number of attendees.
Additional approvals
Additional approvals for these events may be required from other University departments depending on the nature of the event, required equipment, and the impact of the event on surrounding activities. These arrangements must be made directly with other departments and provided in writing to Scheduling Services
Please contact Scheduling Services if you have any questions about what additional approvals may be necessary for your event.
Deposits and charges
- The event organizer may be required to pay a deposit. The amount of the deposit is determined by Scheduling Services in consultation with other departments as appropriate.
- Following the event, Scheduling Services may assess any new costs that have arisen from the event, including, but not limited to, damages.
- Any deposits that have been made will be refunded after all costs have been paid in full.
- Charges may be required for security, labour, and/or equipment rental. Rates are determined by the respective department(s). Payments for equipment and services are paid directly to the appropriate department(s).
Serving food and alcohol at outdoor events
Serving food
If you are planning to prepare and serve food, then you must submit a Temporary Food Service Application (59KB PDF) to Vancouver Coastal Health. This would include food preparation for things such as hot dogs, hamburgers, pancakes, etc. It is not necessary to fill out the application if:
- You have contracted a caterer or mobile food service operator who possesses a valid health permit;
- Foods are limited to pre-packaged, non-perishable items such as chips, pop, or candy bars;
- The event is restricted to members of a particular student group or society and their invited guests and the food that is prepared and served is voluntarily made by that group. Volunteer food handlers are advised to follow the Vancouver Coastal Health Food Safety Tips.
Not submitting the Temporary Food Service Application to Vancouver Coastal Health could lead to closure of an event or further consequences.
Serving alcohol
A liquor license is required in order to serve alcohol at any event at The University of British Columbia (see Liquor licenses for details).
