FAQs

One of our day-of student event ambassadors will be onsite to greet you, your planners, and vendors at the venue. Their job is to assist you with questions about the building and assist with basic AV setup and any last-minute floor plan adjustments that may be required. They will provide you with a business card with their name and a phone number to call or text them if you need anything.

Yes, you can but only with the approval of your sales representative or venue contact. A galley fee applies and you will need to follow several steps to obtain your Special Event Server License (SES). Your caterer or a licensed bartending company must still serve the product. More details can be found here.

Our in-house sound system is designed for speeches, lectures and background music. If your event includes dancing, we recommend that your band or DJ bring in their own speakers, related cords and equipment. In our Jack Poole Hall, you can use our existing eight-foot by 32-foot stage, or reconfigure it for a small fee.

Yes, all events with dancing require a dance floor to be rented at the client’s expense. The cost for emergency carpet cleaning far outweigh the rental costs.

Often you can have your caterer order this for you as part of their larger rental order — this way you do not need to pay an additional delivery fee.

Most rental companies rent out dance floors in 4 x 4 pieces with edging (the edging adds on one foot around the entire dance floor). They can come in a variety of styles – here is a link to A&B rentals to see standard options (A&B Link)

The going rate for dance floor pieces is approximately $42 per piece (not including any delivery or pick up costs).

Traditional sizing options for the Alumni Centre include

• • Min           10 x 10   | 4 pieces with edging | approximately $168 (delivery/pick up not included)
  • Standard   22 x 22 | 25 pieces with edging | approximately $ $1,050 (delivery/pick up not included)
  • Max           30 x 22 | 35 pieces with edging | approximately $1,470 (delivery/pick up not included)

When arranging for a dance floor you must work with your venue manager to confirm delivery and pick up windows, work within your booking window and/or the availability of the building.

If you have purchased a vinyl wrap dance floor – you still must arrange for the larger structured dance floor to be onsite as well. Make sure you double check with your vendors

A reminder that all external rentals must be removed at the end of your event. In some cases an early morning, next day pickup is possible depending on other bookings at the Centre.

It is your responsibility to ensure that you, your team of helpers and vendors remove all personal items from the room that you had rented. All garbage must be removed and disposed of in the garbage room located next to our loading bay. All cardboard and recyclables must be taken to the garbage room as well. All rental items must be picked up from the loading bay on the evening of the event or at a specific time that has been arranged with your venue contact.

If you, your partner or your parents are UBC alumni, then you are eligible for the discount. We do need to get some information from you prior to applying this discount, and we must verify you. You cannot have an alumni create a contract on behalf of your siblings, other family members or friends.

Yes, absolutely. However, you are fully responsible for your pet and any mess or damages it may cause. We also recommend that you speak to your catering company as well. Having an animal present during any food service is most likely not possible as it would be a violation of their food and beverage license and Vancouver Coastal Health rules.

Yes. For desserts or any food consumed onsite, a 20 percent landmark fee would be applied to your final venue invoice. You will also need to communicate and work with your caterer about serving this product. If you are providing any food or beverage as gifts, the landmark wouldn’t apply but we ask that the food isn’t intended to be consumed onsite.

No, all products must be purchased through the BCL. More information can be found here.

No, but we know some great planners who can help you with this.

Ceremonial fires are allowed for wedding ceremonies. The kunda must be placed on a fire safe floor (such as tile), brought in by you or your decorator. You must have a fire safe plan, to include a fire extinguisher. Please note that we cannot guarantee that this will not set off the fire alarm in the building. To minimize risk, please keep the havan/homan small, reduce the time when it is lit, close all doors to the room. Our fire alarm is triggered by smoke being released to the third floor.

Elevators are 84″ x 84″

Entrance doors with bar removed are  93″ x 59″

Stage is comprised of 8 x  96″ x 48″ x 16″

Round banquet tables are 60″

Banquet chairs are 16.5″ x 16″ by 18.6″  (seat)

Our alumni discount program is intended to support private events such weddings, birthday celebrations and birthdays, it is not transferable to corporate bookings.

One of our day-of student event ambassadors (SEA) will be onsite to greet you, your planners, and vendors at the venue. They will provide you with a business card with their name and a phone number to call or text them if you need anything. Their job is to assist you with questions about the building and will assist with basic AV set-up and any last-minute floor plan adjustments that may be required. The student event ambassador cannot assist you with changing slides, or managing your overall presentation on the day of the event. You cannot expect them to be in the room with you while the event is happening.

Many of our rooms have built in screens, projectors and a sound system. When not available we do have an portable option that you may rent. We do not provide laptops we ask that your bring your own along with the appropriate dongle that will allow you to plug into an  HDMI or VGA cord.

We provide basic AV plug and play assistance, showing you where to plug in to the system. If you require someone to help monitor or operate your AV throughout your meeting or event and /or are connecting a large amount of uses and presenters virtually we strongly recommend obtaining the services of an AV provider we have a go to list that we love working with here.

There is limited metered street parking available along University Boulevard and Westbrook Mall. We suggest using one of the following parkades:

University Boulevard Lot (Premium — next door to venue)
6163 University Blvd, V6T 1Z1
Pricing: $4 per hour — no maximum
Directions

Health Science Parkade (Economy — five-minute walk)
2250 Health Science Mall, V6T 1Z3
Pricing: $4 per hour — maximum $20 (daytime/evening), $10 (holidays and weekends)
Directions

North Parkade (Economy — five-minute walk)
6115 Student Union Boulevard, V6T 1Z1
Pricing: $4 per hour — maximum $20 (daytime/evening), $10 (holidays and weekends)
Directions

Drop delivery means having catered food and beverage delivered to our venue by a driver or picked up by you or a team member and left without any staff present. We only allow drop-delivery service with our Loafe Café; you can find their menu here. We have this policy for a few reasons:

1. Sustainability: Our drop-delivery services use reusable plates, cutlery and glasses whenever possible. When they are unable to, they use fully compostable options.
2. Cleaning and disposal: A Loafe Catering staff member will always clean and properly dispose of your catering after events. This means that you do not have to, and no additional cleaning fees would be applied to your bill.
3. On-site support: The Loafe Catering team works on our UBC campus and in partnership with the Loafe Café. If an issue arises, such as a missing fork, they are able to quickly address it.
4. Quality: Loafe works incredibly hard to source and use great local ingredients and to consistently deliver an excellent menu for your meetings and events.

We ask that all food and beverage for meetings or events be provided through Loafe drop-delivery catering or from any of our full-service catering companies. We do allow the following exceptions: candy tables, celebration cakes, late-night snacks or specialty products that may support your event goals. Please speak to your venue contact about this prior to the event date.

Yes, you can but it must be approved by your venue contact; approval is based on the religious or cultural requirements for having an outside caterer not for preference. You are required to pay a 20 per cent landmark on all food and beverages, and your damage deposit fee will be increased. Our team must meet with your caterer onsite for a tour at least three weeks prior to the event, and they must submit proof of insurance and a business license. Details for this are in your contract.

Absolutely. We do require you to inform us of this and a 20 per cent landmark on the food or beverage will apply. We ask that you send us a copy of the final invoice for the food order no later than 48 hours of the event, so we can calculate the landmark fee and apply it to your final invoice. We cannot return any damage deposits before we process this. You will also need to communicate the food delivery with your caterer; they may need to arrange rentals to support this and service staff to assist with the set-up and clean-up of the table and more.

Yes, you can but as a reminder if the food truck is not provided by one of our exclusive caterers then this cannot be the primary source of catering for your event. Food trucks do need pre-approval from UBC and require some additional licensing. This must be coordinated with your venue contact.

We have provided parking information, links and maps in our planning guides.

Currently, there isn’t an option to do this, but we are working with UBC parking to come up with a solution — stay tuned.

Absolutely. We have an exclusive provider for this: Park Avenue Valets.

We process this for you within two weeks of your event. We will often deduct the cost of any additional rental items that you have ordered from this fee.

Yes, you may.

Your second payment is due 90 days before your event date.