Bookings and Events

Updated June 13, 2022

Event organizers at UBC Okanagan must ensure that their events provide a safe, secure and respectful environment for UBC community members and event attendees, and are responsible for following appropriate approval processes where required.

Communicable Disease Statement

Organizers must ensure that their events follow all public health orders and UBC policies, including the Campus Rules as well as considerations laid out in the Communicable Disease Framework. In the case of a change to public health context, previously approved events may need to be adjusted, scaled back, or cancelled without notice.

Note: Masks continue to be required in indoor spaces on UBC campuses until June 30, 2022. Proof of vaccination is no longer required at discretionary UBC events.

Safe Event Planning

While not all events require approval, the Safe Event Committee asks that organizers of all events, including conferences, celebratory events, ceremonies, social gatherings, sporting events, club meetings, concerts and performances, and events that are open to the public submit a Safe Event Application for informational purposes. Alerting us of your event allows us to:

  • notify you of circumstances that may effect your event, such as a utility failure
  • improve the event experience by coordinating items such as building access and sprinkler shutoff, and
  • take appropriate steps to ensure the safety of event attendees in the case of a campus emergency.

To let us know about an event, first determine whether your event requires approval by reviewing the information listed under Potential to Interfere Events below.

If your event does not require approval:  Organizers are requested to complete the Safe Event Application template (first page only) and submit as an attachment to ready.ok@ubc.ca.

If your event does require approval: Complete both pages of the Safe Event Application template and submit to ready.ok@ubc.ca with any additional documentation (i.e. site map). See below for recommended timelines.

Potential to Interfere Events – Protecting Teaching and Research

Events involving the below activities require additional measures to ensure safety and prevent unreasonable disruptions to teaching, learning and research. These events must be sponsored by an appropriate UBC leader and require approval from Campus Operations and Risk Management.

  • Large events (1,000 people or more)
  • Serving of alcohol
  • Amplified sound (P.A. system, DJ, live music)
  • Use of barbeque(s) or open flame
  • Extreme sports
  • Held in a highly populated area or during a key or busy time (i.e. Convocation)
  • Environmental impact (i.e. potential damage to turf, garbage/waste, chemical release)
  • Outside services, including food trucks
  • Guest speakers
  • Temporary installations
  • Traffic control or road closures

Note: Bolded activities may be subject to additional levels of approval which affects review timelines. Please see submission timelines below.

The Safe Event Committee will work with you to ensure that your event is as safe as possible, assist you during the review process, and notify you as to whether your event is approved.

Event Application Submission Timelines

  • No potential to interfere: Approval not required, but notification is encouraged (10 days days requested)
  • Any activities with the Potential to Interfere: Minimum 10 business days in advance (30 days encouraged)
  • Potential to Interfere activities subject to additional approvals (bolded above): Minimum 30 days in advance
  • Large events: 90 days in advance

Planning Considerations & Guidance

General

  • Not all members of the community are comfortable with face-to-face or in-person gatherings. Organizers should consider inclusive, virtual options.
  • Make space bookings and contact service departments (i.e. IT Services, Food Services, Facilities Management) as early as possible. Some departments may have less availability to support meetings and events than in previous years.
  • Discretionary UBC events do not require vaccine passports. However, event attendees should be prepared to follow the Campus Rules, including mask mandates.
  • All event approvals are subject to public health requirements. Some approvals may need to be revisited if changes are made to relevant public health orders.

Communicable Disease Safety

Currently, due to the COVID-19 pandemic, UBC recommends following the elevated risk considerations as outlined in UBC’s Communicable Disease Framework. Below are some suggestions for how you may implement these considerations for your event.

Get outside

  • Schedule events outdoors where possible

Provide a clean and comfortable environment

  • Frequently clean (or provide a way to clean) common or high-touch surfaces, including shared utensils
  • Provide self-serve cleaning and sanitization stations so that attendees can clean common surfaces to their level of comfort
  • Spread out in your event space and limit the number of people to a table

Encourage healthy behaviours

  • Complete a daily health check before coming to campus and stay home if you are ill
  • Encourage hand hygiene by providing access to hand sanitizer or handwashing facilities
  • Encourage attendees to practice respiratory etiquette
  • If your event is serving food and drink, have a plan in place to ensure attendees are following mask mandates where applicable (i.e. dedicated area for food and drink, dedicated meal time)