Event Planning Guide


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 Home Page -> Administrative Functions -> Facilities -> Find a Room/Booking Reports

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

 If your answer is "Yes": 

Submit an online Work Request at least two weeks prior to your event.

MyOkanagan -> Employee -> Requests and Notices -> Facilities Management Work Requests

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.

Submit an online Work Request at least one week prior to your event.

MyOkanagan -> Employee -> Requests and Notices -> Facilities Management Work Requests

Help with hanging any banners

Complete an online Work Request one week prior to your event

MyOkanagan -> Employee -> Requests and Notices -> Facilities Management Work Requests

Request to advertise on the KLO electronic signage road sing.

Submit a request to publicaffairs@okanagan.bc.ca

Are special parking arrangements necessary?

Contact Facilities Management at skfacilities@okanagan.bc.ca

Rental and set up of tents from Avalon.

Contact Graham Kershaw for approval and then Contact Avalon rentals directly

Picnic tables arranged for your event

Complete an online Work Request two weeks prior to your event.

MyOkanagan -> Employee -> Requests and Notices -> Facilities Management Work Requests

Fencing

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

Catering

Contact Linda Dyck Food Services

Campus Liquor Application Form 

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 OR contract eventbookingkelowna@okanagan.bc.ca for the form

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.

        Book Your Event