Event Safety Plan

Overview

UFV continues to encourage virtual meetings and events whenever possible to reduce the risk of spreading COVID-19.

Event Safety Plans must be submitted at least two weeks in advance of the event.

If you are planning an in-person event, you may submit your Event Safety Plan by clicking the "Submit Event Safety Plan" button. Prior to submitting your Event Safety Plan, consultations with the following departments are required for certain services and / or approvals:

Departmental Consultations:

  • 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 authorized through the Office of the Registrar.
  • Facilities:  All requests for janitorial, mechanical, electrical, water and grounds related needs go through Facilities.
  • Ancillary Services / Parking Services: Requests for traffic control, reserved parking, pay parking inquiries are sent to Ancillary Services.
  • Conference Services:  All external requests for any function must go through Conference Services.
  • Information Technology Services: ITS oversees all internet connectivity, computer hardware, and software needs.

The Provincial Health Office has implemented orders that restrict Gatherings and Events that affect the University of the Fraser Valley.

Events is defined as a gathering in an inside place for social, entertainment, dancing, choral, musical, recreational, gambling, arts or crafts, or business and includes a ticketed sports activity, concert, theatrical production, dance or symphony performance, festival, conference, convention, trade fair, home show, workshop, wedding reception, funeral reception not at a funeral home, and a sponsored, ticketed party.

The below activities are excluded from the definition of events, and so exempt from this order:

A. Educational events and gatherings (i.e. delivered as part of a formal education program), such as lectures, labs, seminars, workshops, demonstrations, presentations, formal study groups and orientation events.

B. Workers at a workplace when engaged in their work activities, including staff meetings.

Review UFV's Communicable Disease Prevention Plan and other Safety Response Documents.

Information Required

UFV students and employees can complete the Event Safety Plan form to submit an Event Safety Plan.  Please provide the following information:

  • Event organizer
  • VP (the VP will be required to approve the event safety plan submission)
  • Department
  • Event description and location
  • Security Plan
  • First Aid Plan
  • Attendee limit measures
  • Hygiene and cleaning plan
  • Food and beverage station plan
  • Daily health self-assessment communication plan
  • Non-medical masks/face coverings plan
  • Assigned seating plan
  • Proof of vaccination plan
  • COVID-19 event orientation communication plan

Instructions

Complete all required fields on the Event Safety Plan form. An approval from your VP is required.  The system will send an approval email to the VP annotated in the form.  The VP will need to click on the link in the email to approve the request.  Once approved, the Risk & Safety team can then process your request.

Support

Review UFV's Communicable Disease Prevention Plan and other Safety Response Documents.

For questions about the Event Safety Plan, contact ehs@ufv.ca.

Service Catalogue Entry

Service Name Event Safety Plan                                                                                                                     
Service Users Students, Faculty, Staff
Description Submit an event safety plan.
Features N/A
Category Event Support
Sub Category N/A
Supporting Services N/A
Service Owner Manager, Environmental Health & Safety
Business Owner Director, Risk and Safety
Authorized Requestors Students, Faculty, Staff
Request Process Complete the Event Safety Plan form via the Risk & Safety portal.
Approval Requirement/Process The VP of the area requesting the event must approve the submission of the Event Safety Plan.
Requirements and Pre-requisites Submitted form must contain all required fields.  
Turnaround Time for New Requests  3-5 business days
Requester Responsibility Requestors are responsible for providing all required information.  
Support Hours Risk & Safety business hours
Hours of Availability/Planned Downtime 24/7
Support Process Contact ehs@ufv.ca
Support Owner Manager, Environmental Health & Safety
Support Documentation N/A
Customer Costs N/A
 
Submit Event Safety Plan

Details

Service ID: 1513
Created
Tue 7/6/21 5:54 PM
Modified
Wed 11/24/21 1:46 PM