Event Setups

IMPORTANT INFORMATION:

• Staff and faculty members must create an Archibus event setup work request TWO WEEKS prior to the event date.
  • Students and Student Associations should contact the Students’ Union Okanagan of UBC and their staff will assist you with your event needs.
  • To request event setups in residence buildings (e.g. Nechako), please contact Conferences & Accommodation via conferences.ubco@ubc.ca or 250-807-8050 for assistance.
• Please use the Custodial Request Form if you wish to coordinate pre-event or post-event room cleaning.
• Facilities Management weekend work hours are 7:00 AM – 2:30 PM. If you need to contact our craftspersons during the weekend, please phone the Campus Security non-emergency number (250) 807-9236.
• Items, materials, posters, etc. left behind after your event may be discarded unless specified otherwise in your work request.
• For your own safety, please do not setup or change a setup without the assistance of our craftspersons.

Steps For Booking and Coordinating Events:

1. Review the Safe Event Planning information and complete the Campus Event Form.
2. Reserve the room or space through the Book Space website. Please ensure you include buffer time before and after your event so our craftspersons have sufficient time to setup and clear the space (see chart below for minimum timeframes).
3. Submit an event-specific Archibus work request two weeks prior to the event date. Please follow the How To Submit An Event Request guide to ensure you are providing our craftsperson will the relevant information they require.
   • Special requests should be created as separate work requests (e.g. disabling irrigation prior to outdoor events; adjustments to heating/cooling; electrical or lighting requirements).
   • Please view our event inventory to determine the types of tables, chairs and other items that are available.
     • We do not own the furniture located in common spaces (e.g. padded armchairs) and we are not permitted to remove it for events.
       
     • We do not have tablecloths or linens in our inventory. Please contact Scholar’s Catering or your catering provider to coordinate these items.

Minimum Setup Allocation:

Chargeable Events:

Users are welcome to ask for an initial cost estimate when creating their work request. Facilities Management staff will add notes to the work request with the estimated fees.

Chargeable Event Setup Fees Chart: