Campus Event Form
UBCO event organizers must provide safe, secure and respectful event environments for community members and attendees.
There are three important steps to planning a safe and successful event on campus:
- Book your event space – see the Book Space website for more info.
- Submit a Campus Event Form – submit your event for information or review.
- Submit a facilities work request – let our teams know what setup your event needs.
Submit a Campus Event Form
The Campus Event form allows our teams to understand when events are happening and help coordinate logistics, and create a safe and comfortable environment for all.
Setting up an event
Facilities Management can assist with the setup and teardown of events in common areas, academic buildings, and outdoor spaces on campus.
To request event setups in residence buildings (i.e. Nechako), please contact Conferences and Accommodations at conferences.ubco@ubc.ca or 250-807-8050 for assistance.
Submitting an event setup request
- At least two weeks prior to the event start date, submit an event setup request.
- Faculty and staff: Submit a Facilities work request. Please follow the guidance on how to submit an event request.
- Student clubs and associations: Submit an event request through the SUO event planning process.
- Special requests (i.e. disabling irrigation for an outdoor event, lighting requirements, etc) should be created as separate work requests.
- To request pre- or post-event cleaning, please use the Custodial Request Form.
Event Inventory
Facilities Management has an inventory of items that can be used for event setups. Note that certain items may only be available in certain spaces.
We do not have tablecloths in our inventory. Please contact Scholars’ Catering or your catering provider to coordinate these items.
Please note: Facilities Management is unable to remove furniture in common spaces (padded armchairs, etc) for events.
Minimum Setup Time
Make sure your space booking includes enough time before and after the event to allow for setup and teardown.
Most spaces on campus require a minimum of 1 hour to set up and tear down. Outdoor spaces and UNC 200 require a minimum of two hours to set up and tear down.
Other information
- Staffing is limited on weekends. If you need to contact the event setup team on a weekend, please phone the Campus Security non-emergency line at 250-807-9236 for assistance.
- Items, materials, posters, etc. left behind after an event may be discarded unless specified otherwise in your work request.
- For your own safety, please don’t set up or change a setup without the assistance of Facilities staff.
Chargeable events
Event setups may be charged back depending on the user group and the nature of the event. See below for where fees apply. Users are welcome to ask for an initial cost estimate when creating their work request.
Chargeable Event Setup FEes
| User Group | Setup/Teardown Fee |
| Academic | No fee ** |
| Administrative | No fee ** |
| Conference | Fee applies |
| Student Association/Club | Fee applies |
| Invitee or external | Fee applies |
** If admission is being charged, event setup fees apply.