Event Planning

From UBC Wiki

Information about event planning at UBC.

Venue Bookings

On-Campus

Sage Bistro at University Centre

Cecil Green Park

  • Cecil Green Park Homepage
  • Contact Information:Phone: 604-822-3313
    Fax: 604-822-8928
    E-mail
  • Hours of Operation: 8:00 a.m. to 4:00 p.m. (PST), Monday to Friday
  • Booking Rates:
October to April May to September
Monday to Thursday (daytime or evening rates) $1,500

Friday, Saturday or Sunday (daytime or evening rates) $2,200

Monday to Thursday (daytime or evening rates) $1,800

Friday, Saturday or Sunday (daytime or evening rates) $2,600

  • Notes:
    • Monday through Sunday: Daytime (9:30 am - 4:00 pm) or Evening (6:30 pm - 1:00 am)
    • For statutory holiday bookings, rental rates are the same as for weekend rates, plus an additional $300 staffing fee per booking
    • A refundable $750 damage / overtime deposit is applied to both daytime and evening bookings
    • The Boardroom may be rented separately Monday – Friday between 8:00 am and 11:00 pm for a rental fee of $50 per hour + 5% GST
    • All food and beverages served at Cecil Green Park (with the exception of celebration cakes for weddings, birthdays, etc.) must be provided through Wescadia Catering. Approved off-site catering companies are permitted access to Cecil Green Park for drop-delivery catering services only between 8:30 a.m. and 4:30 p.m., Monday to Friday. Drop-delivery catering services can only be used for business meetings, when no service staff is required, or no alcohol will be served.


The Chan Centre for Performing Arts

Venues for Rental Capacity License Fee
Great Performers Lounge 80 standing

75 seated – theatre style
40 seated – conference style

$56/hour: basic meeting rate (minimum four hours required)

$72/hour: regular meeting rate (minimum four hours required)

  • Notes:
    • Other venues are available for rental but they are generally more expensive. For a list of the available rentals, please click here.
    • Regular meeting rate includes staff to provide coffee service (but it doesn’t include the cost of the coffee itself); basic meeting rate only provides the setup of the room.


the Point Grill

UBC Botanical Garden

Venues for Rental Facilities Included Capacity Availability Booking Rates
Garden Pavilion
(intimate gatherings) 		34 chairs, 10 square tables, flip chart up to 30 for dinner seating,
up to 50 for standing reception 		Day availability: 7 days/wk from 8:30am to 4:30pm;
Evening availability: 7 days/wk from 6:00pm to midnight 		Weddings, Banquets, Receptions and Barbeques: $400.00 + GST
Meetings and Seminars: $250.00 + GST
Discounted Rate for UBC Groups: $200.00 + GST
Reception Centre
(meetings, weddings, banquets) 		12x round tables seating 10 people each,
12x 2.5m long rectangular tables,
100 chairs,
pull down screen 		up to 90 people Day availability: 7 days/wk from 8:30am to 4:30pm;
Evening availability: 7 days/wk from 6:00pm to midnight 		Rates for Weddings, Banquets, Receptions and Barbeques: $650.00 + GST
Rates for Meetings and Seminars: $350.00 + GST
Discounted Rate for UBC Groups: $300.00 + GST
Garden Pavilion
(intimate gatherings) 		34 chairs, 10 square tables, flip chart up to 30 for dinner seating,
up to 50 for standing reception 		Day availability: 7 days/wk from 8:30am to 4:30pm;
Evening availability: 7 days/wk from 6:00pm to midnight 		Weddings, Banquets, Receptions and Barbeques: $400.00 + GST
Meetings and Seminars: $250.00 + GST
Discounted Rate for UBC Groups: $200.00 + GST
Main Lawn No furnishings included up to 500 people N/A Outdoor events and/or events with a tent: $1000 + GST
Discounted Rate for UBC Groups: $900 + GST
  • Office of Learning Technology (OLT) can get the group discount when the booking is made thru OLT and billed to OLT.


The Museum of Anthropology at UBC

Price
Access to all Museum Galleries, with food and drink service in Courtyard Room and adjacent Courtyard: $4000
Access to all Museum Galleries, with food and drink service on Museum Grounds: Groups of 1-499 people: $4000
Groups of 500-999 people: $5000
Groups of 1000-1499 people: $6000

Groups of 1500-1999 people: $7000
Groups of 2000+ people: $8000
Flat-rate grounds cleanup fee: $200

  • For more details regarding the pricing of the facilities, click here.


UBC Robson Square

Catering Services

On-Campus

Wescadia Catering

  • Wescadia Catering Homepage
  • Contact Information:
    Phone: 604-822-2286
    Fax: 604-822-2384
    Kerensa Wotton, Wescadia Catering Manager
  • Hours of Operation: 8:30 am - 4:30 pm Monday to Friday
  • Booking Rates:
    All service labour charges are calculated at a minimum of four (4) hours per employee. Servers are charged at $26.50/hour, bartenders at $26.50/hour & supervisors and Chefs at $35/hour. When staff are required to work on recognized statutory holidays labour charges will be billed out at double the normal hourly rate. For additional information, click [1].

Alma Mater Society (AMS)

  • AMS Catering Homepage
  • Contact Information:
    Phone: 604-822-4617
    Fax: 604-822-9019
    E-mail
  • Booking Rates:Full menu available here. Please note that china, silver, glassware, and all table linens are included when your event is catered inside the Student Union Building. Please note that there is an additional charge when your event is catered elsewhere on the campus.

Peake of Catering

Off-Campus

Emelle’s Catering

Emelle's Catering Homepage

Location No. of Guests Delivery Fee
(Mon thru Fri between 6:30 – 5:30)
Local – Vancouver

(applicable to Point Grey and Downtown campus)

Under 50 $15
50 -100 $25
100 & up To be determined
GRVD Under 50 $25 and up
Over 50 To be determined
  • A delivery includes drop off and set up of a buffet menu as well as a next business day pick up.
  • If you are looking to set up an event, the delivery cost is included in the price of the service staff. We always send a supervisor who is your point of contact and overseas the entire event. Each server ($22 per hour) bartender ($25 per hour)or chef ($25 per hour) each is subject to a minimum 4 hour call


Calhoun’s - Bakery, Cafe, Catering


The Lazy Gourmet

The Lazy Gourmet Homepage

  • Contact Information:
    Phone: 604-734-2507
    Fax: 604-734-5877
    Allie Rebagliati
  • Hours of Operation:
    Monday to Friday 8:30am to 5:30pm
  • Pricing Rates:
    Menu
  • Delivery Fee:
    $35 to UBC Point Grey Campus, $12 to UBC Downtown Campus
  • Staff Rates:
Type of Staff Per hour/staff member
All staff booked a minimum of 4 hours 		Per hour/staff member
More than 8 hours 		Statutory Holidays
Supervisor $35 Time and a half Time and a half
Food Service Staff $25 Time and a half Time and a half

Printing Services

On-Campus

The Media Group

  • The Media Group Homepage
  • Contact Information:
    Phone: 604-822-5561
    Fax: 604-822-2004
    E-mail
  • Printing Rates:
    Price List - Not indluded in the brochure are these new services:
    • Cost is $7.00 per ft2
    • File set-up fee is $10.00 and includes an 11 x 17” proof
    • Lamination is $2.00 per ft2
    • Carrying tubes are $5.00 – 6.00 each


Copy Right


Staples

  • Staples Homepage
  • Contact Information:
    Phone: 1-877-360-8500
  • Hour of Operation:
    Monday to Friday 9:00am To 7:00pm
    Saturday 10:00am to 6:00pm
    Sunday 12:00am To 5:00pm
  • Printing Rates:
    Price List

Accommodations

On-Campus

Green College

  • Green College Homepage
  • Contact Information:
    Phone: 604-822-8660
    Fax: 604-822-8742
    E-mail
  • Hours of Operation:
    9:00am - 12:00pm and 1:00pm to 4:00pm Monday - Friday
    Closed weekends and statutory holidays.
  • Accommodation Rates:
    Prices are subject to change. Please note blackout period August 15 – September 12, 2009
    • Guest House – This building houses 5 rooms and bookings can be made year round. Rooms have a mini fridge, local telephone, internet access, and private washrooms
Room Type Nightly (Base Rate) Meal night (Sunday – Thursday) Weekly (With Meals)
Standard Room (Single occupancy only) $72.00 + $20.50 = $92.50 $606.50
Premium Room (Single occupancy) $85.00 +$20.50 = $103.00 $697.50
Premium Room $85.00 +$41.00 = $126.00 $800.00
Short Term (Residence Building) – Rooms are located in the residence and are a less expensive option. Rooms have internet access, and some have private washrooms. Bookings are subject to availability (normally best during the summer months
Room Type Nightly (Friday - Saturday) Meal night (Sunday – Thursday) Applicable Taxes
Single Room (Single occupancy only) $53.00 + $20.50 = $73.50 GST/HRT
Studio Room (Single occupancy) $58.00 +$20.50 = $78.50 GST/HRT
Studio Room (Single occupancy) $72.00 +$41.00 = $113.00 GST/HRT


St. John’s College

Guest Room Rates Room rates are subject to GST (5%) and PHT (8%), unless paid by UBC Journal Voucher. Room rates are for single occupancy, include meals and are subject to change. The charge for an additional guest in the same room is $16/night Sunday - Thursday and $4/night Friday - Saturday. Meals are non-refundable are transferable and participation in the meal plan is mandatory for all guests.
Double Queen
Sunday-Thursday $113.00/night $123.00/night
Friday-Saturday $99.50/night $109.50/night
Summer Accommodation (May to August) Room Rates:
Guests dine with College residents; dinner is served Sunday through Thursday and Continental breakfast is served Monday through Friday. The minimum stay is 7 nights, with payment due on arrival. Room rates are subject to applicable taxes (5% GST and 8% PHT), unless paid by UBC Journal Voucher. Room rates include meals. Meals are non-refundable and non-transferable.
7-13 Nights 14-30 Nights 31+ Nights
Sunday-Thursday $76.00/night $70.00/night $64.00/night
Friday-Saturday $60.00/night $54.00/night $48.00/night


Carey Centre

  • Carey Centre Homepage
  • Contact Information:
    Phone: 604-224-4308
    Fax:604-224-5014
    E-mail
  • Hours of Operation:
    9:00 a.m. - 4:30 p.m. Monday to Friday
  • Accommodation Rates: Accommodations are available in single or queen rooms with linen service. Local phone, high speed internet, and flat screen televisions are included. Parking is extra.
Room Type Rates
Queen Room (one queen bed) $71-75/night
Single Room (one single bed) $69-73/night
Studio w/kitchen (one queen + one double sofa bed) $95/night
One Bedroom w/kitchen (one queen + one double sofa bed) $110/night


Conferences and Accommodation at UBC

  • Conferences & Accomodation at UBC
  • Contact Information:
    Reservations
    Phone: 604-822-1000
    Fax: 604-822-1001
    E-mail
  • Accommodation Summer Rates:
    Daily housekeeping service at Gage and Marine Drive. Available year round for visitors to campus is our 47-unit all suite hotel,the West Coast Suites, each spacious one-bedroom suite offers luxurious furnishings and amenities, fully-equipped kitchen, in-room safe, flat panel TV and complimentary Wi-Fi.
Walter Gage Residence (B&B) Marine Drive Residence Pacific Spriit Hostel at Place Vanier
  • (May 10-August 26)
  • Single: $46/night 6-bedroom shared apt
  • Premium Single: $57/night 4-bedroom shared apt
  • Studio: $119
  • One-Bedroom: $149-$159
  • Two-Bedroom: $159-$169
  • Tower Suite 6-bedroom apartment: $254-$304
  • West Coast Suite: $179-$199
  • (May 20-August 15)
  • Single: $53/night 4-bedroom shared apt
  • Studio Suite: $119
  • Two Bedrooms Suite: $139
  • Three Bedroom Suite: $159
  • (May 15-August 15)
  • Single: $33/bed/night
  • Twins: $66/bed/night



Vancouver School of Theology

  • Vancouver School of Theology
  • Contact Information:
    Phone: 604-822-9031
    Fax:604-822-9212
    E-mail
  • Accommodation Rates:
    All rooms contain a standard double bed, private bathroom, wireless internet, bar fridge, cable TV, and free local calls.
Room Type Rates
13 studio rooms $89/night + tax
3 one-bedroom $102/night +tax
1 two-bedroom suite $174 +tax


Custodial Services

On-Campus

UBC Building Operations

Decoration Rentals

Off-Campus

Upright Décor Rentals & Event Design


Millennium Tents and Party Rentals


Pedersen’s Rental

  • Pedersen’s Rental Homepage
  • Contact Information:
    Phone: 604-324-7368
    Fax:604-324-6667 E-mail
  • Hours of Operation:
    Monday to Friday: 8:00am to 5:00pm PST
    Saturday: 8:00am to 4:00 pm
    Closed Sundays & Statutory Holidays
  • Rental Rates:
    Catalogue

Sound and Technical Equipment Rentals

On-Campus

The Media Group


Telestudios


UBC Robson Square Facility Rental Services (Robson Square Campus)


Off-Campus

Clark's Audio Visual Services Ltd.


Event Star

  • Event Star Homepage
  • Contact Information:
    Phone: 604-534-7827
    E-Mail
  • Hours of Operations:
    7 days/week from 9 a.m. to 9 p.m.
  • Rental Rates:
    Not available as there are too many variables in putting an audio or lighting package together. Could provide a price estimate within an hour or the day, depending on the size of the event and if inspections or drawings are required.


ProShow AV

  • ProShow AV Homepage
  • Contact Information:
    Phone: 604-293-1771
    Fax:604-293-1403
    E-Mail
  • Hours of Operations:
    Monday to Friday from 9am to 5pm.
    Closed on Saturdays, Sundays and Holidays.
    Please call 604.293.1771 for 24 hour emergency service.
  • Rental Rates:
    Price Rates


Sharp’s Audio Visual

  • Sharp's Audio Visual Homepage
  • Contact Information:
    Phone: 604-877-1400
    Fax:604-877-0640
    E-Mail
  • Rental Rates:
    There is no published price list as there are too many variables. Please contact Sharp to determine the best equipment/techs necessary.
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