Welcome Back Staff BBQ – FAQs

About the Event

Who can attend this event?

This event is open to UBC employees with “staff” appointments only. This does not include faculty appointments, post-doctoral, student appointments, work-study and co-op positions. Please contact your HR Advisor or Associate if you have questions about employee eligbility: http://www.hr.ubc.ca/administrators/contact/

Who organizes this event?

This event is held annually and is hosted by the President’s Office and Human Resources. The event is produced by Ceremonies & Events.

Is this event held at the Okanagan campus?

Yes, we also host a Welcome Back BBQ event for staff at our Okanagan campus in the early Fall.

Who can participate in the Community Partner Tables?

Campus providers can participate in the community tables, space permitting. Due to the limited amount of outdoor space available (in relation to the food service and seating area), there is enough space for a maximum of 20 tables.

The event organizers, are committed to providing staff with a fulfilling experience at the BBQ. The community partner tables are an integral part of providing value at the event and engaging staff. To ensure the community tables are a worthwhile part of the BBQ experience, we are looking for exhibitors who offer the following:

  • Programs, services, and opportunities available and relevant to UBC staff broadly, regardless of their role at the university (required). In addition to staff programs, this includes culture, recreation, and opportunities that support staff wellbeing at UBC.
  • Opportunities for attendees to interact and engage with table staff, make connections, and learn something new. In other words, booths should be welcoming, interesting, and fun.
  • Sustainability – i.e. providing an “onsite experience” and giveaways that people will use.

How do I request a Community Partner Table?

To request an community table, you will need to be a campus provider of services. Contact Ceremonies & Events in May each year to inquire if there are any available booth spaces for the Fall event.

For Department Contacts

How do I promote this event to my department?

Download an event poster and post it in your building, around your staff lounge areas, and bring it with you to staff meetings. Mention the different information booths that will be available and encourage staff to bring their questions to on site representatives. If you have a large department, consider staggering the lunch hours so that everyone has an opportunity to join in the fun at the event.

I don’t see my department on the pull-down menu. What department do I select?

Smaller departments are often grouped together to limit the number of overall department contacts. If you don’t see your department, look for the next department that you would roll up to, and email or call the department contact there to RSVP. Your department RSVPs will then be included with the larger department.

I’m unsure whether an employee in my department is eligible to attend the BBQ. Who can I contact?

The BBQ is open to full-time and part-time UBC employees with “staff” appointments only (not faculty or student appointments). Please note we are not collecting employee ID numbers but will ask for clarification if there are questions on employment eligibility. If you have questions about the eligibility of employees in your department, please contact your HR Advisor or Associate: http://www.hr.ubc.ca/administrators/contact/

How do I register my department RSVPs?

Department contacts should refer to the important registration instructions provided to you via email on June 26, 2017. If you are unable to locate this email, contact Ceremonies & Events by email at ceremonies.office@ubc.ca

What is the deadline for department RSVPs?

We appreciate your co-operation in having the RSVPs collected and submitted your RSVPs online by Friday, August 11, 2017.

When should I expect the lunch wristbands for my department?

You can expect to receive the lunch wristbands via campus mail between August 21 and September 1 from Ceremonies & Events.

I already submitted my RSVP spreadsheet, but now need to add a few more staff. How do I amend my original spreadsheet?

After you have submitted your RSVPs online, you can update your RSVPs by resubmitting an updated list before August 11, 2017. If you continue to receive RSVPs after that date, please have your staff bring their UBCcard to the Registration Table on the day of the event to receive their ticket.

For Staff Attendees

What’s on the menu?

There will be burgers, salad and fresh local produce from UBC Farm and Farmers Market Direct.

Are gluten-free or vegan options available?

Yes, the  Halal Beef and Vegetarian patties are gluten-free. Gluten-free buns will be available for those who want them. The Sundried tomato and Chickpea Vegan patties are fresh from the UBC kitchens, and the salad is gluten-free.

How do I indicate my vegetarian or vegan option?

Notify your department contact when s/he collects your department’s RSVPs.

I missed the department’s RSVP deadline. May I still attend the event?

If you missed registering for the BBQ and would like to attend, please bring your UBCcard with you to the Registration Table on the day of the event. A limited number of tickets will be available for late registrants who meet the eligibility criteria and have valid UBC ID.