FAQ | Weddings - Robert H. Lee

How am I eligible for an alumni discount?

If you, your partner, or your parents are 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.

Do you provide day‑of wedding coordination?

No. However, we are happy to recommend experienced planners who are familiar with our venue.

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

A Student Event Ambassador (SEA) will be onsite to greet you, your planners, and your vendors. They will provide their name and phone number for any questions throughout the day. Their role includes assisting with building‑related inquiries, basic AV setup, and last‑minute floor plan adjustments.

This staff member is not your day‑of wedding coordinator. They cannot meet with you in advance, assist with décor, manage vendors, or provide dedicated AV support. If you require these services, we strongly recommend hiring a professional wedding planner or day‑of coordinator.

How much time does a flip take between the ceremony and the reception?

Our in‑house labour team typically requires 20–30 minutes to flip Jack Poole Hall from a ceremony setup to a seated reception. However, when you include your caterer and décor teams’ setup requirements, the full process takes approximately 120 minutes.

For a successful and timely flip, the dance floor must be installed before the ceremony. This allows our team and your vendors to begin work immediately without delays.

How the flip works:
• The ceremony concludes and guests are directed to the first floor for cocktails.
We strongly recommend having ushers or an MC assist with this to ensure a smooth transition.
• Our labour team enters the room, stacks the ceremony chairs, and rolls out your reception tables.
• As soon as tables are in place, your caterer and design team begin setting linens, tableware, centrepieces, and décor items.

This coordinated process ensures that your reception space is fully ready when guests return upstairs.

Do you allow rehearsals, and when can they take place?

We offer a complimentary one‑hour rehearsal during our regular building hours (insert link). If you would like to schedule your rehearsal outside of building hours, a $50 staffing fee will apply.

Rehearsal timing is based on room availability.

You can view our current availability here (insert link). We will hold your requested date and time and confirm it two weeks prior to your event to allow priority for paid bookings. If a paid event is booked during your requested time, we will reschedule your rehearsal.

Can I have a ceremonial fire?

Ceremonial fires are permitted for wedding ceremonies. The kunda must be placed on a fire‑safe surface (such as tile) and provided by you or your decorator. A fire‑safety plan is required, including a fire extinguisher.

Please note that we cannot guarantee the fire alarm will not activate. To reduce risk:
• Keep the havan/homan small
• Limit the amount of time the fire is lit
• Keep all room doors closed

Our fire alarm is triggered by smoke released to the third floor.

My ceremony includes a Baarat – what are my options?

There are a few things to consider when planning a Baarat on campus.

Vehicle Procession

UBC is a pedestrian‑focused campus. If you plan to include a vehicle procession, there are two possible access points:
• The Robert H. Lee Alumni Centre loading bay at 6133 University Blvd
• The roundabout near the UBC Bookstore at 6200 University Blvd

Please note:
• The road beside our loading bay is also a major transit route. Vehicles may not stop or hold up traffic at any time.
• We cannot guarantee full access to all parking stalls or loading spaces, as many of your vendors may also be using this area.

Outdoors

The outdoor areas surrounding our building are part of UBC University Commons.
You may be able to rent a designated portion of this space for your Baarat.

The UBC Film and Events Office manages all outdoor event rentals:
https://planning.ubc.ca/about-us/film-outdoor-events-outdoor-signage/location-library/university-commons

If you are using a horse or another live animal, you may wish to reserve a parking stall near the UBC Bookstore for the trailer. Please connect with your venue contact or email venue.manager@ubc.ca, and we can help coordinate this.

Indoors

Horses and large live animals are not permitted inside the building at any time.

If you are using flowers or petals during your procession, please ensure they are fully cleaned up afterwards. Staining or damage to floors or walls will result in cleaning or damage fees. We recommend using artificial petals to prevent staining.

Can my dog be part of my ceremony?

Yes, absolutely. Pets are welcome to be part of your ceremony. You are fully responsible for your animal at all times, including any mess or damage it may cause. If your plans involve catering, please confirm with your catering company, animals are generally not permitted in spaces with active food service due to Vancouver Coastal Health regulations.

You are responsible for cleaning any accidents. If staining or damage occurs, cleaning or repair costs will be deducted from the contracted damage deposit.

What is a ceremony‑only daytime rental?

We offer ceremony‑only daytime rentals from 10:00 a.m. to 3:00 p.m. These bookings do not include catering or reception‑style service. Food and beverage onsite are limited to water stations or guest takeaways.

If your ceremony requires food and beverage service, some additional fees may apply.

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 listed on our rentals list HERE, and includes 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 wedding items the next day?

When possible, we try to schedule complimentary next‑day pickup for your vendors. If next‑day access is available, it will be indicated on your contract.

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.

Do you provide décor?

Your rental includes access to our tables, chairs, and standard setup and teardown services. A full list of our furnishings 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.

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 the ceremony 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 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.

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

Yes, you may use the piano in the Welcome Centre, 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 remove smaller mobile items—such as magazine racks and mannequins—for your event.

Do you have an outdoor ceremony space?

We do not offer an outdoor ceremony space as part of our standard rental. However, there are several beautiful outdoor options available on campus:

Cecil Green Park House
Our sister venue, located a short distance away. We can bundle your booking.
https://cecilgreenpark.ubc.ca/

UBC Botanical Garden
A lush garden setting ideal for ceremonies and photos.
https://botanicalgarden.ubc.ca/rentals/weddings/

UBC Rose Garden
An iconic outdoor ceremony location with ocean and mountain views.
https://planning.ubc.ca/about-us/film-outdoor-events-outdoor-signage/ubc-rose-garden-wedding-application

UBC Farm
A rustic outdoor venue surrounded by nature.
https://ubcfarm.ubc.ca/bookings/

UBC Commons
The public outdoor space immediately outside our building.
https://bookspace.ok.ubc.ca/non-academic-space/outdoor-space/