Approval of Outdoor Events

Category: Operations
Number: OPS-040-006
Audience: All University employees, students and members of the public
Revised: April 24, 2018
Owner(s): AVP (Facilities Management)
Approved by: VP (Administration)
Contact: Director, Security and Operations 306-585-4655

Introduction

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.

Policy

All outdoor events to be held on University property must receive prior formal approval by the Director of Security and Operations 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 C (45 KB) Word Document.

Event organizers who may wish to use golf carts on campus should refer to Appendix D Golf Cart Use on Campus (183 KB) Word Document.


Roles and Responsibilities


University Community/Members of the Public:


Director, Security and Operations:

  • reports to the Associate Vice-President, Facilities Management and is responsible for the policy on Outdoor Events.
  • reviews and approves applications for events and coordinates the approval with the PCC.
  • reviews and approves applications for Golf Cart Use on Campus.
  • notifies applicable University stakeholders of the event.

Consequences for Noncompliance

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

Processes

Obtaining Approval for Outdoor Events


In order for the University community or sponsored groups to obtain approval for outdoor events they must:

  1. Complete the University’s approval form (Appendix A (39 KB) Word Document);
  2. Complete the PCC’s approval form (Appendix B);
  3. Submit both forms to Campus Security at least 1 month before the event date for large events or 1 week for small events;
  4. If approved, the Director of Security and Operations will then seek the approval of the PCC; and,
  5. Campus Security will advise event organizers of the University’s and the PCC’s decisions.



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