Library:Event Planning (archive)

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!

Venues

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 IKBLC 302 1961 East Mall	The following may be requested during booking: LCD Projector Projection screen TV & DVD/VCR player Microphone & sound system	60	This room is available for booking through Library Room Booking System
Lillooet Room IKBLC 301 1961 East Mall	The following may be requested during booking: LCD Projector Projection screen TV & DVD/VCR player Microphone & sound system	36 (up to 60 with additional chairs)	This room is available for booking through Library Room Booking System.
Chilcotin Boardroom IKBLC 256 1961 East Mall	Ceiling-mounted Projector Screen Fixed Boardroom Style Table	24	This room is available for booking through Library Room Booking System
Golden Jubilee Room IKBLC 256 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 karen.ranalletta@ubc.ca)
IKBLC 240A 1961 East Mall	Ceiling-mounted Projector Screen Fixed Boardroom Style Table Videoconferencing	30	This room is available for booking through the Library Room Booking System
Sedgewick Computer Lab Koerner 1958 Main Mall	Projector, Whiteboard, 36 individual PCs	36	This room is available for booking through Library Room Booking System
Room 217 Koerner 1958 Main Mall	Projector, Screen	36	This room is available for booking through Library Room Booking System
Sherrington Room Woodward 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 IKBLC 182 1961 East Mall	Room Details	154
Aquatic Ecosystems Research Laboratory Room 120 2202 Main Mall	Room Details	141
Buchanan 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 lighting 20-foot screen sliding wall no fixed furnishings high visibility connecting foyer built-in coat check dressing room	200		$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.	20	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 Screen Photo	150	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 Photo	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 Intimate Overlooks Grounds and Gardens Photo	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 Photo	18-24	$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 Screen Overhead projector Complete AV system	106	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: rentals@moa.ubc.ca

Venue	Facility Includes	Capacity	Availability	Rates
	Podium Screen 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)	$500
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 photo	90	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 photo	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:

UBC Golf Club
Coast Plaza Hotel, 1763 Comox Street at Denman

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.

Off-Campus

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.

Advice

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

Accommodations

On-Campus

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 Balcony Fully-equipped kitchen with Starbucks Coffee Flat panel LCD TV Complementary wireless Internet In-room safe Affordable on-site parking	$169 (Winter) $199(Summer)	Year-Round
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) Fri-Sat:$90 Standard Rooms Sun-Thu:$103(double occupancy $126) Fri-Sat:$80
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 Fri-Sat:$60 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) Fri-Sat:$70 Large Studio (Queen Bed) Sun-Thu:$103(double occupancy $126) Fri-Sat:$80

Other Accommodation On-Campus

Off-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.

Travel

Flights

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.

Ground

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

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.

Marketing

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.

Printing

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.

Photography

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!

Supplies

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!

Building Operations

Building Operations contact page