Payments, Insurance & Cancellations
Full venue rental payment is due prior to your event. Events booked more than 120 days out require at least 50% deposit with a signed contract to secure the date.
Events booked less than 120 days out require 100% deposit with a signed contract to secure the date.
All bookings must be paid in full 90 days prior to your event date. Details are provided in your contract.
Items that may be included on your contract include:
Note that damage deposits may be added to your contract during the planning process. Your venue contact will discuss this with you if it is needed. Refunds will be processed within two weeks following your event. We will refund your damage deposit minus any applicable cleanup or overtime charges, damage fees, and AV, linen or other rentals that had been added.
Five per cent GST will be applied to all events. This includes all UBC–sponsored events.
Insurance Requirements for an Event
All private, non-UBC-sponsored events are required to obtain Special Event Insurance with a minimum liability coverage of $5,000,000. Event organizers must either submit a valid certificate of insurance, issued by their insurance provider, evidencing that the required coverage is in place, or elect to participate in a pre-arranged insurance program available to Alumni UBC clients through Marsh Canada. Where applicable, the cost of this program will be applied directly to the event invoice.
1. Customer Provided Insurance: If customer is providing their own insurance for the event, a certificate of insurance, issued by an authorized representative of an insurer (broker), must be provided to the Robert H. Lee Alumni Centre Booking Office in advance of the scheduled event date. Failure to submit acceptable proof of insurance may result in the cancellation or postponement of the event. The certificate of insurance must include:
– Include the name of the person who is renting the space (entering into the contract with Alumni UBC)
– The Certificate Holder is: Alumni UBC, 6163 University Blvd. Vancouver, BC V6T 1Z1
– $5 million per occurrence limit and in the aggregate general liability – includes bodily injury and property damage. Coverage may not include an exclusion for host liquor liability.
– Alumni UBC must be added as an additional insured and be shown on the certificate of insurance.
2. Marsh Canada Insurance as arranged by Alumni UBC: This insurance is a program arranged through Marsh Canada for the benefit of Alumni UBC customers. The insurance fee will be charged directly to the customers bill and then submitted to Marsh Canada on the customer’s behalf. Marsh Canada must be contacted directly should you have any questions regarding this insurance and/or where this may be a potential claim. Alumni UBC does not offer advise or provide recommendations regarding this product as staff are not insurance brokers. While the fee for insurance is included in the customers invoice for ease of process, Alumni UBC does not provide any information, technical guidance, assurance or support for this product.
– Terms and conditions of this insurance program are subject to change without notice to the customer including the broker, insurer, as well as overall limits and coverage.
– A current certificate of insurance can be provided on request (and is available below).
– Any and all premiums, deductibles as well as any other fees or expenses related to this product are the responsibility of the customer.
– Does not cover Vendors, Kiosks, Booths or Concessions
A copy of our current insurance document can be found HERE.
The Society of Composers, Authors and Music Publishers of Canada (SOCAN) requires users of music to obtain a SOCAN license to perform, or authorize others to perform, copyrighted music in public. The price depends on the guest count, and if there is dancing or not. Details will be available on your contract. We remit this fee directly to SOCAN.
The Re:Sound Music Licensing Company (formerly known as the Neighboring Rights Collective of Canada) is a Canadian not‑for‑profit music licensing company dedicated to obtaining fair compensation for artists and record companies for their performance rights. While SOCAN collects fees on behalf of composers, authors and music publishers, Re:Sound collects fees on behalf of the rights owners of the sound recordings. The price is depends on the guest count, and if there is dancing or not. Details will be on your contract. We remit this fee directly to Re:Sound.
Payment for all rentals is accepted by cheque, credit card (online via Stripe) or EFT. We do not accept Journal Vouchers for UBC events.
If you need to cancel your event, please provide us with written notice. Cancellation fees will apply as follows, based on the timing of written notice and the scheduled event date:
| Notice given prior to event date | Percentage of the rental fee |
| From time of booking to 365 days prior | 10% |
| 181 days to 364 days prior | 25% |
| 91 days to 180 days prior | 50% |
| 90 days prior or less | 100% |
If you require an event date change, please let your venue contact know and we will do our best to accommodate this within reason. Administration fees may apply.
