SUB Space Bookings

SUB Space Bookings - Internal

SFSS Department Coordinators, Constituency Group Coordinators, Staff, Management, SFSS Executives and Affiliated groups
ALL Requests will be processed subject to availability. Please do not promote your event/activity until your space is confirmed

*MEETINGS AND TABLING - Please allow 5 business days - not including day received by SUB Event (Monday to Friday) or day of the booking

*EVENTS - Please allow a minimum of 25 business days for event booking requests this includes Ballroom, open spaces, community kitchen (may take longer depending on the size and complexity of the event)

NOTES:

There will be requests we are unable to accomodate or that may take more time so please allow extra time when making requests so we can work together to get your space booked, If you have questions email sub.bookings@sfss.ca

Charges will be incurred for the use of MECS, SFU Facilites, SFU IT/AV services, SFU Catering. Additional cleaning charges may be applied. Billing processes are dependant on your relationship to the SFSS

IF YOU HAVE QUESTIONS ABOUT PLANNING YOUR EVENT - ask for a meeting BEFORE requesting space - to avoid disappointment if some things can't occur where/how you'd like
SFSS Group Name*
Booking Coordinator/SFSS Executive Committee Member/SFSS Manager*
Booking Coordinator/Executive/Manager Email Address*
Onsite Day of Contact Person's Name - this person must be onsite the day of the booking*

First NameLast Name
Onsite Contact Person's Cell Number*

Area CodePhone Number
Onsite Contact Person's Email Address
example@example.com
Event Name*
Event Date*

MonthDayYear
Date
Please list alternate date/s, in the case your preferred date is not available
yes/no and date
Is this a multiple day event? List all dates requested
Set up/Space Access Time*

:HourMinutesAM/PM Option
Event Start Time*

:HourMinutesAM/PM Option
Event End Time*

:HourMinutesAM/PM Option
Clean Up/Tear Down Complete Time*

:HourMinutesAM/PM Option
Please select and fill out ONE type of REQUEST: Meeting, Event, Tabling

If tabling is PART OF your event - in the social stage for example, include it in your floorplan and describe it in your event description
TABLING REQUEST (Must be received 5 business days in advance)

Tabling Beside GO DeskTabling at top of Stairs Level 3000Tabling Back of Dining Hall Level 2000
If tabling, how many chairs (1-4)
# of chairs
If tabling do you require a black grate for posters? How many?
Yes/No and #
Notes ABOUT TABLING
anything about dates/times/location not captured above
MEETING Space Request (Must be received 5 business days in advance)

Any Available Meeting RoomSUB4200 (26 boardroom chairs - and changes to set up or additions require 20 days)Video Conferencing Enabled Meeting Room (SUB 2420 or 2440: 18 seat)SUB2120 (Beside Community Kitchen: 16 seats)SUB 3210 (Across from GO Desk: 10 boardroom chairs)Rehearsal Room (dance, movement, meditation bookings only: 25 people)MBC Forum Chambers
Are you interested in making this a recurring meeting, if possible (case by case)? Please indicate -weekly, biweekly, monthly and day of week and times
EVENT Space Request (Must be received 20 Business Days in Advance)

Open Space - Social Stage (set up diagram required)Ballroom (max capacity 100-180 people depending on set up - diagram required)Ballroom with catering kitchen (please indicate who will be catering in your description)SUB 4200Community KitchenCommunity Kitchen with meeting roomMBC Forum ChambersOther
BELOW is REQUIRED for ALL Meetings, Events, Tabling
DETAILED Description of planned activities and timelines*
Include itinerary, set up time, tear down time, AND DETAILS of what will be happening during your booking
Number of attendees expected*
example: 20-25, 150 etc
Are you serving/selling/ giving away food or drinks*

YesNo
Describe food being served/sold/given away*
**IF YOU WANT TO USE SFU/MECS CATERING, make a note in this box and the BC Events will contact you to make this process happen.
Are you partnering with any other groups?*

YesNo
Please list the name of the groups*
Will you have a guest speaker/speakers/trainers/facilitators?*

YesNo
Please provide the speaker's name, affiliated organization, and the topic they will be speaking about*
Are news media being invited or might booking attract media?*

YesNo
If yes, please provide more information*
Is this a ticked event/activity (selling or giving away) ?*

YesNo
How much will you be charging per ticket?*
How will you be selling/giving away tickets (check all that apply)?*

OnlineIn-personAt the doorOther
For meetings and event spaces do you require furniture to be moved or room set up? A DIAGRAM of FLOORPLAN is REQUIRED for Social Stage and Ballroom*

YesNo
Will you require additional furniture/resources from SFU facilities (EVENTS ONLY)
SFU facilities/AV requests will incur charges and we will require billing information or agreed upon billing process
Please upload a diagram of the set up you are interested in (hand drawn is fine)

Browse Files
required if using SFU facilities or MECS, Recommended for all events with set up and may be requested if not included Cancelof
Additional Requests/Questions/information - ANYTHING that is not captured above
SUB Bookings reviews and processes requests in the order they are received and confirms booked spaces only after all information is gathered as required.

Timelines for booking requests are based on requirements of the Building Team, SFU Facilites, and SFU departments who may be involved.

To speed up the processing of your request, please fill in all fields with as much detail as possible. All questions will need to be answered inciding floor plans BEFORE your space is confirmed.

Note: Delays in responses to further questions could result in booking not being finalized in required timelines

Booking requests are recieved and processed Monday to Friday 10 am to 3pm and the date received and the date of your booking are not included the business days that must be allowed for processing
Should be Empty:

SUB Space Bookings - Internal

Please select and fill out ONE type of REQUEST: Meeting, Event, Tabling

BELOW is REQUIRED for ALL Meetings, Events, Tabling