Information for Department Contacts
To support the success of this campus-wide event, each department is asked to designate one contact to coordinate RSVPs, promote the event, and distribute wristbands.
Find your department contact
Don’t know who your department contact is? Look it up on our directory:
Staff and Faculty BBQ Department Contact List
Note: Smaller departments may be grouped together. If you don’t see your department, look for the next-level department you roll up to, and email or call the Department Contact to RSVP.
Your role at a glance
As a department contact, you will:
- Promote the BBQ within your department
- Collect RSVPs from staff and faculty in your department
- Submit one consolidated RSVP for your department
- Distribute wristbands prior to the event
Promoting the BBQ
Thank you for helping to organize this campus-wide event!
To capture your department’s RSVPs, we recommend first promoting the event through your local channels. This could be through a department newsletter, email, sharing at a townhall, or putting posters up in common spaces.
To support these activities, please use the toolkit.
- Newsletter or email message ready to copy and paste
- Poster, ready to print and hang in common spaces
- Reminder messages as the registration deadline nears
If you have a local communications team, consider coordinating with them.
Begin promotions as early as June, especially for Faculty audiences who may be on vacation over the summer, and continue reminders through August.
Collecting and submitting RSVPs
You are responsible for collecting RSVPs for all staff and faculty in your department (don’t forget to include yourself!).
How you collect RSVPs is up to you. You may wish to have an internal Qualtrics survey or another mechanism to capture this information. (See below for details.)
In July, you will receive an email with event details and a link to submit your department’s RSVP. If you are unable to locate this email, please email special.ceremonies@ubc.ca.
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, please contact your HR Advisor or Associate.
Below are some deadlines to keep in mind when promoting and collecting RSVPs on behalf of your department:
- Registration closes at 11:59 pm, Wednesday, August 19
When submitting your department’s RSVP, you’ll be asked to include the following information:
- Your department contact information, including campus mailing address (for wristbands)
- Total number of attendees
- How many will be attending each time slot
- How many will be having the beef or vegan hot dog option, and how many would need a gluten-free bun
- How many want a cookie or a gluten free cookie
Submit Departmental RSVP
Once you submit the RSVP form for your department, you can complete an additional RSVP form before the August 19 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.
Distributing wristbands
Wristbands for attendees in your department will be sent to you one week before the event. You can expect to receive an envelope with wristbands via Campus Mail to the address you provide between August 26 and September 4, 2026.
Please plan how you will distribute wristbands to your department, such as:
- A pick-up location where staff and faculty can get their wristbands from you, or
- How to hand out the wristbands
Attendees must wear their wristbands on the event day to access the food tent.
Staff and faculty who have missed the registration deadline are still welcome to join the BBQ festivities. They may visit the BBQ Registration table with their UBCcard (physical or digital) for verification. We will do our best to accommodate day-of registration, however, a wristband for food cannot be guaranteed.