FAQ | Conference, Trade Show, Meetings and Corporate Events
Our alumni discount program is intended to support private celebrations such as weddings, birthdays, anniversaries, and family events. It is not transferable to corporate, conference, or organizational bookings, even if the event contact is a UBC alum.
One of our day‑of Student Event Ambassadors (SEA) will be onsite to greet you, your planners, and your vendors when you arrive. They will provide you with their name and phone number so you can call or text them if you need assistance throughout your event.
The SEA’s role is to support building‑related questions, assist with basic AV setup, and help with last‑minute floor plan adjustments.
However, SEAs cannot:
• manage or advance your presentation slides
• operate AV throughout your event
• stay in the room to run your program
• coordinate décor, vendors, or event flow
If you require dedicated AV support or someone to manage your presentation, we recommend arranging this through your caterer, planner, or an external AV technician.
Many of our rooms have built‑in screens, projectors, and a sound system. If your room does not have built‑in AV, we can provide a portable projector and screen as a rental option.
Please note that we do not provide laptops. You will need to bring your own device, along with any required adapters or dongles to connect to HDMI or VGA.
We provide basic AV plug‑and‑play assistance, which includes showing you where to connect your device to the system.
If you require someone to operate or monitor AV throughout your meeting or event, or if your program includes:
• multiple presenters
• hybrid or virtual connections
• complex audio or visual cues
• livestreaming
We strongly recommend hiring an AV technician. We have a list of preferred AV providers we work with regularly HERE.
We require all events to use one of our approved catering partners. For more details, please see our Catering Page HERE.
For all other services, we do not require you to use our preferred vendors. You are welcome to build your own team of professionals to best support your unique event needs.
Absolutely. You are welcome to bring in your own furniture or any custom rental items. Please ensure you coordinate delivery and pickup times within your contracted rental window.
We can also assist by cross‑renting additional items through our preferred rental vendors. When we rent items on your behalf, you will be charged the rental rate plus a 20% administrative fee. This service includes coordinating delivery timing, managing storage, and handling setup of the rented items.
If you choose to rent items independently, you are responsible for managing all setup, takedown, delivery, and pickup.
Please work with your venue contact, or email us at venue.manager@ubc.ca, to review logistics and ensure everything runs smoothly.
Unfortunately, we do not have rigging points in our ceilings.
You cannot tape or affix items to the walls, windows, or pillars, as this will leave residue and may cause damage.
We do offer digital signage in our hallways where you can display sponsor recognition, logos, and event messaging (insert link).
You may also vinyl‑wrap the floors or hallway vitrines with prior approval. Please work with your venue contact or email venue.manager@ubc.ca to review designs, placement, and installation timing.
Complimentary
We can receive items one day prior to your event at no charge.
Please instruct your vendors to deliver items to:
6163 University Blvd
Vancouver, BC
V6T 1Z1
All deliveries must check in at the Welcome Centre front desk, where the receptionist will direct the courier to the appropriate drop‑off location.
After the event, all items must be packed and clearly labeled by your vendors. Couriers must check in at the front desk to confirm where the items have been placed for pickup. Couriers must be scheduled to arrive within 24 hours of the final day of your event.
Additional Fees
If you need items delivered more than one day in advance, you will be required to rent a meeting room at a rate of $300 per day to store these items.
Once the room is booked, we will provide room details (typically on our lower level). All couriers must deliver items directly to the assigned storage room—not to the front desk.
If items are left at the desk, we charge $25 per package for our team to move them.
Pickups
Couriers must be scheduled to arrive within 24 hours of the final day of your event and within operating hours.
We will provide instructions on where items must be stored for pickup.
Items left more than 24 hours after your event will incur a fee of $25 per item per day.
Location & Building Operating Hours
All deliveries and pickups must occur during business hours.
Directions and operating hours can be found HERE.
Please connect with your venue contact and provide a detailed delivery and pickup timeline. If scheduling allows, we may be able to coordinate next‑day pickups, but this must be pre‑approved. Please do not assume availability, fees and penalties may apply if procedures are not followed.
Advance deliveries before or after your event date are not permitted due to limited storage space unless authorized in writing by your venue contact. Storage and labour fees may apply.
We do not have accommodations onsite at the Alumni Centre. However, UBC offers several options for overnight stays on campus.
UBC has a year‑round hotel, Gage Suites, which includes over 200 individual suites.
From mid‑May to mid‑August, many student housing units also open as Pacific Spirit Hostel.
Accommodation information can be found HERE.
UBC Conference and Accommodations manages all room rentals and group bookings.
To arrange group blocks or inquire about availability, please use this link.
Jack Poole Hall has a removable dividing wall that can separate the room into a north and south section. When the wall is in place, it provides approximately a 90% sound barrier. You can comfortably host speeches or presentations on both sides with minimal interference.
However, some sound will still travel:
• You may hear the general hum of guests speaking during networking or refreshment breaks.
• Loud applause or cheering may also be noticeable on the other side.
The wall is made up of multiple individual panels, and the stage must be moved in order to install it. If you require the wall to be installed or removed during your event, you will need to schedule at least a 30‑minute break in your program. A flip or labour fee will apply each time the wall is moved outside of the initial setup prior to your event start time.
When we book you into half of Jack Poole Hall – either north or south – we do our best not to program another event on the opposite side. There is no price difference between booking the full hall or half the hall. In fact, the labour cost to install the wall is higher than leaving the room fully open, but we do not pass this cost on to you.
Our stage is modular and consists of eight 8×4 sections and two staircases. The cost to remove or reconfigure the stage is $250. All planning must be arranged in advance with your venue contact, as we are not able to make adjustments on the event day.
Stage pieces cannot be used in any of our other rooms.
In general, our in‑house furniture does not support a large classroom‑style setup. Your venue contact can work with you to create a custom floor plan that incorporates third‑party rental furniture as needed.
Please note:
• Classroom style in Jack Poole Hall can accommodate a maximum of 117 guests.
• Not all tables will have access to power.
• We typically recommend crescent rounds as a more functional alternative for note‑taking and presentations.
Yes. We have two classrooms, a boardroom, and several lounges and meeting rooms that can be used as break‑out spaces. You can view all of our rooms HERE.
Please work with your venue contact to book these rooms. When available, we do offer bundle discounts.
