Library:Event Planning (archive)

From UBC Wiki
Jump to: navigation, search

This page provides information for UBC Library staff looking to plan campus events. Please feel free to contribute information, links and ideas that will help your colleagues plan their own Library events.

Getting Started - A Checklist in Progress

Planning an event takes a lot of time and planning. Please consider some of the following questions early on:

    • What is the purpose of my event?
    • Who is this event for?
    • What is my budget?
    • How many people will attend?
    • What other units on campus will want to partner/participate/be informed about my event?
    • What kind of support will I need?
    • What staffing allocations will be needed to properly advertise, coordinate and track invitations, plan, and undertake the event?
    • What communication needs (e.g. posters/portfolios/websites) will the event require?
    • What venues are appropriate? How will I move materials and people between facilities?
    • Do speakers require honoraria? Are gifts required for delegates?
    • Can I coordinate with cIRcle to obtain licensing permissions to record the event?
    • and likely many more which you should add here!


Questions to Help You Select the Right Venue

There's a lot to consider with a venue.

    • Does it meet my AV needs?
    • Does it complement the image my event is trying to convey?
    • Is the facility convenient? Do my delegates have special needs?
    • Does the facility meet my capacity requirements? Are there other nearby facilities that complement it?
    • Does the facility provide catering? Does it allow external catering?
    • Does the facility charge more for AV services? Security? Janitorial Service?
    • and likely many more things to consider which you should add here!

The following sections highlight the various different facilities around campus (and beyond) that you may want to consider for your event.

Library Facilities

Library buildings have a number of rooms appropriate for hosting small- to medium-sized events. Please update this table with appropriate venues in your own branch. If at all possible, venues should be booked through Library Room booking System if no registration is required, but events created and venue booked at the same time using LIBS if registration is required. Note that booking a room through LIBS will limit registration for your event to the official room capacity.

Venues Facilities Include Capacity Booking Information
Dodson Room
1961 East Mall
The following may be requested during booking:
    LCD Projector
    Projection screen
    TV & DVD/VCR player
    Microphone & sound system
This room is available for booking through Library Room Booking System
Lillooet Room
1961 East Mall
The following may be requested during booking:
    LCD Projector
    Projection screen
    TV & DVD/VCR player
    Microphone & sound system
(up to 60 with
additional chairs)
This room is available for booking through Library Room Booking System.
Chilcotin Boardroom
1961 East Mall
Ceiling-mounted Projector
Fixed Boardroom Style Table
This room is available for booking through Library Room Booking System
Golden Jubilee Room
1961 East Mall
[Room Details Currently Not Available]
200 seated
(300 standing)
This room is available for booking for 2 days a month only. To book, please contact Karen Ranalletta (604-822-2210 or
1961 East Mall
Ceiling-mounted Projector
Fixed Boardroom Style Table
This room is available for booking through the Library Room Booking System
Sedgewick Computer Lab
1958 Main Mall
Projector, Whiteboard, 36 individual PCs
This room is available for booking through Library Room Booking System
Room 217
1958 Main Mall
Projector, Screen
This room is available for booking through Library Room Booking System
Sherrington Room
2198 Health Sciences Mall
Room Details
Seminars and small meetings
Information Needed

Classroom Services

Classroom services has a large number of rooms available for booking during non-instructional time slots. You are more likely to get a classroom for an event at noon or in the evening. These rooms are free for university events and you can request the rooms using this form.

The following table lists select rooms located near library facilities:

Venues Facilities Include Capacity
Victoria Learning Theatre
1961 East Mall
Room Details
Aquatic Ecosystems Research Laboratory
Room 120
2202 Main Mall
Room Details
1866 Main Mall
Room Details There are seven rooms in Buchanan capable of seating over 100 people
Woodward Instructional Resources Center
2194 Health Sciences Mall
Room Details There are seven rooms in Woodward IRC capable of seating over 100 people

Other On-Campus Venues

UBC has a number of signature venues. If you are planning a large event, you should consult with Conference Services about the appropriate venues. The following is a select list of venues on campus. Prices listed my change on an annual basis, so be sure to check with Conference Services for pricing.

Asian Centre

The Asian Centre has multifunctional facilities suitable for conferences, seminars, workshops, exhibitions, and cultural performances. This space can be used by university and public groups, with priority given to Asia-related events.

Venue Facility Includes Capacity Availability Rates
Auditorium Large multi-purpose room

    built-in sound system
    20-foot screen
    sliding wall
    no fixed furnishings
    high visibility
    connecting foyer
    built-in coat check
    dressing room
$160 for 4 hours
$250 day rental
Enquiries about booking the auditorium may be made through the Department of Asian Studies at 604-822-5068
Boardroom(room 604) Located on the main floor of the building, this room is carpeted and contains 9 tables placed together in boardroom-style, with 25 air-flow mesh tilter chairs. The room is equipped with a 70-inch retractable screen for showing films and slides, a built-in 6-foot blackboard, a clock, and six coat hooks. The room has one wall of windows, which affords its users a beautiful view of the sunken garden outside the Asian Centre.
40 but ideal
for under 20
Open during the regular hours of the Asian Library $25/hour (minimum 4 hour booking)
Contact Tangerine Twiss at phone: 604-822-3114
Tea Gallery Located in the back of the Asian Centre, this gallery can be used for tea ceremonies and small receptions. It has a large display case, and one glass wall, with a view of the surrounding moat and Japanese gardens behind the Asian Centre. It has 3 tatami-covered benches for sitting and/or displaying purposes, and one small table for flowers/sign-in.
Open during the regular hours of the Asian Library Information needed

The Chan Centre for Performing Arts

The Chan Centre provides a lush modern interior in one of Vancouver's premier arts buildings. The facility has other rooms available for rent, but they are generally more expensive. For information about these, see the Chan Centre Rental Rates page

Venue Facility Includes Capacity Availability Rates
Great Performers Lounge Ample Floor Space
Floor-to-ceiling Glass Window
Mountain Views
Portable Bars and Tables Photo
80 Standing
75 Seated Theare
40 Seated Conference
Booking Information $58/hour for basic room, $75/hour for regular room with coffee service (does not include price of coffee). Minimum four-hour booking

First Nation Longhouse

The [First Nation Longhouse] is a 3,000-square foot, multi-purpose hall features four magnificent, intricately carved house posts and two supporting roof beams by noted First Nations Northwest Coast artists.

Venue Facility Includes Capacity Availability Rates
Sty-Wet-Tan Hall
    • Northwest Coast architecture
    • Cedar log construction
    • Accessible parking
    • Spring dance floor
    • Performance stage
    • Fully equipped kitchen
    • Cedar deck
    • Wheelchair accessible
    • Reflects Aboriginal traditions and cultures
    • A microphone (not cordless), microphone stand, two speakers, and a cedar podium are included, as is a drop-down screen over the stage
    • 35 tables measuring 6 feet by 3 feet and 200 chairs as part of the rental fee
    • Additional tables and chairs can be arranged at a cost by the building manager
    • renters may also arrange to have additional furniture delivered for an event.
250 Dinner
350 Theatre<br<>400 Reception
During the academic year, September to November and January to March, rentals are permitted on a limited basis throughout the day. Renters should be aware that the Longhouse is used by programs during the academic year and that sound carryover and use of common areas may be a challenge in some rental situations. 4 hours: $1,200.00
8 hours: $1,600.00
12 hours: $2,400.00
$100 extra for use of kitchen.
For booking, contact Christine Wasiak, Building Manager at 604-822-5023

Green College

Green College offers a number of intimate venues ideal for catered events. There is also a garden patio available for outdoor events. You can request a room from them using this form. Audiovisual equipment is billed separately rates. Green College only allows their own catering services.

Venues Facilities Include Capacity Availability Rates
Great Hall 3 Rows of Four Tables
Podium and P.A. System
Friday all day after 10:30 am, Saturday all day, and Sunday to Thursday from 10:30 am to 4:30 pm $300 Flat Rate
The Coach House Bright Space
Natural Light on 4 sides
Projector Screen
Wired and Wireless Internet
50-60 for lectures
36-40 for meetings with tables
After 4 PM Sunday to Thursday $75 for the first hour, $25 for each additional hour, up to a maximum charge of $250 per room, per booking.
Piano Lounge and Billiards Room Fireplace
Overlooks Grounds and Gardens
Overlooks grounds and gardens Piano Lounge seats 40-50 with additional seating
Two rooms booked together can accommodate 120 people
$75 for the first hour, $25 for each additional hour, up to a maximum charge of $250 per room, per booking. These rates are for each room individually.
Small Dining Room Excellent for small work groups, staff retreats or executive meetings
$300 (flat rate) $75 for the first hour, $25 for each additional hour, up to a maximum charge of $250 per room, per booking.

Liu Institute for Global Issues

The Liu Institute is ideal if you want to showcase one of UBC's most sustainable buildings.

Venue Facility Includes Capacity Availability Rates
Multi-Purpose Room Podium
Overhead projector
Complete AV system
Regular Business Hours are between 8 AM and 5 PM $325 for events up to 4 hours
$550 for longer events
$50 surcharge for events outside of regular hours

Museum of Anthropology

The MOA was designed by internationally-famed, award-winning architect Arthur Erickson and nestled in the cliffs of Vancouver's Point Grey peninsula, the Museum of Anthropology houses one of the world's finest displays of Northwest Coast First Nations art in a spectacular glass, concrete and wood building that overlooks a sweeping vista of the Strait of Georgia and the North Shore mountains. For booking information, please contact the facilities manager at T: 604.822.4643, F: 604.822.2974, E:

Venue Facility Includes Capacity Availability Rates
Overhead projector
Complete AV system
Museum Grounds: Sit-down dinner 600-800 people; Stand-up Reception: 1000-1200 people Courtyard Room, Outdoor Courtyard, or space combined: please contact Public Services Manager for information on capacities
From 5:00 pm to 11:00 pm on any evening except Tuesdays 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

Ponderosa Centre

Wescadia has a number of multi-purpose rooms available in the Ponderosa Building. For information about booking these rooms, see their website. They offer special rates for booking multiple rooms.

Venues Facilities Include Capacity Availability Rates
Arbutus Room 14' ceiling screen
LCD Projector with Speakers
Easy access to parkades
200 Theatre
60 Classroom
160 Banquet
200 Reception
Day Rental: 8:30 am – 4:30 pm
Evening Rental: 5:00pm – 12:00am (labour charges may apply)
Cedar, Maple and Dogwood Rooms Breakout or Banquet Rooms
60 Theatre
20 Boardroom
48 Banquet
60 Reception
Day Rental: 8:30 am – 4:30 pm
Evening Rental: 5:00pm – 12:00am (labour charges may apply)
$150 Each Separately, can be packaged with Arbutus Room more cheaply

Student Union Building

The Student Union Building is centrally located with a number of rooms for rent. We highlight it here only for its unique rooftop garden.

Venue Facility Includes Capacity Availability Rates
Party-Room and Rooftop Garden Room Details (and Video)
250 Theatre
70 Classroom
140 Banquet
Located in the SUB, this facility has flexible rental hours. $660 for up to 8 hours

UBC Botanical Garden

The UBC Botanical Garden has excellent views of the outdoors all the way to the Straits of Georgia. The table includes the main event facilities, but they also have outdoor amphitheatre and garden areas available for event bookings.

Venues Facilities Include Capacity Availability Rates
Reception Centre 2 round tables seating up to 10 people each
12 x 2.5m long rectangular tables
120 chairs
pull down screen
two flipchart easels
Day availability: 7 days/wk from 8:30am to 4:30pm;
Evening availability: 7 days/wk from 6:00pm to midnight
$450.00 + GST
Garden Pavilion 34 chairs
10 square tables
flip chart easel
up to 40 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
$275.00 + GST

UBC Robson Square

If you are planning an event that requires break-out rooms, UBC Robson Square may be your ideal venue. Our downtown campus has many small rooms, classrooms, and a 240-person theatre. For information about individual rooms and their rates, see the facilities rental page. UBC departments get an additional 30% off of their rates. In order to book a room, fill out this online form.

Off-Campus Venues

UBC Library has made use of the following off-campus venues in recent times:

Catering Services

Coffee Service

If you want quick take-away coffee service for a meeting, the following places on campus are readily accessible:

  • Tim Horton's (multiple locations)
  • Starbuck (multiple locations)
  • Blue Chip Cookes (SUB)

On-Campus Meals

Caterer Homepage Rates
Alma Mater Society AMS Catering Website Additional charges apply when food is served outside the Student Union Building.
Sage Sage Restaurant Website Sage caters events as large as 450 people or small groups of 35 people at the University Centre.
Wescadia Wescadia Catering Services Website Casual catering menus can be delivered across campus (mininmum $50 and a $10 service charge for orders under $70). All service labour charges are calculated at a minimum of four (4) hours per employee. Servers are charged at $22/hour, bartenders and chefs at $25/hour & supervisors at $30/hour. Full food and service pricing is listed on the full service menu.


There are a number of off-campus caterers in Vancouver. Please remember to make sure that your venue allows you to order from an outside party.

Caterer Rates
The Butler Did It You can request a quote from them using this form.
Calhoun's Bakery See menu for food prices.
Emelle's See menu for food prices. 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. They will always send a supervisor who is your point of contact and oversees 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 cover.
Lazy Gourmet See menu for food prices. To request a quote, submit this online form.
Peake of Catering See menu for food prices.


This section is for giving advice about food planning issues for events:

    • always book your venue before catering services since some venues will have restrictions on external catering
    • if you are planning on having liquor at your event, please make sure that you have obtained a liquor license well in advance. Even on-campus caterers such as Wescadia will require you to do this



Conferences and Accommodation at UBC

UBC Conferences and Accomodation have a number of apartments, suites and rooms available for let. The West Coast Suites Apartment is available year-round and more budget-friendly rooms are available from May through August. You can check availability and rent them online. The best rates are always available by booking online.

Building Room Types Rates Availability
West Coast Suites 47 one-bedroom suites
    king-size bed
    Double-size sofa bed in living room
    Fully-equipped kitchen with Starbucks Coffee
    Flat panel LCD TV
    Complementary wireless Internet
    In-room safe
    Affordable on-site parking
$169 (Winter)
Standard Suites Fully-equipped kitchenette with Starbucks Coffee
TV and telephone with voicemail
Daily housekeeping service
High speed Internet available
Studios, 2-bedroom, 3-bedroom and 6-bedroom units available
Studio: $139
1 Bedroom $179
2 Bedroom>$179
Tower Suite$294
May 15 -
August 25
Budget Rooms Premium Single Room
    Single-size bed in private bedroom, four-bedroom apartment
    Telephone in bedroom
    Bed linens and towels provided
    Shared lounge with TV
    Shared kitchenette (no eating or kitchen utensils) with fridge and sink
    Shared washroom
    High speed (broadband) Internet available

Standard Single Room
    Single-size bed in private bedroom, four- to six-bedroom apartment
    Bed linens and towels provided
    Shared lounge with TV
    Shared kitchenette (no eating or kitchen utensils)with fridge and sink
    Shared washroom
    High speed Internet available
Premium: $59
Standard: $48
May 15 -
August 25
Pacific Spirit Hostel Single or Twin Rooms
    Clean, Safe, and Secure
    No curfews
    Quite hours ensure a restful sleep
    Private, lockable single or twin rooms
    TV lounges and washrooms on each floor
    Bed linen provided (towels not provided)
    Laundry facilities
    High speed (broadband) Internet available for free
$33 but guest cannot be a resident of the Lower Mainland
May 15 -
August 15
Dormitory-Style Group Accommodation Single-size bed in private, lockable single or twin bedrooms
    Bed linens provided
    Shared TV lounges and hallway bathrooms

    Shared kitchenette* area with fridge, microwave and sink
    Meal plans available
    In-house meeting space
    High-speed Internet available

$59 but must be booked as a conference block
May 15 -
August 15

Green College

Green College Homepage has rooms available to let. You can check for room availability online using this form. Longer-term rates are available. Meal tickets are also available for guests.

Building Room Types Rates
Guest House There are 2 Premium suites with Queen beds and 3 Standard Suites with double beds. Each Guest House Room has cable television as well as a mini-fridge, coffeemaker with a selection of coffee and teas, local telephone, internet access, private washroom, hairdryer and radio alarm clock. Some rooms have a gas fireplace. Towels and linens are provided. All rooms are fully furnished with a desk, bookcase, armoire, chairs, and lamps, as well as an iron and ironing board. Premium Room
    Sun-Thu:$113 (double occupancy $136)

Standard Rooms
    Sun-Thu:$103(double occupancy $126)
Single Room These rooms include single beds. The washroom, storage shelving and connecting hallway are shared with one other Single Room. Each Single Room is a private room with its own front entrance, and locked entrance to the shared washroom hallway. Single Rooms have one extra-long twin bed, internet access, and are furnished with a desk, bookcase, armoire, chairs, and lamps. Towels and linens are provided. Sun-Thu:$83
Double Occupancy Not Available
Studio Room (Residential Building) Each Studio Room is a private room located in our residential building with its own washroom and front entrance. Studio Rooms have one double or queen bed (queen bed availability is limited; please inquire at time of booking). Each room is equipped with internet access, and are fully furnished with a desk, bookcase, armoire, chairs, and lamps. Towels and linens are provided. Studio (Double Bed)
    Sun-Thu:$93 (double occupancy $116)

Large Studio (Queen Bed)
    Sun-Thu:$103(double occupancy $126)

Other Accommodation On-Campus


The UBC Library has previously booked guests at the following off-campus hotels:

You may also want to try the new Fairmont Pacific Rim, which is still establishing itself in the conference circuit and is offering competitive rates.



UBC has an agreement to arrange travel through North South Travel. They will also be able to assist you coordinate travel plans for delegates from other countries. More information about travel expenditures can be found on the Travel at UBC information page.


You should also consider the final leg of your delegate's journey to UBC. Access between YVR and downtown are now easy with the Canada Line, but you will need to consider if you need to arrange a shuttle or taxi for your delegates out to UBC. The university has existing relationships with car rental agencies that you may wish to take advantage of.

Delegates may also want to tour around Vancouver on their own, so make sure they have a good map and access to a transit schedule.


Communications is a big part of event planning. The following sections cover some of the things to consider and the people to contact to help you do them.

If you are hosting a large event that involves other departments or units on campus, you may want to consider using the university's Event Planning Services.


The Communications and Marketing Department can provide support for events - whether you need help with planning an event from scratch or additional assistance on your event day. They want to make sure your event is a success! Some of the communication and advertising services they can provide you include:

  • designing posters and flyers
  • image design for event branding (N.B. this should not supersede the common look and feel of the university's own branding)
  • creating digital signage for use on television displays within the Library and across the University
  • way-finding signage for events
  • events listings on the UBC events calendar
  • advertisements across campus including UBC This Week, UBC Reports, and other communication channels

Please contact Linda Ong for help with your marketing needs.

IKBLC has some freestanding floor signs available for use. Please contact Clare Yow at 604-827-5949 to request these.


Please contact Sharon Mowatt for all your event's print jobs including posters. UBC Library has a contractual agreement with Xerox so please do not use an external service. To arrange specialty print jobs, large volume printing, or for questions about printing, contact Communications.

Audio-Visual Needs

Audio-visual recordings of your events are possible. Please contact Garry Der for help arranging these services. You may also want to coordinate with cIRcle to obtain proper permissions from all presenters and even copies of their PowerPoint Slides.

Website Needs

Library Systems & Information Technology can easily create a WordPress site or blog to complement your event. Please contact Paul Joseph for help with you website needs.

Social Media

You may also want to consider leveraging social media services for your event. You can coordinate with delegates using event services such as an EventBrite or Facebook events Page. You may also want to boost online discussion during your event by promoting consistent Twitter hashtags, or doing live-tweet sessions. Coordinate these with your promotional materials for maximum effect.


You can arrange photography of your events by contacting Communications for photography services. Before taking any photos of speakers, attendees or staff members, make sure you have permission. University Counsel has provided Consent Forms that must be signed before posting any photographs in a public space. Once these forms are signed, you can upload your conference pictures to a image hosting service such as Flickr and set clear Creative Commons licenses so all your delegates and potential future delegates can make use of them. If you have questions about using images and permissions, contact Glenn Drexhage for information.

Promotional Items

Promotional items and guest gifts are worth considering early in your event planning stage. Some suggestions include:

    • items from the UBC Vault such as card sets, book bags and art prints (contact Communications for these items)
    • books
    • chocolate art
    • event-inspired items
    • UBC Library USBs
    • and more which you should add here!


Determine the supplies needed by your event well in advance so that you can ensure that you can source them and deliver them to your venues. Some commonly needed supplies include:

    • water bottles for speakers
    • portfolios
    • pens and notepads
    • display boards
    • table cards
    • and other items which you should feel free to add here!
    You may require to contract Building Operations to move materials to your venue. This requires advanced contact and labour starts at $49/hour. You can find the appropriate contact person for your campus zone on the Building Operations contact page.