Safety & Security

UFV/Safety & Security/Event support

Event support

Prepare for your UFV event with Safety & Security

If you are organizing an event on behalf of UFV, you may be required to submit an event application and request additional services such as security or approval to serve liquor. This page explains when support is required and walks you through the process step by step.

 

On this page:

Before you get started

What is an event?

An event includes a meeting, conference, lecture, banquet, film screening, or other activity that is the subject of the request to book and use university space. An "event" does not include booking and use of university space for credit courses. All events must complete an Event Application Form to ensure security knows what and where people are.

Who does this apply to?

You must review this page and submit an event application if your event meets any of the following criteria:

  • 20 or more attendees 
  • Open to the public
  • Not part of regular UFV activities
  • Scheduled outside regular UFV hours
  • Takes place on Friday, Saturday, or Sunday
  • Involves alcohol

If you are unsure whether your event requires support, submit the event application so Safety & Security can review it.

Important timelines

  • Event application: Submit at least two weeks before your event
  • Security requests: Submit at least five business days before your event

Late submissions may result in delays, additional costs, or limited availability of services.

Departmental Consultations

Prior to submitting your event application, consultations with the following departments are required for certain services and / or approvals:

  • Student Affairs: Student Affairs authorization required for all student driven / organized events.
  • Office of the Registrar / Room Bookings:  All requests for use of any room or space must be booked in advance through Room Bookings.
  • Facilities:  All requests for janitorial, mechanical, electrical, water and grounds related needs go through Facilities.
  • Parking Services: Requests for reserved parking, pay parking inquiries are sent to Parking Services.
  • Conference Services:  All external requests for any function must go through Conference Services.
  • IT Services: ITS oversees all Internet connectivity, computer hardware, software, and AV needs. If you need AV equipment or support for this event, please contact AV Services. 

How to request event support

1

Book your space

Book your event location through the appropriate UFV room booking or space reservation process before submitting your event application.

2

Submit your application

The event application is the starting point for all events that require review or approval.

You will use this form to:

  • Provide event details
  • Identify potential risks
  • Request approvals, if required
  • Trigger review by Safety & Security

Submit the event application form

After submission, you will receive confirmation and may be contacted if more information is needed.

3

Request event security (if required)

Some events require additional security coverage, including:

  • Public or high attendance events
  • Events outside regular hours
  • Events with alcohol
  • Events identified as higher risk

Security coverage is provided by UFV Safety & Security.

What to know

  • Requests must be submitted as least four business days in advance
  • All security costs are the responsibility of the event organizer
  • Guards are booked in minimum four-hour blocks
  • Overtime and holiday rates may apply
  • Late requests may incur additional costs

Request additional security

After submission, you will receive confirmation and may be contacted if more information is needed.

The decision regarding the need for additional security ultimately rests with the manager of security.

4

If your event includes alcohol

If liquor will be sold or served at your event, UFV policies will need to be abided by and an application form must be completed and submitted to UFV Safety & Security.

You must:

  1. Review the Selling, Serving and Advertising Liquor Policy (15) and UFV Serving of Liquor Regulation
  2. Follow UFV policy and applicable regulations
  3. Apply for and obtain the required BC Special Event Permit (as applicable)
  4. Obtain a Special Event Server (SES) or Serving it Right Certificate from Responsible Service BC
  5. Employees using their UFV Purchasing Card must receive pre-approval from their UFV VP (or higher) for liquor store purchases
  6. Submit a request to sell or serve liquor and include all required permits and documentation

What is required

When submitting your request, you will be asked to provide:

  • Event details (date, time, location)
  • Type of event and expected attendance
  • Details about alcohol service
  • Required permits and documentation

Requests to serve liquor must meet UFV policy and applicable BC liquor regulations.

Timing

  • Submit your request at least two weeks before your event
  • Late or incomplete requests may not be approved

Request approval to serve liquor

Important note: Approval to serve liquor is not automatic and is separate from your event application. Do not assume alcohol service is approved until you receive confirmation.

All permits and certificates must be prominently displayed throughout the event.

5

Get room or building access, if needed

If your event occurs outside of building hours, or you do not have key card access to the event location, then you must complete a Room / Building Access request.

6

After you submit

Once your application or request is submitted:

  • Safety & Security will review the information
  • You may be contacted for clarification or next steps
  • Approved services will be confirmed through the request system

Do not assume your event is approved until you receive confirmation.

Frequently asked questions

No. Safety & Security will review each event application to determine if additional security is required.

The event organizer is responsible for submitting the event application. This is the person planning the event and making sure the details are correct and submitted on time.

If anything changes after approval, respond to the original ticket and include the updated details. This can include changes to the date, time, location, attendance, or event activities.

The Responsible Administrator is the person who is responsible for the event at an approval level. They must be one level above the requestor. They will receive an email and must approve the event using the link provided before the request can move forward.

Yes. An event site map is required for outdoor events. The map should show the event layout, including key areas like entrances, exits, tents or structures, and where people will gather

Plan for possible extra security costs. Safety & Security may request additional security at $40 per hour, and this cost must be paid by the event organizer or the organizing department.

Helpful resources

Event planning tools

Campus support services

Liquor policies and regulations

Community Programming and Experience office

UFV's Community Programming and Experience office provides additional resources and checklists to assist you with planning university events.

Visit the Community Programming and Experience office page »

First aid & emergencies

Call 911 in emergencies
(9-911 from a UFV phone)

First aid:
1-855-282-7770
(local 7770)

Security:
1-855-239-7654
(local 7654)

Contact Us