FAQ | Decor, Venue Access, Setup & Teardown

Do you provide décor?

Your rental includes access to all of our available tables, chairs, and standard setup and teardown services. A full list of our furnishings, both complimentary and additional rentals, can be found HERE.

We can also provide simple white linens for your tables as an add‑on rental.

For all other décor, we recommend working with your caterer and/or planner. We also have a list of preferred suppliers, including florists, rental companies, and décor specialists HERE.

Please note: aside from our catering partners, we do not have exclusive vendor policies. You are welcome to choose the team that best fits your event vision.

Can I have candles?

Candles are a beautiful addition to ceremonies and receptions, but you do need to plan carefully for how you use them. Our policy is that all candles must be fully enclosed in a votive—meaning the flame must not rise above the top edge of the glass, acrylic, or ceramic container. This policy is in place for fire safety and to prevent wax spills, which can result in significant damage fees.

Additional guidelines:
• Candelabras are not permitted unless each candle is fully enclosed in a cylinder.
• Candles cannot be placed on the staircase at any time.
• Candles placed on the floor must be in large cylinders filled with water (e.g., floating candles).
• Floor‑level candles should only be used during photo op moments and must be removed before the reception begins. Once guests are mingling and dancing, candles can be easily knocked over and become a burn, wax, or fire hazard—especially with long dresses and crowded spaces.

We highly recommend using LED candles. There are beautiful LED options available, and they can be placed almost anywhere without risk.

Can we hang décor from the walls or ceiling?

Unfortunately, we do not have rigging points in our ceilings. Items—including string lights—cannot be hung from the ceiling without written approval.

To obtain approval, your décor team must submit a full proposal outlining what they intend to hang, the materials being and the load‑in and load‑out timing for installation and removal.

Only lightweight materials (1 lb or less) may be hung from the ceiling.

You cannot tape or affix items to the walls, windows, or pillars, as this will leave residue and may cause damage.

We recommend using pipe and drape for hanging décor elements.

What décor items should I not use?

The following items are not permitted, as they may trigger the fire alarm or cause damage:

Fireworks, smoke machines, and sparklers — these will immediately trigger the fire alarm and result in an evacuation
• Candles that are not fully enclosed in a votive (wax on the carpet incurs significant damage fees)
• Real flower petals tossed or placed directly on floors, as they can stain carpet; silk petals are recommended
• Confetti, glitter, rice, or silly string
• Helium balloons that are not properly weighted and tied down – if they are loose and go on the ceiling there are additional fees for safe removal.

Can I bring in my own décor for a themed party or cultural celebration?

Yes. You are welcome to bring in your own décor for themed events, cultural celebrations, and family ceremonies. All décor must follow our décor guidelines (insert link). Items cannot be attached to walls, windows, or pillars, and any ceiling installations require advance approval. Pipe and drape is recommended for backdrops and custom setups.

If you are incorporating cultural décor elements, ceremonial items, or specialty props, please share your plans with your venue contact so we can help you review logistics, safety requirements, and any building‑related considerations.

Can I decorate other areas of the building?

Your contract outlines the rooms included in your booking, and you may decorate those spaces during your rental time.

We can sometimes allow earlier access to the Welcome Centre during its operating hours; however, it will remain open to the public during that time.

Please review our décor guidelines HERE.

We may also permit décor on the staircase and landing, but all plans for these areas must be approved in advance by your venue contact. We also encourage you to consider using our digital signage on the first and second floors to personalize the hallways for your guests. Details can be found HERE.
Please note: digital signage is not recommended for seating charts.

Do you provide staff to help with loading in or setting up food and décor?

No. Our team does not assist with loading in, loading out, or setting up décor or catering items. Your vendors are responsible for their own setup and teardown.

Our team will set up the furnishings that we include in our contract, and that are indicated in your floor plan. If we rent 3rd party rentals on your behalf, our team will set these up.

Can I use or move the piano in the Welcome Centre?

Yes, you may use the piano in the Welcome Centre when you have this room rented, it sounds wonderful. You can also take advantage of its self‑playing feature, which connects to a built‑in playlist that includes classical, jazz, and contemporary music. Please let your venue contact know if you’d like to use the piano and whether you plan to play it live or use the automated feature.

The piano cannot be moved and must remain in its current location.

Can we move the furniture in the Welcome Centre?

The Welcome Centre includes built‑in lounge seating that is provided as is. Our team cannot move this furniture for your event. If you would like to rearrange the furniture yourself, you may do so; however, all furniture must be returned to the standard layout by the end of your booking.

Please keep in mind that the Welcome Centre operates as the official welcome point for UBC. Furniture cannot be moved before your contracted start time for this space
(after 4:00 p.m. on weekends and after 5:00 p.m. on weekdays).

Our team will at your request remove smaller mobile items such as magazine racks and mannequins for your event – when using/renting the welcome centre .

Can my vendors arrive early to set up?

Vendors may only access the space during your contracted rental time. If additional setup time is required, please speak with your venue contact about extending your booking. Please see FAQ on deliveries and storage or rentals HERE.

Note closer to the date (within two weeks), if the room you are hosting your event is available in advance of your rental – and its during operating hours – we can offer complimentary load in or set up access.

Is the venue accessible for guests with mobility needs?

Yes. Our building is fully accessible, with elevators, accessible washrooms, and level entryways. If you have guests with specific needs, please let us know in advance so we can support their arrival and access to your event spaces.

What am I responsible for at the end of an event?

You and your vendors are responsible for removing all décor, personal items, signage, and event materials before the end of your rental time. All catering items must be fully cleared by your catering team. Any damages or excessive cleaning required will be deducted from your damage deposit.

Can I pick up my event items the next day?

In general, we require all items to be picked up on the same night as your event at your contracted time.

If you have a significant amount of décor or equipment, please work with your venue contact to see if next‑day pickup can be arranged. In some cases, we may be able to provide a designated storage area; rental rates will apply. We also offer bundle discounts for combined load‑out and storage needs.

Please note that timing and availability depend on whether there are events booked the following morning. If next‑day pickup is not included in your contract, please do not assume the space will be accessible.

You can work with your venue contact to confirm what options are available and the times you may access the space.