alumni UBC & DAE Events

• Access to booked spaces is available during contracted time only. Please ensure requested time includes all
  necessary setup and teardown time.
• Rental rate includes all our banquet tables and chairs, coat racks, easels, set up, tear down, and room cleaning. Staffing includes an event coordinator who will assist with floor planning and logistics, one onsite event ambassador, evening rentals include one onsite security guard.
• Additional staff may be brought in at your or our request, service fees would apply.
• Classroom furniture and set up comes “as is”, you may move the furniture around to fit any set up you require but must move it back to its standard set up post event.
• Meeting rooms and Robert H. Lee Alumni Centre Boardroom Furniture are pre-set and cannot be adjusted.
• Booking times can be flexible, depending on availability, you may purchase additional hours outside of your time block. Multiple room bookings are available and negotiable.
• All drop-delivery food and beverage service must be provided by Koerner’s/Loafe Catering – click here
• You are required to have one catering staff member on duty for your event to access our full-service catering list – click here
• An outside caterer for religious or cultural reasons, if approved in advance, requires a 15% landmark fee is applied to all food and beverages brought into the building by this caterer.
  • Outside caterers must be approved in writing by your venue contact before booking. Any non-approved caterers will not be permitted to operate on site.
• You may bring in your own alcohol under a Special Occasions License, you must have this pre approved in writing from our office a $3 per person galley fee would be applied.
• 5 per cent GST will be applied to all events.
• Additional fees can include, AV rentals, RE:Sound, SOCAN, auxiliary rental furniture, and linen.
• Payment for all rentals is accepted by cheque or credit card.
• Sorry we cannot accept JV payment.
• Additional rental information can be found in our Corporate Event Planning Guide – click here

Elevators are 84″ x 84″

Entrance doors with bar removed are 93″ x 59″

Stage is comprised of 8 x 96″ x 48″ x 16″

Round banquet tables are 60″

Banquet chairs are 16.5″ x 16″ by 18.6″ (seat)

Yes, you can but only with the approval of your sales representative or venue contact. A galley fee applies and you will need to follow several steps to obtain your Special Event Server License (SES). Your caterer or a licensed bartending company must still serve the product. More details can be found here.

Many of our rooms have built in screens, projectors and a sound system. When not available we do have an portable option that you may rent. We do not provide laptops we ask that your bring your own along with the appropriate dongle that will allow you to plug into an  HDMI or VGA cord.

We provide basic AV plug and play assistance, showing you where to plug in to the system. If you require someone to help monitor or operate your AV throughout your meeting or event and /or are connecting a large amount of uses and presenters virtually we strongly recommend obtaining the services of an AV provider we have a go to list that we love working with here.

There is limited metered street parking available along University Boulevard and Westbrook Mall. We suggest using one of the following parkades:

University Boulevard Lot (Premium — next door to venue)
6163 University Blvd, V6T 1Z1
Pricing: $4 per hour — no maximum
Directions

Health Science Parkade (Economy — five-minute walk)
2250 Health Science Mall, V6T 1Z3
Pricing: $4 per hour — maximum $20 (daytime/evening), $10 (holidays and weekends)
Directions

North Parkade (Economy — five-minute walk)
6115 Student Union Boulevard, V6T 1Z1
Pricing: $4 per hour — maximum $20 (daytime/evening), $10 (holidays and weekends)
Directions