Outdoor space bookings - students

In alignment with BC’s Restart Plan, the Post-Secondary Return-to-Campus Guidelines, and UVic’s Transitional safety guidance, the Office of Student Life is now receiving student outdoor space bookings for the Fall 2021 term. Student groups must plan their activities in accordance with UVic’s Communicable Disease Plan.

Student groups interested in hosting an event or activity (including tabling) near Petch Fountain or on the quad may apply to do so via the outdoor space booking form. Requests for the use of other outdoor spaces may also be submitted, and will be considered on a case-by-case basis.

To submit a request, you must be one of the following:

  • The designated signing authority for a club, course union, advocacy group, or professional development union that is recognized by the University of Victoria Undergraduate Students’ Society (UVSS)or Graduate Students’ Society (GSS)
  • The designated signing authority for a sports and recreation club registered with the Athletics and Recreation department
  • A university student staff member or part of a university-sanctioned volunteer program or service group
  • Undertaking a course-related project and have a signed letter from your instructor or supervising faculty member explaining and endorsing the use of outdoor space

The request must be related to your group’s purpose and/or constitution.

Outdoor space booking requests must be submitted 10-15 business days prior to the intended event.

Book an outdoor space

Questions about outdoor space bookings may be directed to studentlife@uvic.ca or 250-472-5617

Booking conditions

All outdoor bookings must comply with the Booking of University Space Policy No. BP3440  

The following are some of the key conditions related to the booking and use of outdoor space on campus by student groups.

  • The university Petch Fountain and the Central Quad green space are the designated spaces for most student outdoor space bookings. Student Group requests to book other outdoor spaces on campus will be considered on a case-by-case basis in accordance with this and other applicable policies.
  • Due to institutional priorities and to ensure all groups can access bookable outdoor spaces please note that:
    • outdoor space will not be available for bookings on certain dates due to university-sanctioned events, during exam periods or during convocations,
    • the university may limit the frequency and length of bookings available to each student group,
    • in the event of unforeseen circumstances, the university may cancel the booking without notice, and
    • all outdoor space bookings covered by this policy must be held between the hours of 6:00 a.m. and 6:00 pm, unless specific approval is obtained.
  • All food served must be prepared and delivered by University Food Services unless an exception is applied for in advance and has been approved.
  • Signs, tickets, brochures, social media or other forms of messaging related to the outdoor space booking must not advertise liquor, liquor consumption, pubs, bars, or lounges, and shall be in accordance with applicable university policies including but not limited to the:
  • Outdoor space bookings are subject to sound restrictions that will be evaluated during the approval process. Amplification is normally only approved for major university sanctioned events.
  • Usage of outdoor space that contravenes this or other policies will be removed from the area.
  • The student group is responsible for arranging all additional university services (e.g., electricity, water, janitorial, etc.) for the outdoor space booking, and arranging all related logistics and payment of all applicable fees. Once your booking is approved you can contact Facilities Management.
  • Only furniture designated for outdoor space use by the university may be used during outdoor space bookings. If you require the use of tables, you will need to bring your own or make a request in advance with the UVSS general office.
  • The student group will designate a primary contact for the booking who must:
    • provide contact information as part of the booking request,
    • be in attendance for the duration of the booking,
    • ensure space booked is left in a clean manner with no damage to the area, and
    • be responsible for the removal of all recycling, garbage and equipment upon completion of the booking.

Outdoor booking locations

The university Petch Fountain and the Central Quad green space are the designated spaces for most student outdoor space bookings. Student Group requests to book other outdoor spaces on campus will be considered on a case-by-case basis in accordance with this and other applicable policies.

Outdoor Space Booking Location Map