Information for Community Partner Tables

The Community Partner tables (booths) are a key part of the event experience, adding value, fostering connections, and creating interactive opportunities to engage with staff and faculty.

We invite UBC Vancouver teams to host a booth if they offer:

• Relevant programs, services, and opportunities: Offerings should be broadly relevant to staff and faculty across the university, regardless of role. This includes programs and opportunities related to culture, recreation, and overall wellbeing at UBC.
• Interactive experience: We encourage booths to be engaging, interactive and accessible. Offer ways for attendees to connect with your team, join activities, and learn something new. Keep displays welcoming and fun. Use QR codes for accessible, digital content, and ensure any videos include captions. For more guidance, consult UBC’s new Planning Accessible Events at UBC.
• Sustainable approach: We’re proud to follow UBC’s Zero Waste Action Plan (ZWAP) and Green Your Event guidelines, and encourage our partners to minimize waste and environmental impact from the BBQ. This may include paper-free whenever possible, and choosing practical or useful giveaways.

Participation and selection

The demand for tables is consistently high. Departments are encouraged to share tables wherever possible. Preference will be given to exhibitors who meet the criteria outlined above.

We will be reaching out to our contact list of campus community partners in early July.

2025 List of Community Partners

Event logistics

• Booth set-up – 9:30 am
• BBQ Start Time – 11:00 am
• Event End Time – 2:00 pm
• Tear Down – 3:00 pm

Faculty and staff volunteering at the tables are reminded to:

1. RSVP with their department contact for the BBQ (registering as a booth does not count)
2. Take breaks to eat and enjoy the event

The food tent buffet lines will include priority access for individuals who require assistance and for volunteers staffing community partner tables.

For more information contact Protocol, Ceremonies and Events at special.ceremonies@ubc.ca.