Bookings and Events

As the university prepares for a return to on-campus activity, members of the campus community may need to make ad-hoc bookings for activities that occur outside of or in addition to regularly scheduled administrative or educational activities, including but not limited to workshops, interviews, photoshoots, celebratory events, or social gatherings.

Safe Event Planning 

A Safe Event Application is still required for certain types of events that are fall outside of core business activities or otherwise require additional consideration. Events that will require a Safe Event Application in step three include:

  • Educational activities that may involve audiences (i.e. student-led theatre productions)
  • Recreational activities, such as celebratory events, social gatherings, and sporting events not sanctioned by CIS
  • Activities that have the potential to interfere with teaching and learning (i.e. require use of multiple indoor or outdoor locations, noise considerations, held at a busy time or in a high-traffic location)
  • Activities that require guidance from other sectors (food services and catering, performing arts, etc.)

Completed applications should be submitted to ready.ok@ubc.ca for review and approval. Organizers should be aware that a response typically takes 2-3 weeks.

Organizers who submit their booking request in tandem with a Safe Event Application should be aware that booking a space does not constitute approval for their event.

Note: The Safe Event Plan template has been updated as of July 6, 2021. You may need to refresh your browser to view the updated file.

Ad-hoc Booking Process

As part of the UBC Safety Planning Framework, in step three (earliest date July 1) the requirement to submit safe applications will be removed for most core business activities, such as:

  • Educational activities that directly support student learning and development and do not involve an audience
  • Administrative activities performed by faculty and staff in relation to their regular job duties, or administrative meetings of student groups
  • Research conducted by UBC faculty, staff, and students under the auspices of UBC
  • CIS-sanctioned sporting events (unless serving alcohol)

Organizers booking spaces for these purposes should instead follow the Safety Plans applicable to the spaces they are in.

These spaces can be booked according by contacting the appropriate administrator or the Central Booking Office (link to https://cbo.ok.ubc.ca/rooms/ )

If you are not certain whether your event requires a Safe Event Application, contact ready.ok@ubc.ca.

Considerations for planning your meeting or event

Due to ongoing return-to-campus planning efforts, some service departments may have less availability to support meetings and events than in previous years. In addition to planning for safety concerns, organizers should plan to contact service departments (i.e. Facilities Management, IT, etc) to ensure that there are resources available to support their requests. Organizers are also encouraged to consider digital or hybrid options where possible to ensure that their event has the greatest possible chance of success.

Over the summer, some buildings may remain largely unoccupied and not meet the same standards for thermal comfort that the community is used to, and some services, such as catering, may be unavailable.

Some services may request a copy of your safe event approval before confirming ad-hoc bookings or work orders.

Approved Events

The below list of approved events is provided for information only. While these events have been endorsed from a safety perspective, event plans may change according to the operational needs of the event organizers or the university, or due to changes in applicable public health orders.

SEPTEMBER

Sept 1 to 6: Student Orientation activities – Create and second year welcome 
Location: Indoor and outdoor UBCO spaces

AUGUST

August 26 to 31: Student Orientation activities – Create and second year welcome
Location: Indoor and outdoor UBCO spaces

August 12: Opera Under the Stars
Location: CCS 142 and foyer, Arts foyer, adjacent outdoor space.

August 1 to August 11: iStand STEM day camps
Location: 2nd floor Arts building and adjacent outdoor space.

JULY

July 1 to 30: iStand STEM day camps
Location: 2nd floor Arts building and adjacent outdoor space.

July 2: RCMP motorcycle training
Location: EME 2181 and H Lot.

JUNE

June 30: iStand STEM day camps
Location: 2nd floor Arts building and adjacent outdoor space.

June 21 to 23, June 29: RCMP Motorcycle training
Location: EME 2181 and H Lot.