Event Set-ups

Watch a time lapse of the Facilities team setting up the gym for exams.

 

Do you have an event and are not sure where to begin? Please click here to fill out the Security Event Application form. Feel free to contact Facilities Management if you have any questions.

Information Required For Your Event Set-up & Work Request: 

IMPORTANT INFORMATION:

  • Event set-up work requests must be given to Facilities two weeks prior to the start date of the event.

     

  • Facilities weekend work hours are 7:00 am – 2:30 pm.

  • Contact weekend Facilities Staff by phoning Security: (250)807-9236. 

  •  Any materials, posters etc. left behind after your event will be disposed of unless specific instructions are provided otherwise in your work request.

  • For your own safety do not set-up or change a set-up without Facilities Staff doing it for you.

All Events:

  • Always begin by filling out the Online Security Event Form.

  • Reserve the room space through Central Booking with the additional time allotment for set-up and tear-down included, (see chart for time allocation for specified areas).

Minimum Setup Allocation:

Room

Minimum Set-up / Tear-Down Allocation

UNC 200 (Ballroom)

2 hours set-up & tear-down

Foyer / Atrium Space

1 hour Set-up & tear-down

Outdoor Spaces

2 hours Set-up & tear-down

Cafeteria / Dining Space

1 hour Set-up & tear-down

Other

1 hour Set-up & tear-down

Information Required for Your Event Set-up Work Request:

  • Submit a work order for your event set-up request through the Archibus ​Work Order System.

  • Please add the following information to the Description field in the work order (you can copy and paste the format below): 

    • Event name:

      Location:

      Event Date(s): 

      Event Time: (start and finish times ie: 1:00pm-3:00pm)

      Room Booking Timeframe: (see set-up tear down times in table above)

      Room Booking Confirmation Number: (which you received from Central Booking) 

      Set up Requirements: (ensure the description is detailed and attach any floor plans/set-up layout)

      Speedchart (if applicable, see chargeable events chart below):

      Your name:

      Your phone number: 

  • Changes can be made at any time through the Archibus Work Order System.

  • For a list of event inventory, click here.

Chargeable Events:

You may enter an ‘estimate’ request into Archibus if you are unsure if your event set-up is chargeable. (NOTE: Facilities will enter notes within the work order with the estimated fees.) Please see the chart below outlining which events are and are not chargeable.

Chargeable Event Set-up Fees Chart:

User Group

Set-up / Tear-down Fee

Academic

No Fee

Administrative

No Fee

Conference

Event set-up Fees Apply

Student Association / Club

Event set-up Fees Apply

Invitee

Event set-up Fees Apply

Other External

Event set-up Fees Apply