How to apply for a Special Event Permit for indoor space

Your responsibilities as an event organizer

When you organize an event, you are legally required to follow all provincial and University rules to ensure the safety of all event attendees.

This page specifies the policies and application instructions for serving alcohol at indoor events on campus. If you are hosting an event with alcohol at an outdoor space at UBC, follow the steps to submit an Outdoor Event Application instead.

If alcohol is being served, you and your staff are prohibited from consuming alcohol during the event. Review your responsibilities and UBC policies:

Penalties

If your event violates your Special Event Permit, or temporary liquor license, you will be responsible for any fines imposed by the BC Liquor Control and Licensing Branch, unless you made an official booking on behalf of a faculty or department.

Fines	Amount in Canadian dollars
Selling liquor to minors	$7,500 to $10,000
Minors on licensed premises	$5,000 to $7,500
Permitting a person to become intoxicated	$5,000 to $7,000
Permitting more persons than allowed by the occupant load	$5,000 to $7,000
A failure to take reasonable measures to ensure that the operation of the licensed establishment is not contrary to the public interest and does not disturb persons in the vicinity of the establishment	$7,500 to $10,000

About the application

To serve alcohol at any unlicensed location on campus, you must get a temporary liquor license, called a Special Event Permit. If you require a Special Event Permit, you must first gather and submit documentation for your application to UBC more than 30 days before your event. If you don’t submit your request in time, you may not receive your license by your event date.

After receiving approval from UBC, you must then apply for your Special Event Permit from BC Liquor and Cannabis Licensing at least 14 days before your event. If you do not first receive UBC approval, your permit application will be automatically cancelled by RCMP.

First, determine if you need a Special Event Permit

To serve alcohol at any unlicensed location on campus, you must get a Special Event Permit, or hire a licensed caterer to serve alcohol. Regardless of who holds the permit—the organizer or the caterer—you must follow all standard event booking procedures.

Some campus venues, such as the Pit Pub, the University Centre, and Cecil Green House, have permanent liquor licenses. If you are hosting an event at one of these locations, a Special Event Permit is not required. In this case, you do not need to follow the steps on this page.

However, if you are requesting permission to serve alcohol at a UBC location that does not have a liquor license, you must submit your application to UBC Scheduling Services at least 30 days before your event day to allow sufficient time for review.

Locations requiring a Special Event Permit

You will need to book a space and apply for a Special Event Permit to serve alcohol at these locations:

UBC student residences
UBC locations without a liquor license, such as:
- AMS event spaces
- Indoor venues at UBC Botanical Garden
- UBC Alumni Centre
- Hillel House
- Meeting rooms
- Lounges
- Atriums
- Common spaces

This is not a complete list. See UBC’s alcohol policy and reach out to Scheduling Services if you are unsure whether you need a Special Event Permit to serve alcohol at your venue.

Locations with a permanent liquor license

You do not need to apply for a Special Event Permit at these locations:

The Pit Pub
The University Centre
Cecil Green House

This is not a complete list. Discuss with your event venue if you are unsure whether it has a permanent liquor license.

Apply for your Special Event Permit

Step 1. Get Responsible Beverage Service Certification

The licensee, managers, and all servers of any special event permit event, paid or volunteer, must have a Responsible Beverage Service Certificate. All event staff should complete their certifications more than 30 days before your event to meet the application timeline.

For events with fewer than 500 people, you must complete either the Serving It Right or a Special Event Server certification.
For events with more than 500 people, you must complete the Serving It Right certification.

Step 2. Bring your Request Form to a signing authority

First, complete the appropriate request form for your event:

Next, bring your request form to your signing authority. You will need approval from the faculty, unit, or residence where your event will be held. Browse the lists below to find the signing authority for your event:

Step 3. Submit all required documentation to UBC Scheduling Services

You’ll need to submit your application to Scheduling Services at least 30 days before your event to allow for processing times. Submit your documents in one attachment by emailing them to room.bookings@ubc.ca.

If you and your event team will be serving alcohol

Please submit the following documents:

Permission to hold an event where alcohol will be served (Indoor Space) (pdf)
A copy of your Responsible Beverage Service Certification
A piece of government-issued photo ID
If your event has more than 100 guests, you must also submit your completed Safety and Emergency Response Plan (pdf). Include a site map indicating exit strategies.

If an alternate caterer will be serving alcohol

Please submit the following documents:

Request to hold an event where alcohol will be served by a catering company (pdf)
Certificate of Insurance
LCLB Catering Authorization with license number and expiry date
If your event has more than 100 guests, you must also submit your completed Safety and Emergency Response Plan (pdf). Include a site map indicating exit strategies.
If applicable, a copy of any conditions or requirements of the director, head, or manager of the department or facility where event is to be held

Step 4. Wait for Scheduling Services’ approval

Once your application has been reviewed by Scheduling Services, you’ll receive an email advising whether or not your request has been approved in accordance with UBC’s Alcohol Policy SC9: Serving and Consumption of Alcohol at University Facilities and Events.

When you receive approval from Scheduling Services, your application and supporting documents will be sent automatically to Campus Security and the RCMP on your behalf.

Step 5. Apply for a Special Event Permit

After receiving Scheduling Services’ approval, apply online for your Special Event Permit from BC Liquor and Cannabis Licensing at least 14 days before your event. It is your responsibility to make sure all the necessary local government approval is obtained.

Your permit application will be sent to the RCMP. RCMP reserves the right to cancel applications that have not been previously approved by Scheduling Services. You will only be contacted by the RCMP in one of the following situations:

There is an issue with your application
Additional restrictions are imposed on your permit

You must have a Special Event Permit to serve alcohol, regardless of whether Scheduling Services has already approved your application.

Step 6. Pay your fees and print your license

Once your Special Event Permit application has been approved by BC Liquor and Cannabis Licensing, you’ll receive an email with instructions to pay the fees online and print your license.

Your Special Event Permit must be signed and on display near the bar area during your event, along with receipts from your liquor purchases.

Forms

Additional resources

Special Event Permit Policy Manual (pdf), particularly the Duty of Care in section 6
Special Event Permit Terms and Conditions (pdf)
Residence signing authorities
Faculty and departmental signing authorities
Temporary food services application forms and information

If you have questions

For more information about events or room bookings, email UBC Scheduling Services at room.bookings@ubc.ca.