Event Requests - KSA & KSA Clubs

NOTE: Applications should be submitted at least 4 weeks prior to the date of your event -- not inclusive of the period for which you will be marketing your event. (eg. If you plan on marketing your event for 2 weeks then submit your request 6 weeks before your event date).  Please note that requests are subject to blackout dates for major University events such as Convocation and Orientation.

 

Birch Space

The newly-renovated KSA Birch Space at KPU Surrey has a large multipurpose room (Birch 250) and a small meeting room (Birch 260) that can be booked for meetings and events. The rooms are usually unlocked during the day and are free to use during the open time slots on the calendar.

To request a booking, please contact the KSA Events Coordinator at bookings@kusa.ca

 

KPU is committed to creating inclusive and accessible events for all attendees. Please use the following link to access the KPU Events - Accessibility Events Checklist and ensure inclusivity and accessibility at your event: https://kpu.teamdynamix.com/TDClient/60/Portal/KB/ArticleDet?ID=5300.aspx

What is a student-led event?
A Student-led Event is any on-campus event that is organized by a student or student group and not organized by KPU Faculty, KPU departments, or external organizations. This includes students who need to book space on campus for course projects.
What is Student Services role?
Student Services approves and facilitates student-led events on KPU campuses. That includes booking rooms or spaces on campus, assisting with promotions, and coordinating furniture and equipment. Please review the below information for ideas that can help your event.
Can I have food at my event or meeting?

If your on-campus event includes a request to serve food, please be sure to understand the following requirements and take the related actions:

Serving food at a closed meeting

If your plans for food are just so that your group doesn’t go hungry while they attend a meeting, there is no need to do anything further. Be sure to store and handle your food according to Food Safe practices.

Catering for a meeting or event

Catering can be arranged through the on-campus food service providers.

Serving outside food at an open event

If you are planning to serve outside food on campus at an open event, you need to obtain:

  • Approval from KPU Food Services
  • A temporary food service permit from the regional Health Authority

    Questions

    To ensure your request meets these requirements, please contact us.
Events with Alcohol

Requests including alcohol require a permit from the RCMP and other necessary safety measures.

KPU has policies regarding the Consumption of Alcoholic Beverages and the Non-Medical Use of Drugs on University Premises and Student Events Involving the Consumption of Alcohol.

For more information, contact facilities@kpu.ca
Tips for event planning.

Planning an event can seem overwhelming, but here are some ways to help make things a bit easier:

  • Submit your event application at least four weeks before the date of your event. Applications submitted with only a few days' notice may not be considered. The sooner you do it, the better!
  • Have alternate dates and locations in mind - some spaces, like the Conference Centres, are very busy and are often fully booked months in advance. Check here for information on bookable spaces.
  • If your event gets cancelled or rescheduled, let us know as soon as possible. We can release the space you booked to other students and help you reschedule if needed.
  • Ask questions - if you're not sure about something, ask us and we'll see if we can help.
Event cancellations.

Space is in high demand at KPU. Please make sure to let us know if your event is cancelled so we can open up the space for others to use.

If you would like to reschedule your event for a different time or location, contact us and we'll do our best to accommodate your changes.
Contact us!

Information

For information about organizing an event and the event request application form, please review our website: kpu.ca/student-led-events

If you can't find the information you're looking for, contact us at: kpustudents@kpu.ca