Planning an Event on the UBCO Campus

As you begin your event planning process, please read through the following steps and meet the obligations required for each.  UBCO Campus Security does not provide event planning services. These steps provide instruction on meeting the requirements for hosting an event on campus. 

It is recommended that all event planners follow the Event Checklist when planning events. If you have prior experience planning events on the UBCO campus and are aware of the Event Checklist, follow this link to the UBCO Campus Security Event Application.

Event Checklist:

STEP 1: Determine the size of your event

Q: Do you expect more than 1000 people to attend your event?

YES – Campus Security requires a minimum of 90 days notice prior to the event. Go to Large Events at UBCO and complete the Large Events Checklist before continuing to STEP 2.

NO – Continue to STEP 2.

STEP 2: Book your space

It is recommended that you book sufficient time for the setup and tear down of your event to incorporate all aspects of the event planning process including (but not limited to): facilities assistance, catering delivery, set-up and tear down, additional security briefings, etc.

To book a classroom or event space on campus, visit the Central Booking Office website. It is recommended that you review Policy 107 – Booking and Rental of UBC Space. Once your space is booked, record your Booking Reference Number continue to STEP 3.

STEP 3: Determine your potential to interfere

Q: Does your event have a potential to interfere with University operations?

Campus Security requires a minimum of 30 days notice prior to the event for all events that have a potential to interfere with University operations. Visit the Potential to Interfere Events page to determine if your events has the potential to interfere before continuing to STEP 4.

STEP 4: Determine if your event will be serving alcohol

Q: Are you planning on serving alcohol at your event?

YES – Campus Security requires a minimum of 25 days notice prior to the event. It is recommended you review Policy 13 – Serving and Consumption of Alcohol at University Facilities and Events.

  • IF Classic Fare is providing alcohol services, contact Classic Fare to complete your catering order and obtain a BCEID (provided by Classic Fare) and continue to STEP 5.
  • IF you are using an off-campus caterer, obtain a Special Event Permit via the BC Liquor Control and Licensing Branch before continuing to STEP 5.

NO – Continue to STEP 5.

STEP 5: Determine if your event requires UBCO Facilities assistance

Q: Are you planning an event that requires UBCO equipment (stage, podium, garbage bins, etc), additional power, lighting or water?

Ensure you are prepared! UBCO Facilities provides and extensive list of equipment and services. To provide you with these services, they require 21 days notice prior to the event. Review the Facilities Management Work Requests and Forms page and if applicable, fill out and submit a Facilities work request or a Facilities Management Student Event Application Form, if this is a Student Union event, before continuing on to STEP 6.

STEP 6: Complete the Security Event Application

For all events, regardless of size, a Campus Security Event Application must be filled out. A minimum of 10 days notice is required for all events. Complete the Campus Security Event Application and submit it for approval.

 

What happens next?

If you’ve followed all of the steps above, a campus security coordinator will review your event application and contact you to follow up, if necessary. You may be asked to provide additional information in order for your event to reach the approval stage. Event organizers will receive an approval email once the process is complete.

Filling a Security Event Application does not guarantee your event’s approval. UBCO Campus Security reserves the right to determine if your event requires Facilities approval, additional security, or approval from the City of Kelowna. UBCO reserves the right to cancel your event if the proper conditions and documentation are not provided in a timely manner.

 

Additional Details:

Prohibitions

The following items are prohibited:

Fireworks: Fireworks are prohibited on University lands and not permitted for use during events.

Pyrotechnics: Pyrotechnics are prohibited and not permitted for use during events.

Drones: Operation of drones or unmanned aircraft is not permitted over University property.

Drugs/Controlled Substances: The unlawful manufacturing, distribution, dispensation, possession and/or use of controlled substances is prohibited on UBC campuses, in the workplace or as a part of any of the University’s activities. Where drug use is anticipated, event organizers must take necessary precautions to prevent, discourage, and take hard reduction measures to address the use of the controlled substances.

Prohibitions are not limited to the items above. Determination of what is “prohibited” is at the discretion of the University.

Amplified Sound and Decibel Management

UBCO is not only an academic institution but a residential community as well. Ultimately, it is the responsibility of all students, faculty, and staff to moderate noise especially during any event or activity held on campus.

To maintain the academic environment of the University and to ensure we remain, good neighbours, the use of amplified sound is not routinely permitted in outdoor areas. However, the following venues may be available pending administrative approval:

– University Amphitheatre

– University Commons

In the event that approval is granted, sound levels must stay within predetermined allowable limits, generally 86 decibels, which may be monitored by University personnel.

Exemptions

The following event types are exempt from the approval process:

Academic Mandate: Events that fall within the academic mandate, such as new student orientation, are not subject to the approval process. Events within the Academic Mandate are requested to complete a standard Campus Event Application Form for information purposes only.

Athletic Event: CIS Sporting events are not subject to the campus event application process and must conform to their own respective regulations. However, CIS sanctioned events wishing to serve alcohol are required to submit a Campus Event Application Form for approval.

Notice of Non-Compliance

Events held at the University of British Columbia Okanagan outdoor spaces that have not received approval or refuse to comply with agreed terms from the University, or those who place the University and its occupants at risk, may be cancelled without notice. Any costs associated with the event will remain the responsibility of the event organizer/applicant.