Event Registration

Registration is required for all UCalgary events (occurring on or off campus), and third party events on UCalgary campuses, that include one or more of the factors listed below and take place on or after Dec. 1, 2024. Please register at least two weeks before the event occurs.

Once the form is submitted, it will be automatically directed to the relevant unit(s) — Environment, Health and Safety, Risk Management and Insurance, Campus Security, Facilities Management and/or Media, Issues and Outreach — which will email you regarding your event to provide proactive support and ensure a seamless event experience for everyone involved.

*If you have booked your event through Conference and Event Services, you are not required to complete this form.

*Events taking place in MacEwan Student Centre and MacEwan Hall in common spaces or Students’ Union allocated spaces do not need to be registered unless they are UCalgary events, as they are managed under the MacEwan Building Management and Use of Space Agreement with the Students’ Union. See: MacEwan Conference and Events Centre.

Entertainment/Performances with higher risk activities

Including aerial acrobatics, use of prop weapons, temporary hot tubs, swimming pools, etc.

Reviewed by Risk Management & Insurance, Campus Security and Environment, Health & Safety.

Flame related

Including fireworks, pyrotechnics, open flames, fog, smoke or dust, candles.

You are not required to complete the form for smudging in smudge-friendly spaces and for using outdoor BBQ's.

Reviewed by Environment, Health & Safety

Hazardous materials

Including the presence of chemicals, biologicals or compressed gases. It also includes events that have vehicles indoors that would contain fuel or oil.

Reviewed by Environment, Health & Safety

Vehicles driving on sidewalks or green spaces

Events that require vehicles/equipment to operate on sidewalks, green spaces, etc. (Note that all green space bookings must be done through Conference & Events Management)

Reviewed by Facilities Management

Live animals

Including pet therapy and any other event where animals are present.

Reviewed by Risk Management & Insurance

Off campus location outside of urban areas

May have reduced access to emergency services or is occurring in a remote area.

Reviewed by Risk Management & Insurance

Erecting temporary entertainment structures outside

Including all temporary entertainment structures, stages, lighting apparatus, scaffolding, bleachers, etc. including anything that may or may not be anchored into the ground.

Reviewed by Facilities Management, Environment, Health & Safety and Risk Management & Insurance

Sensitive speaker(s) - In-person events only

Including any speaker who has garnered media attention, is speaking on a controversial subject or has a history of speaking on controversial topics.

Reviewed by Media, Issues and Outreach and Campus Security

Sensitive topic(s) - In-person events only

Including any topic which is generating a high level of public discussion or debate, including internal topics.