FAQ | Galas, Birthdays, and Private Celebrations

How am I eligible for an alumni discount?

If you, are planning a private celebration and you or the person you are celebrating is a UBC alumni, you are eligible for the alumni discount. We will need some information from you to verify eligibility before the discount can be applied.
Please note: an alumnus cannot create a contract on behalf of siblings, extended family, or friends.

What does the Student Event Ambassador (SEA) do for us on our event day?

Do you accommodate culturally specific celebrations such as Bar/Bat Mitzvahs, Zhua Zhou, Sangeet, Mehndi, Noruz Galas, and other large family ceremonies?

Yes. We welcome culturally specific celebrations and are experienced in hosting a wide range of family traditions, faith‑based ceremonies, and cultural milestone events. Please share any special requirements with your venue contact so we can help review logistics, décor, catering considerations, and any safety or building‑related approvals that may be needed. Rental Pricing for these types of events can be found HERE.

Do I need a dance floor?

A dance floor is required for all events that include dancing. The cost of emergency carpet cleaning is significantly higher than the cost of renting a dance floor.

RHLAC In‑House Dance Floor Rental
We offer a dark maple Snap & Lock dance floor in sizes 9×9, 12×12, or 18×18. The rental cost is $900, including installation. This dance floor cannot be vinyl wrapped.

Rental Budgeting and Dance Floor Planning
Most rental companies supply dance floors in 4×4 pieces with edging (the edging adds one foot around the entire floor). Standard rates are approximately $42 per piece (delivery and pickup not included).

Common sizing for the Alumni Centre includes:
• 10×10 — 4 pieces with edging — approx. $168
• 22×22 — 25 pieces with edging — approx. $1,050
• 30×22 — 35 pieces with edging — approx. $1,470

Delivery and pickup windows must be confirmed with your venue manager and scheduled within your rental time and building availability.

If you are purchasing a vinyl wrap, you must still rent a structural dance floor underneath. Confirm details with your vendors.

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, no later than 2:30 a.m.

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.

Can we host a high school graduation, dinner, or formal at the Alumni Centre

Absolutely. We welcome high school graduations, dinners, and formal events. For any event involving high school students or youth (non‑UBC) who are 19 years old or younger, we require a parent, teacher, or counsellor to co‑sign the contract. If the event is being booked by a high school, the contract should be under the institution’s name.

For youth‑focused celebrations, the following restrictions apply:
• Events cannot go past 11:00 p.m.
• Additional security guards are required and will be charged as part of your event costs.
• Bag checks are conducted at the door. Alcohol or controlled substances are strictly prohibited; anyone found with them will be asked to leave.
• A strict no in‑and‑out policy is enforced.

If the event includes dancing or is considered a social function, we require a safety plan as well as a proposal outlining the adult‑to‑minor supervision ratio and overall supervision plan.

Do you offer special rates for non‑profit organizations or charity galas?

Yes, we do. Our standard charitable rate is a 20% discount for registered non‑profit organizations. This discount cannot be combined with any other reduced or promotional rates.

Can we host a silent auction or fundraising activity?

Absolutely. Silent auctions, raffles, and other fundraising activities are welcome. Please remember that your contracted rental time includes all setup and takedown. If you require additional time, please speak with your venue contact.

Can we move furniture?

Please refer to our full décor FAQ for detailed guidelines HERE. In general, our larger chairs, sofas, and built‑in lounge furniture must remain in place unless you have pre‑arranged rentals or staffing through us.

If you have rented a lounge or meeting space, you may move smaller pieces of furniture within that room as long as everything is returned to its original layout by the end of your booking.