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Venue Rental Policies

General

  1. Please make cheques payable to “The Graduate Student Society of UBC – Vancouver”.
  2. Venue rentals cannot be confirmed until a copy of the signed contract and a non-refundable deposit (half of the estimated costs) have been received prior to the event.
  3. By signing an estimate/contract, you understand and agree to all the terms and house rules. You are also aware that, where necessary, these rules are subject to change at the GSS’ discretion.

Hours, Set-Up, and Supervision

  1. Events scheduled outside regular business hours (Monday to Friday, 9 AM to 5 PM) are subject to building opening and closing charges. Labour fees are 1.5 times the regular rate on holidays. For an event to start at 8:59am the opening charge is 2 hours (British Columbia minimum shift requirement); for an event ending at 5:01pm the closing charge is 2 hours.
  2. All venue rentals must pay for supervision (minimum 2 hour shift) for events outside office hours (see above) from the time the room is booked until the room is vacated or event scheduled to end, whichever is later.
  3. All events over one hundred (100) guests must have a GSS event staff on hand throughout the entirety of the event.
  4. Labour for venue set-up and take-down must be paid a minimum of 4 hours per room, except the GSS Ballroom is 5 hours per event. All set-up and take-down procedures must be performed by GSS events staff. Clients may bring helpers but this will not affect the hours billed. No access is permitted to any storage room to any client. Set up of a room is to be done immediately before an event unless otherwise discussed with the GSS Events Manager, who may in some cases grant permission to the client to set up the day before the event; in this case the client is to pay extra costs (negotiable) for having access to the venue earlier than booked.
  5. Rooms are charged for time used. Unless negotiated otherwise, a room is charged from the moment the guests enter the room until the room is cleared out. If an event occupies the room on Monday but does not start until Tuesday, the room is rented from Monday as the space is in use. This must be negotiated prior to the event starting.
  6. Any room rented with people staying past the hours of the contract will be charged at prorated rates for the additional hours until the room is empty. These extra hours outside of the estimated costs will be prorated at the commercial rate, calculated at an hourly breakdown of the room based on an 8-hour rental; labour charges also increase accordingly.

Alcohol

  1. A GSS assigned supervisor must be present for the entirety of events that serve alcohol, until the last guest leaves the room regardless of attendance.
  2. For all events serving alcoholic beverages, UBC approval for licensed events and a BC Special Event Permit are required. Clients are responsible for obtaining and providing these licences to the GSS two (2) weeks prior to the event. If these are not complete before the event, it will not continue/no alcohol will be allowed – no refunds – no exceptions.
  3. No minors are permitted entry to events where alcohol is being served. If minors are attending an event at any time, the BC Government will not approve a Special Event Permit for your event to serve alcohol.
  4. All guests must bring two (2) pieces of ID (one piece must be a government-issued photo ID) to enter and attend any functions that serve alcohol (e.g. BCID-BCDL-PR Card, passport, landing documents, FPL, etc.).

Music

  1. For any event that plays music, including background music, a mandatory SOCAN music license fee will apply.

Use of Space and Decorations

  1. All decorations must be approved by the GSS Events Manager. There are no exceptions.
  2. Nothing is to be posted on walls or windows without approval of the GSS Events Manager. Cleaning/damage charges may apply, including any area of the building. Easels or whiteboards may be available where needed for an additional cost. Each sign found on a wall or door will be subject to 0.25 units of labour cost to remove it (1 unit at $40 per hour)
  3. No venue rentals allow clients to set up anything in the halls or stairwells, including reception/welcome/registration desks or booths, unless discussed and negotiated with the GSS Events Manager.
  4. All clients are responsible for damage/clean-up deposit of $100.00 per room per day. This must be received prior to the event start date. Deposits will be refunded within 7 days of post-event damage inspection. It is the responsibility of the client to note damages before the event begins. If no such communication is received and confirmed prior to the event, any damages in the room are assumed to be the clients’ responsibility.
  5. Rooms must be returned in the exact manner found. The clients will be charged for cleaning charges at $40.00 per hour (2 hours minimum) for any cleaning required. This includes the removal of garbage from rooms unless otherwise discussed. Garbage is the responsibility of the clients and there are no exceptions. Dirty linens are no extra charge – the cleaning fee for linen is included in the cost.

GSS Venue Rental Details and Rules are subject to change. Please contact us for more information.

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Venue Rental Policies