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University of Regina Policy

Approval of Outdoor Events

Audience:All University employees, students and members of the public
Issued:January 01, 2009
Revised:December 21, 2023
Owner(s):AVP (Student Affairs)
Approved by:VP (Administration)
Contact:Director, Student Affairs Ancillaries and Finance - 306-337-8459


This policy ensures all members of the University community are aware of policy and processes surrounding outdoor events. This allows the University of Regina to be aware of and manage events that are taking place on the property owned by the University thus minimizing risk to the institution.


All outdoor events to be held on University property must receive prior formal approval by Hospitality Services followed by the approval by the Provincial Capital Commission (PCC).

Events approved will be those that support the goals and mission of the University and must be conducted in a safe and constructive manner.  The University also encourages maximum communication among all stakeholders, internal and external, to ensure that requirements of this policy and all other regulations at the University of Regina are met.

Events included in this policy are concerts, picnics, barbeques, camping, races, etc. Anyone wishing to hold an event outside should refer to the Outdoor Event Regulations in Appendix B.

Event organizers who may wish to use golf carts on campus should refer to Appendix C Golf Cart Use on Campus.

Roles and Responsibilities

University Community/Members of the Public

Director, Student Affairs Ancillaries and Finance

  • reports to the Associate Vice-President, Student Affairs and is responsible for this policy on Outdoor Events.
  • provides management oversight for Outdoor Event application requests.

Manager, Hospitality and Consumer Services

  • reports to the Associate Director, Housing and Hospitality Services
  • consults with the Director, Student Affairs Ancillaries and Finance, and the Associate Director, Housing and Hospitality Services, as required on event application requests
  • reviews and approves applications for events and coordinates the approval with the PCC.
  • reviews and approves applications for Golf Cart Use on Campus, as outlined in Appendix C.
  • notifies applicable University stakeholders of the event.

Consequences for Noncompliance

Events that take place on University of Regina outdoor spaces that have not gone through the approval process put the University at risk and may be shut down by University of Regina Protective Services and guests may be required to leave the premises. Any costs associated with the event will remain the responsibility of the event organizer.


Obtaining Approval for Outdoor Events

In order for the University community or sponsored groups to obtain approval for outdoor events, forms must be submitted at least one month before the event date for a large event or two weeks for small events.

Event organizers must:

  1. Complete the University’s approval form (Appendix A)
  2. Complete the PCC’s Special Event Application form

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