Bookings and Events

Updated May 25, 2022

As the university continues to support the return to campus and increases in-person activities, UBCO’s Resumption Planning and Coordination Committee will continue to revise its safe event procedures and guidance. Event organizers should continue to submit Safe Event Applications as outlined below. Please check back for updates as the campus works to update our Event Application process in line with recent changes to public health restrictions.

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 Plan Requirements

Safe Event Plans are required for all events, including celebratory events, social gatherings, sporting events, concerts or performances, and all events that are open to the public.

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

Exemptions

Safe Event Plan not required, but notification is requested, and restrictions may apply depending on the activity.

  • Meetings carried out in the course of regular work duties, including Annual General Meetings for course unions and clubs, do not require a Safe Event Plan. All attendees must follow the Campus Rules and the appropriate Safety Plan for the space they are in.
  • If refreshments are served, organizers must provide hand sanitizer within easy reach of the food station and post signage reminding participants to wash or sanitize their hands before serving themselves. High-touch surfaces and common utensils must be frequently cleaned and sanitized.
  • Single tables or information booths do not require Safe Event Plans. All attendees should follow the Campus Rules and Common Areas/Public Realm Safety Plan.
  • Organizers must place tables away from entrances/exits to avoid congestion.
  • Staff/volunteers must sanitize their table or display and ensure that high-touch surfaces are sanitized every two hours throughout the event.
  • Staff/volunteers who are tabling indoors must wear a mask. Masks are strongly recommended outdoors.
  • If refreshments are served, organizers must provide hand sanitizer within easy reach of the food station and post signage reminding participants to wash or sanitize their hands before serving themselves. High-touch surfaces and common utensils must be frequently cleaned and sanitized.
  • Organizers must submit notification of the date, time, and location of their table to ready.ok@ubc.ca at least one week in advance (two to three weeks recommended).
  • Events that involve multiple tables or large groups of attendees moving through a space still require a Safe Event Plan.
  • All attendees must follow the Campus Rules and the appropriate Safety Plan for the space they are in. Vaccine passports are not required.
  • All attendees must follow the Campus Rules and the appropriate Safety Plan for the space they are in. Vaccine passports are not required unless the event is open to the community beyond UBC.
  • All attendees must follow the Campus Rules and the appropriate Safety Plan for the space they are in.
  • If refreshments are served, organizers must provide hand sanitizer within easy reach of the food station and post signage reminding participants to wash or sanitize their hands before serving themselves. High-touch surfaces and common utensils must be frequently cleaned and sanitized.
  • Vaccine passports are not required unless the event is open to those beyond UBC.
  • All attendees must follow the Campus Rules and the appropriate Safety Plan for the space they are in.
  • If refreshments are served, organizers must provide hand sanitizer within easy reach of the food station and post signage reminding participants to wash or sanitize their hands before serving themselves. High-touch surfaces and common utensils must be frequently cleaned and sanitized.
  • Vaccine passports are not required unless the event is open to those beyond UBC.
  • Sports and exercise events require a Safe Event Plan.
  • All attendees must follow the Campus Rules and the appropriate Safety Plan for the space they are in.
  • There should be designated seating available for every attendee.
  • Common surfaces and shared tools or utensils must be sanitized frequently.
  • Food-decorating events where the food is expected to be consumed (i.e. cake or cookie decorating) still require a Safe Event Plan.
  • Student unions and clubs planning off-campus events must request pre-approval for off-campus events using this form.
  • Events happening off-campus must meet the requirements of all applicable health orders.
  • Some venues may have additional protocols in place, such as vaccine passport requirements.
  • Organizers are encouraged to use the UBCO Safe Event Plan template as a resource, but are not required to submit their plans for review.

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.
  • On-campus events that are open only to members of the UBC community do not require vaccine passports. For events that are open to members of the public, vaccine passports may apply.
  • 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.

Event Guidance

Note: This guidance is being revisited in light of recent changes to public health restrictions. Please check back for updates.

Public health requirements vary based on the type of the event. The requirements applicable to the type of event you are hosting should be incorporated into your event’s Safe Event Plan along with any other considerations.

For any event where refreshments are served, organizers must provide hand sanitizer within easy reach of the food station and post signage reminding participants to wash or sanitize their hands before serving themselves. High-touch surfaces and common utensils must be frequently cleaned and sanitized.

Indoor social events

  • Follow all University COVID-19 rules.
  • Complete and submit Safe Event Plan if required.
  • Assign each participant to a seat or table, and ensure that seating is available for all participants.
  • Attendees must remain seated for the duration of the event.
  • Seat participants in such a way as to use all available space in the venue.
  • Attendees must wear masks, except when actively eating, drinking, or presenting.
  • Food stations must follow public health guidance

Flow through/drop-in events (indoor and outdoor):

  • Follow all University COVID-19 rules.
  • Complete and submit Safe Event Plan.
  • Sanitize common surfaces every two hours throughout the event. Vendors must sanitize booths or displays.
  • Masks are required for indoor flow-through events, and strongly recommended outdoors.

Outdoor events:

  • Follow all University COVID-19 rules.
  • Complete and submit Safe Event Plan.
  • Control access to the event through staffing, stanchions, signage, or other delineators.
  • Provide seating for every participant.
  • Seat participants in a way that uses all available space throughout the venue.