Safe Event Planning

Event organizers at UBC Okanagan have a duty to provide a safe, secure and respectful event environment for UBC community members and event attendees.

A Campus Event Form submission is required for all events that take place on campus. This ensures:

• Visibility of all events and activities at any given time
• Review of important event details and logistics to support your event’s success
• Review of events that have the potential to interfere and pose a higher risk to the attendees and the university.

When to submit

These timelines allow time for sufficient review, follow-up and any additional planning to get needed measures in place. Submissions outside these timelines will still be considered but may affect the review and delivery of your event.

SUBMIT YOUR EVENT (Qualtrics)

Note: UBCO Student Club and Course Union events must also obtain approval through the SUO’s event booking process.

Off-campus events

• Academic or administrative unit events—a Safe Event Plan submission is not required.
• UBCO Student Club and Course Union events—a Safe Event Plan submission is not needed but approval through the SUO’s event booking process is still required.

High-level review and potential to interfere

Campus Operations and Risk Management meets regularly to review submissions. The following guiding principles are used to assess an event’s potential to interfere:

1. cause disruption to teaching, learning and research activities on campus
2. put the university community and event attendees at risk

Event elements that trigger this high-level review include:

Additional Resources

• Communicable Disease Control