Outdoor booking request form for students

Note: If you are a UVic staff or faculty member wanting to book outdoor space for an institutional event email vpfoproj@uvic.ca or call 250-721-7019.

Requesting space for a special event

Outdoor Space requests require a minimum of 10 business days prior to event date to be approved by the university Please note: in some cases, we may require up to 15 business days notice in order to confirm your booking. These timeframes depend on the nature of the event and the level of University coordination required.
If you require power hook-up, access to water, extra garbage cans, etc. you will need to contact Facilities Management separately (contact information will be provided upon confirmation of booking).
If you require tables or tents you will need to make arrangements with the UVSS (contact information will be provided upon confirmation of booking).

All fields on the application form are mandatory. Questions on completing this application may be directed to studentlife@uvic.ca or 250-472-5617.

*required Indicates required field.

Step 1 of 4 - Contact information

Full name:

Email address:

Phone number:

Student:

Affiliation:

Clubs and course unions must be registered and ratified before space booking requests will be reviewed.

Group name:

Name and contact information of the individual who will be the primary and on site contact for the booking.

On site contact name:

On site contact email:

On site contact phone:

Step 2 of 4 - Proposed booking details

Event start time

Event start date

Event end time:

Event end date:

How many people do you anticipate attending or participating?

Location: (check all that apply)*

Petch Fountain Green space - Central Quad Other location

If your event will take place outdoors in a location other than those listed above, please indicate in the field below: *

Event type: *

Fundraiser Information table Other

Please specify the event type: *

Please provide brief details of what the fundraiser is for: *

Please provide a brief explanation of what the information table is for: *

Step 3 of 4 - Advertising information

Please specify your advertising technique: *

URL/Link to a sample copy of your advertising:

I have read, agree to, and followed the terms outlined in University Policy BP3140, University Signage*

Step 4 of 4 - Event details

There are potential hazards that may impact the health and/or safety of UVic community members and/or property

Please provide details below: *

Food and/or beverages will be served or sold at this table/event

Please provide details below (identify from where the food will be prepared, purchased or donated): *

Information will be distributed at this table/event

Please provide details on what type of information will be distributed and how it will be distributed: *

Merchandise or tickets will be sold during this booking

Please provide details of what you are selling: *

A commercial service or business will be promoted at this booking

Please provide details of who you are promoting and how: *

Services and/or materials provided from a third party will be used at the booking

Please provide details: *

URL/Link to a sample of the materials:

I have read and agree to follow the Booking of Outdoor Space by Students policy.*

Collection and use of personal information

The University of Victoria is committed to treating personal information in accordance with the Freedom of Information and Protection of Privacy Act (FIPPA)'s and the university's Protection of Privacy Policy and Procedures (GV0235). The collection of personal information by the university is in accordance with the FIPPA and the University Act. The information provided in this form will be used for the purposes of determining if an outdoor space booking event will be approved. Should you have any questions concerning your personal information, please contact the General Counsel's Office at privacyinfo@uvic.ca or (250) 472-4914.

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