CUS Room Booking Form

CUS Room Booking Form

Who is this form for?
CUS-affiliated clubs and services can use this form to book any room at UBC for events. For non-CUS members/clubs, please book through UBC Classroom Services.

How long will it take to process my booking?
Typically 10-12 business days. Bookings submitted without the appropriate notice will not be processed. For CPA Hall or the Birmingham Centre bookings, please allow at least 2 weeks.

Can I book a booth?
Booths are only available from 11AM - 2PM. One table and two chairs will be set up for you in front of the Sauder Café. No music is permitted to prevent class disruption.

Booth booking requests are due Tuesdays at 6PM for the following Monday through Friday.

How do I know if the CUS-boardroom is available?
Please check the CUS Boardroom Calendar and submit a request below.

How do I know if other events are occurring at the same time?
Please check the CUS Club & Service Events Calendar. Once you confirm the time and location of your event, please complete this form so we can update the calendar.

Please also note:
If booking BIRMINGHAM or BIG FOUR, a supplemental booking form will need to be filled out in addition to this form, which you will be sent after submitting your request.
For all tech equipment bookings, please visit the Canaccord Learning Commons, or contact clchelp@sauder.ubc.ca
Any questions? Please contact Lisa Lu, our Associate Vice-President Internal at room.bookings@cus.ca.

Personal Information
Name * First Last
Email *
Phone * - ### - ### ####
Your Organization Name *

Note: Only organizations in this list are eligible to use this room booking form.
Your Role / Position *
Event Details + Partnerships
Event Name *
Event Description *

What is the Event? What activities will be done in the space?
Which companies/student groups are you running this event with? *

Eg. ___ Club x (Insert company / student group) Please write N/A if this is not applicable
Please list any guests/groups coming to this event *

Companies/Organizations invited, guest speakers, etc Please write N/A if this is not applicable
Expected Attendance *
Building and Room Preference *

If Birmingham, please specify: Walls open or closed? Breakout rooms required?
Specific Room Features *
Event Date * / MM / DD YYYY

Reminder that we do ask for 10-12 business days for room booking requests. There is a chance you may not receive a room in time if this is not followed.
Event Date 2 / MM / DD YYYY

If you are looking to request multiple dates (eg. Booths), please use these spaces!
Event Date 3 / MM / DD YYYY

If you are looking to request multiple dates (eg. Booths), please use these spaces!
Event Date 4 / MM / DD YYYY

If you are looking to request multiple dates (eg. Booths), please use these spaces!
Event Date 5 / MM / DD YYYY

If you are looking to request multiple dates (eg. Booths), please use these spaces!
Booking Start Time (including setup time) * : HH MM AM/PM
Actual Event Start Time * : HH MM AM/PM
Actual Event End Time * : HH MM AM/PM
Booking End Time (including teardown time) * : HH MM AM/PM
Audio Visual Details
Audio/Visual Needs (Only for Birmingham, Big Four Requests) *
Presenter Mouse Handheld Microphone Lapel Microphone Sound from Laptop No Audio Visual Needs
Handheld (limit 1) Lapel Mic (limit 3)
Specific Audio/Visual Needs

Please specify here if you would like more than 1 Lapel Microphone
Final Details
Number of Tables Needed in Total *

Due to demand, clubs/services are now limited to one table. If you require more tables, the Events team will arrange you with more if capacity is not reached.
Number of Chairs Needed in Total *

Disclaimer: You will need to rent chairs on your own if room does not have enough.
Will you charge a fee for your event? *
Yes No
Will there be external media in attendance? *
Yes No
Will you require a podium? *
Yes No
Will you be serving alcohol? *
Yes No
Note: Special occasion license is required.
Will there be any deliveries or equipment rentals? Please specify. *
Will you be serving food? Please specify. *

What type of food are you serving? Where it is coming from?
Additional Information

Anything else you want to share about your event. Also where you can put specific times for the different days!
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