FAQ | UBC Department, Faculty, and Student Events
No. Our building is operated under alumni UBC and we cannot accept Workday payments. Your invoice will include three payment options: EFT, credit card, or cheque. We are required to charge GST.
We typically invoice UBC clients for the full estimated rental cost when you first book. This invoice is sent with your contract. We treat this amount as your event deposit and apply it to your final bill after the event. Any difference will either be refunded or invoiced based on your final charges.
No. We provide UBC clients with pro‑rated pricing that offers better savings than our public rates with the alumni discount.
One of our Student Event Ambassadors (SEA) will be onsite to greet you, your planners, and vendors. They will provide a business card with their name and contact number. Their role includes basic AV setup, building‑related questions, and small last‑minute floorplan adjustments. They cannot manage your presentation, change slides, or remain in the room during your event.
No. UBC access cards do not work in our building. Our standard hours are Monday–Thursday 8am–6pm, Friday 8am–7pm, and Saturday/Sunday 10am–5pm. A Student Event Ambassador will be scheduled for your event and can support access to the building and your rented spaces outside these hours.
We have an exclusive drop‑delivery agreement with Loafe Catering. All drop‑off orders (i.e., no staffing) must go through them.
If you want to use the Sage delivery menu, you must arrange for Sage to add one staff member to remain onsite for the full food and beverage service duration.
UBC DAE staff may book certain rooms at no cost. Booking details are on Delphi HERE.
All other UBC faculty and staff may rent from our selection of small meeting rooms and classrooms HERE.
During operating hours, our main floor lobby and WestJet Lounge are typically open and work well for informal meetups. Please avoid loud Zoom meetings in public spaces unless you are using headphones.
Student and club fees help fund the Nest’s operational budget. Our building does not receive this funding. We charge rental fees to all user groups, including our own department.
All student events must end by 11pm unless there is an academic reason to extend.
If your event is serving alcohol, we will add a security guard at your cost. Bag checks will occur. Any outside alcohol or prohibited substances will be removed and disposed of. Illegal substances will be reported to the RCMP.
For non‑alcohol events, additional security may still be required at the discretion of your venue contact, based on the type of event and guest count.
For catering, access, and décor guidelines, please review the main FAQ page HERE.
Yes, in some cases student groups may obtain their own SEP and supply their own alcohol. You must have written approval from your venue contact. A licensed bartending company or your caterer must provide service.
A licensed bartending company is not someone with Serving It Right only—they must have a valid business licence to operate in Vancouver and appropriate insurance.
See our Alcohol & SEP Planning Package for full rules HERE.
Generally no. Exceptions may be made for academic purposes such as hackathons. Additional staffing and security fees will apply.
If you are an AMS club, your contracts and deposits are processed through the AMS office. In these cases, we do not apply a damage deposit. Our contact forms will prompt you to identify whether you are an AMS club.
If your event is occurring within three weeks of booking, a standard $850 rush fee applies. This allows our team to allocate time quickly to ensure your event is planned, programmed, and staffed appropriately.
No. Outside food and beverage is not permitted. Please be transparent with your budget when speaking with catering companies, they will help you select the most cost‑effective options. See our Catering FAQ and Catering Page for guidance HERE.
If your event includes dancing, yes you will need one. We have an in‑house dance floor available to rent at a lower cost than third party rental companies. Pricing can be found HERE, you will need to request this in advance. Please work with your venue contact.
