Event Planning Guide

New!

The highly anticipated Okanagan College Internal and External Online Room/Event Booking Request Forms, has been launched!  Please click here for the Internal Link and here for the External Link


Items to Consider

Who to Contact/Where to go

Booking the Room: Check to see if the space is available for the time and date you require it.

Go to MyOkanagan,  Employee Tab, Facilities, Find a Room

Are additional chairs, tables, podiums or lecterns required? Does the configuration of the room need to be changed?

Contact facilities@okanagan.bc.ca and submit an online Work Request at least one week prior to your event

Do you have audio-visual requirements?

Many of our rooms are fully equipped with A/V equipment. If you require specialized A/V gear, check our AV Booking system to see if we have what you require.

Sandwich boards announcing your event and directing participants to the correct building.

Contact facilities@okanagan.bc.ca or submit an online Work Request at least one week prior to your event

Help with hanging any banners


Complete an online Work Request one week prior to your event

Request to advertise on the KLO electronic signage road sing.

Submit a request to publicaffairs@okanagan.bc.ca

Are special parking arrangements necessary?


Contact John Caspers

Rental and set up of tents from Avalon.


Contact Graham Kershaw at for approval and then Contact Avalon rentals directly

Picnic tables arranged for your event


Complete an online Work Request one week prior to your event

Fencing

Contact facilities@okanagan.bc.ca to get approval and a recommended source for the fencing.

Catering


Contact Linda Dyck Food Services

Liquor license for special events or any event where there may be more than 200 participants.

Internal / External: You can find this form through the Booking App. by selecting 'Yes' to serving Liquor. Complete the form and submit it to Event Booking

Security


If extra security is required for an event, there will be a charge to the requesting department. Please submit the online Work Request at least two weeks before the event.


Music Licensing

Playing music at your event requires you to pay music licensing fees to SOCAN (Society of Composers, Authors and Music Publishers of Canada) and Re:Sound (representing artists and record companies).You will be contacted for details.