Event safety

The University of Manitoba aims to provide a safe campus for all employees, students and visitors.  If you are planning an event, the first step is to visit the Campus Services. On this page you will you will find a “How to book an event at UM” document along with the Event Application Form. 

This is required for the following types of events on campus:

• All events with alcohol being served.
• All events with an expected attendance of 100 or more (with or without alcohol service).
• All outdoor events, regardless of expected attendance or the serving of alcohol

Indoor space booking  Outdoor space booking  Event Application form

Note: For activities concerning visitors to campus that do not meet the above criteria, see the Visitor safety page or contact EHSO directly.

The following are examples of items EHSO will consider and review regarding the safety of your event:

• Is your event indoors or outdoors?
  • If the event is indoors, has a review been conducted to ensure compliance with Building Code and Fire Code.
  • If the event is outdoors, what are the weather conditions and how do they play a role in event safety, e.g. Are the temperatures extremely hot and shelter and water is required?  OR Is the event in an outdoor location near a goose nesting zone.
• Has appropriate occupancy for the space been considered?
• Are any structures being erected and if so:
  • Do they require review by an engineer?
  • Do they create a potential for a fall from heights?
• If any equipment is required including audio/visual:
  • Has the plan been reviewed by Electrical Services?
  • Do any of the cords involved create a trip hazard?
• Are persons trained in CPR/First Aid required at the event and if so how many?
• Has Security Services assessed any security issues and if needed have their services been engaged?
• What are the activities occurring at the event and do they have inherent risk that needs to be mitigated? Examples of activities that elevate risk include:
  • Alcohol consumption.
  • Any activities that cause flames/fire.
  • The use of chemicals or any other hazardous materials

In order to be prepared it is beneficial to create a site map for the event as soon as possible and to begin the planning process well in advance of the proposed date.

Contact EHSO at any time for questions or any assistance is required.

The University of Manitoba supports smudging and pipe ceremonies on campus. For information about the cultural significance and protocols of these practices, please visit the UM Indigenous Culture and Protocols page.

UM Indigenous Culture and Protocols

The Environmental Health and Safety Office (EHSO) has established a procedure to help members of the UM community safely coordinate and conduct smudging and pipe ceremonies at the University of Manitoba campuses. This procedure is designed to ensure ceremonies can take place respectfully while minimizing disruptions to building occupants, ventilation systems, and life safety systems such as fire alarms. By following this process, participants can help create a safe and supportive environment for everyone involved.

Smudging and Pipe Ceremony (PDF) Smudging Locataion Poster (PDF)

Approved Location's 

Locations that have already been approved by Facilities are listed in the documents below.

Smudge friendly locations: These locations may be used for smudging at any time without notifying Facilities. No work order is required.

Smudge Friendly Locations (PDF)

Smudge with Protocols: These locations require a work order request to be submitted at least 10 business days before the ceremony to allow for the necessary coordination and approvals.

Smudge with Protocols Location (PDF)  Work order request

Location Review

If the location you wish to use is not listed on either the Smudge-Friendly Locations or Smudge Locations with Protocols documents, please complete the Smudging Location Review Form and submit it to the appropriate Facilities email below for review:

• Fort Garry Campus: ppwod@umanitoba.ca
• Bannatyne Campus: banwod@umanitoba.ca

Facilities will review the location and determine any requirements needed to support safe smudging activities. Once the review is complete, they will provide guidance on the appropriate steps to follow, and EHSO will update its approved location documentation as needed. This process helps ensure smudging ceremonies can be conducted safely while minimizing impacts on building ventilation and life safety systems.

Smudging Location Review Form (PDF)