About the Event
Who can attend this event?
This event is for UBC employees with “staff” or “faculty” appointments (not student appointments). For staff, this does not include student, work-study and co-op positions. Eligible faculty are primarily employed and paid by UBC, and does not include unpaid, honorary, adjunct, and clinical appointments. Please contact your HR Advisor or Associate if you have questions about employee eligibility. Please note we are not collecting employee ID numbers but will ask for clarification if there are questions on employment eligibility.
Who organizes this event?
This event is held annually and is hosted by the Offices of the President and Vice-President, Human Resources. The event is produced by Protocol, Ceremonies and Events and is made possible with the support of our campus partners, UBC Food Services, UBC Facilities, Campus + Community Planning, Security Services, Parking & Access Control and Campus Mail.
Is this event held at the Okanagan campus?
Yes, UBC Okanagan also hosts a Welcome Back BBQ event for staff and faculty in the early Fall. Please contact Ceremonies and Protocol for more information.
Who can participate in the Community Partner Tables?
Campus providers can participate in the Community Partner tables, space permitting. Due to the limited amount of outdoor space available (in relation to the food service and seating area).
The event organizers, are committed to providing staff and faculty 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 Partner 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 and faculty broadly, regardless of their role at the university. This includes culture, recreation, and opportunities that support staff and faculty wellbeing at UBC.
- Interactive: Opportunities for attendees to interact and engage with table staff, make connections, and learn something new. In other words, table displays should be welcoming, interesting, and fun.
- Sustainable: We encourage the Community Partners to think sustainably and opt for paperless approaches (if possible). i.e. consider engaging with staff and faculty, and providing an onsite experience, rather than handouts or giveaways. If you wish to include giveaways, please have them be useful or practical.
How do I request a Community Partner Table?
The demand for tables is always strong and departments may be asked to share tables wherever possible. Preference will be given to exhibitors who meet the above criteria. If you would like to request a Community Partner table contact Protocol, Ceremonies and Events at special.ceremonies@ubc.ca to inquire if there are any available spaces for the Fall event.
For Department Contacts
How do I promote this event to my department?
Download an event poster, print it and post it in your building, around your lounge/lunch areas, and bring it with you to team meetings. Mention the different information booths (Community Partner Tables) that will be on site and encourage staff and faculty 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. Two time slot options are available for staff and faculty to attend.
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 student appointments) and UBC-paid faculty appointments. If you have questions about the eligibility of employees in your department, please contact your HR Advisor or Associate.
How do I register my department RSVPs?
Department Contacts should refer to the important registration instructions provided to you via email in early July. If you are unable to locate this email, contact Protocol, Ceremonies and Events by email at special.ceremonies@ubc.ca
What is the deadline for department RSVPs?
We appreciate your co-operation in having the RSVPs collected and submitted via the “Submit Departmental RSVP” form by Wednesday, August 20, 2025.
When should I expect the BBQ wristbands for my department?
You can expect to receive the Staff and Faculty BBQ wristbands via campus mail between August 20 and September 9 from Ceremonies & Events.
I already submitted an RSVP for my department, but now need to add a few more staff and/or faculty RSVPs. How do I amend my submission?
If you have already submitted the RSVP form for your department, you can complete an additional RSVP form before the August 20 deadline. The second form should not include staff and faculty numbers from the first form. For example, if your original RSVP was for 10 staff and faculty in your department and you want to add 2 more staff and faculty to the list, please submit the new RSVP form for 2 people only.
If you continue to receive RSVPs from your colleagues after the August 20 deadline, they are welcome to join the BBQ festivities, and can visit the “BBQ Registration” table on the day of the event. Please ask them to bring their UBCcard for verification. We will do our best to accommodate day-of registration, however, a wrist band for food cannot be guaranteed.
For Staff and Faculty Attendees
What’s on the menu?
This year’s menu includes hot dogs and sides.
Are gluten-free or vegan options available?
Yes, the vegan hot dog option is gluten-free, halal, kosher, and nut free. The beef hot dog is gluten-free. Gluten-free buns will be available for those who request them. The sides are also gluten-free.
How do I indicate my vegetarian/vegan option?
Notify your department contact when they collect 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 “BBQ Registration” table on the day of the event. A limited number of wristbands will be available for late registrants who meet the eligibility criteria and have valid UBC ID.
Accessibility
What options are available for attendees who may face barriers to access the event?
UBC is committed to ensuring the Staff & Faculty BBQ is accessible to everyone. Accessibility has been thoughtfully integrated into the event design to support a wide range of access needs. For the full details please visit: https://ceremonies.ubc.ca/staffandfacultybbq/accessibility/