FAQ | Catering
Drop delivery means food and beverages are brought in or delivered and left onsite without catering staff present.
We only allow drop‑delivery service through Loafe Catering – link and contact details found on our catering page (https://alumnicentre.ubc.ca/planning-toolkit/caterers/)
Why:
• Sustainability: reusable or compostable service items
• Cleaning: Loafe returns after your event to clean and dispose of items properly
• On‑site support: they operate on campus and can respond quickly to issues
• Quality: locally sourced, high‑quality ingredients
Yes, you can, but this must be approved by your venue contact. Approval is granted only for religious or cultural requirements, not for personal preference. The caterer also must be providing staffed service.
If approved, the following conditions apply:
- A 20% landmark fee will be charged on all food and beverages
- Your damage deposit will be increased
- Our team must meet with your caterer onsite for a mandatory tour at least three weeks before the event
- The caterer must submit proof of insurance and a valid business licence
- Additional requirements are outlined in your contract
Yes, you can bring your own alcohol, but only with prior approval from your sales representative or venue contact. A galley fee will apply, and you must follow the required steps to obtain a Special Event Server (SES) Licence.
Please note:
• Your alcohol must still be served by your caterer or a licensed bartending company
• Additional restrictions may apply for UBC student events
More detailed information can be found HERE.
Guests may bring reusable water bottles. A water fountain is located next to the washrooms.
All other food and beverage must be provided through Loafe drop‑delivery catering or one of our full‑service catering partners.
Exceptions allowed:
• Candy tables
• Celebration cakes
• Late‑night snacks
• Specialty items that support your event goals
Please confirm all exceptions with your venue contact before your event. A landmark fee may apply.
Note: We understand that guests may occasionally bring in outside food or beverages, especially when no catering is being provided. In these cases, it is your responsibility to ensure all containers and waste are properly disposed of in the Sort‑It‑Out bins located in our loading bay.
Yes, you can. Please inform us in advance. A 20% landmark fee applies to any food or beverage brought in.
We require a copy of the final invoice for your food order no later than 48 hours before your event so we can calculate the landmark fee and add it to your final invoice. We cannot return any damage deposits until this is processed.
Please also communicate your plan with your caterer and work with them on any approval process they may have. They may need to arrange rentals to support this service and provide staff to set up and clean up the table
Yes, you can have a food truck at your event. However, if the food truck is not provided by one of our exclusive catering partners, it cannot serve as the primary source of catering.
All food trucks require pre‑approval from UBC and must obtain additional licensing through the UBC Film and Events Office. This process must be coordinated through your venue contact.
Things to consider when planning for a food truck:
• Alcohol restrictions: If guests go outside to access the truck, you must have a security plan to ensure no alcohol leaves the venue
• Crowd management: Campus can be busy; you may need a plan to distinguish your guests from the public
• Guest flow and timing: If your event is in Jack Poole Hall on Level 2, the distance to the truck may be significant. Consider this when planning service times so you don’t lose your dance‑floor energy when everyone leaves for tacos at once
No, we do not provide plates, napkins, glassware, table numbers, or any other food‑service items. Please work directly with your caterer, who will include all required rentals in their quote.
We have a well‑equipped catering kitchen that includes a dishwasher, oven, fridge, ice machine, and more. This helps reduce your overall rental needs and costs.
You can view the complete list of our in‑house rental equipment including complimentary items and those available for an additional fee HERE
Our catering kitchen includes a variety of in‑house equipment that caterers may use. A full list can be found HERE.
Open‑flame cooking equipment, deep fryers, and propane‑powered appliances are not permitted inside the venue. If your caterer requires these, they may use a designated area in our loading bay.
For cooking in the loading bay, please note the following requirements:
• Your caterer must bring a 10×10 tent and all necessary equipment.
• One electrical outlet is available in the loading bay.
• There is no direct water access in the loading bay; the closest option is the kitchen sink on the second floor.
• Washrooms with hand‑washing sinks are nearby.
• A food‑safety plan must be in place.
• Caterers must ensure the ground is protected from grease or spills.
• If significant waste or grease stains occur, the event client will be charged a cleaning fee for pressure washing.
If your event is being held in Jack Poole Hall, your caterer will have access to our catering kitchen. Details on what is provided can be found HERE.
If your event is in one of our other rooms or lounges, please work directly with your venue contact or email venue.manager@ubc.ca. They can provide information on what equipment is available on the date of your event, as well as the best staging areas for food preparation and service.
If your caterer requires tables for food prep or service outside of the kitchen, please communicate this to your venue contact so it can be included in your floor plan.
Yes, but all sampling stations must be operated by a licensed vendor with appropriate permits, and food safety guidelines must be followed. Additional restrictions may apply depending on product type. Please confirm details with your venue contact.
