Catering and Bar Operations Fact Sheet

Please take a moment to review some of the specifics about working and planning events at the Robert H. Lee Alumni Centre. We have recently updated our website to include in depth planning toolkits for our clients and vendors.

For onsite staff please share the following:

• • Alumni Centre Catering Kitchen Vendor Rules
  • Loading Bay and Parking Details
    • Caterers ONLY

      • • We allow ONE catering vehicle to park for the full event. You must still register this vehicle at the front desk to avoid a ticket.
        • If you require more spots, please consult us. Space is limited and not guaranteed.

• • • Bar Service
      • We have a kiosk in the venue where you can register your vehicle for 30 minutes to load or unload ONLY.
      • Vehicles must be removed immediately after loading or unloading.

• • Additional parking options on campus.

For your sales teams, please share the following; they include measurements, sample floor plans, pictures and details on what furniture is included including catering equipment that will help you with creating quotes etc. We also have a virtual walkthrough that you can use when planning with clients.

Corporate planning toolkit

Wedding planning toolkit

Virtual walkthrough

Important Booking Information

1. 1. It is the Catering team’s responsibility to remove all garbage, recycling, and green bins from the kitchen, and any sort it out bins from the event to our first-floor garbage room.
   2. All bar service items must also be sorted into the first-floor garbage room, including sort-it-out bins and any alcohol service items.
   3. If you ever have questions about an event or need to get a hold of our team, just email us at venue.manager@ubc.ca or call us at 604 822 6289.
   4. We charge a per hour rental fee to our client that includes all load in/out. Please make sure you get a copy of the client’s rental agreement to confirm when they have booked the space. If you need additional time you will need to work with your client and our venue team to book this.
   5. If you need to use the Bill and Risa Levine Classroom for catering or set up it must be booked, and/or arranged ahead of time. Please do not automatically set up in this space. Please inform onsite staff in your planning if they have access or if they do not.
   6. No Drop Delivery Catering is allowed on site (we are exclusive with Loafe Café for this), if you are catering in the center you must have at minimum one staff member present throughout the event.
      
      
   7. All delivered items must be picked up on the day or evening of your event. Any deliveries and pick-ups required outside of this time will need to be coordinated in advance. If scheduling permits, we will work with you to arrange longer windows or next day for pick up and deliveries. BUT do not assume that we can always accommodate.

   8. For bars on our 1^st floor Welcome Centre please note the following:
      – Our front desk (south) operates until 5pm weekdays and 4pm weekends. You cannot access this desk/bar prior. You may start setting up on the second desk earlier. Please do not leave any alcohol unattended while the building is open to public
      – Please do not block the back door to the office. Ensure that the desks get fully wiped down afterwards.
   9. We provide bar mats behind each bar, if they are not set up when you arrive, please ask for one.
   10. Please do not take any linens from our linens station, please ask our onsite team to do this for you – this way we can properly account for the inventory and client charges.
   11. Our onsite event phone number: To reach floor manager/student ambassador is 604 842 2754 *for day of use only*