Decor Guidelines & Additional Rentals
You may not nail, tack, tape or affix items (including signs) to walls or windows. Connect with your venue contact to arrange for easels and letter-size sign holders. With written permission, you can use 3M removable hooks on our walls.
Please also note that you are also responsible for removing all décor, signage and displays at the conclusion of your event. In the unfortunate event of any damage from installation or removal, repair charges will be billed to you.
Unfortunately, we don’t have any rigging points on our ceilings. Items (including string lights) can’t be hung from the ceiling without written permission.
Please consider the location of the AV projector screen from the ceiling to ensure there isn’t any blocking if a slideshow is planned. If located at the front of the room, suction from air ventilation can pull fabric to the wall. Consider weighing it down with thicker material or using an angled six-foot table, without blocking the air vents (note that there will still be a pull against the drape).
All bars, meat-carving and coffee stations, temporary kitchens, and clearing stations set up on carpeted areas must have protective mats and floor coverings placed beneath and around them.
Due to potential problems from released balloons, a minimum $200 retrieval fee will be charged if a helium balloon is released inside the Centre.
Candles are permitted on tables as long as they are in votive containers (containers must contain flame and wax). Unfortunately, candles aren’t allowed on window ledges or staircases.
Fireworks, smoke machines, or sparklers may not be used anywhere inside or in areas immediately surrounding the Centre. Unfortunately, they will trigger the fire alarm and your event will need to be evacuated.
All linen orders must be placed no later than 8 am on the Wednesday of the week preceding your event. Late requests cannot be accommodated.
Your venue contact will work with you to draft a final floor plan based on your guest count, personal preferences and service requirements. To ensure that everything is set up correctly, we ask that you communicate with your venue contact regarding the placement of: easels, AV tables, and additional tables or other items as required.
All floor plan items, including musical equipment and speakers, must be a minimum of one foot away from window blinds.
There is a $200 charge for stage removal or reconfiguration.
We do offer an in house rentable dance floor, the costs is $900. The dance floor is a dark maple, photo can be found in the equipment list below. Dance floor can be set up in the following sizes 9 x 9 or 12 x 12 or 18 x 18. You may not wrap the floor with a vinyl covering.
Please note that we provide three complimentary floor plans or changes. After that, there is a $50 per change fee applied to your final bill.
Reconfiguration or removal of lounge and meeting room furniture may not always be available. Please speak to your venue contact regarding your needs. Applicable fees may apply depending on room set-up requirements.
Our team is always happy to cross-rent any additional furniture and décor or audiovisual items that you may need. A 20% administration fee will apply, this will include the set up and tear down of any of the rentals along with managing and storing the items for delivery and pick up.
Please note that our team will not set up rental furnishings that are not ordered or provided by us.
If your floor plan requires multiple transitions throughout the event, additional staffing fees will apply. The removable air wall can be placed (either installed or removed) once; further changes will require additional staffing fees.
Reconfiguration or removal of preexisting lounge and meeting room furniture may not always be available and may incur a fee.
Your venue rental includes when available:
BANQUET CHAIRS
Quantity: 314
Custom wood back, tan cushion
60” ROUND TABLES
Quantity: 32
Can fit a maximum of nine chairs around.
Does not include linen.
6’ RECTANGLE TABLES
Quantity: 18
Can fit a maximum of six chairs around.
Does not include linen.
2’ HIGH/LOW TOP ROUND TABLES
Quantity: 10
Adjustable low café or high cocktail height.
Does not include linen.
PODIUMS
Quantity: 3
Swingout laptop tray, shelf for water/notes.
COAT RACKS
Quantity: 250 hangers
On castor wheels with wood hangers.
UMBRELLA STANDS
Quantity: 4
POPSICLE SIGNAGE STANDS
Quantity: 10
Holds 8.5” x 11” portrait or landscape.
HIGHCHAIRS
Quantity: 3
Additional rentals for a fee (not including GST):
WHITE LINENS
$18.00 each
Fit 60” round, 6’ rectangle, and 2’ high-top tables.
CLUB CHAIRS
$90 each
4 x maroon modern contemporary low-profile
2 x navy modern contemporary low-profile
DIRECTOR CHAIRS
$40 each
6 x navy fabric and wood.
DANCE FLOOR
$900 , UBC staff, faculty or student groups receive a 20% discount.
Colour: Dark Maple
Size: 9 x 9 or 12 x 12 or 18 x 18
CANNOT BE VINYL WRAPPED
SIDE TABLE
$25 set
2 x black round side table.
SMALL PLANT POTS PACKAGE
$30 set
2 x snake plant, 1 x white orchid.
LARGE PLANT POTS PACKAGE
$60 set
1 x banana leaf, 1 x traveler palm, 1 x boxwood ball.
A-FRAME WHITEBOARD/PAPER EASEL PAD
$30 each
6 x includes dry-erase pens, paper pad, felt pens.
WOOD EASELS
$20 each
6 x rose wood finish with adjustable wood pegs.