SUB Event Space Bookings

!REQUIRED: REVIEW THE FOLLOWING INFORMATION

BEFORE YOU CONTINUE!

click here to see SUB Event Space Guidelines

BASIC Events: request must be received a minimum of 10 business days before your event - not including the day received or the day of the event.

A BASIC event involves little to no set up or intervention/facilitation by SUB Staff. No SFU/MECS assistance. NO external vendors. No food permits are required.

LARGE/COMPLEX Events: request must be received a minimum of 20 business days (25 days if you require MECS set up) before your event to a maximum of 4 months (for flagship/date dependant events) - not including the day received or of the day of the event. ALL Ballroom and Social Stage events are Large Events

possibly requires set up and/or intervention/facilitation by all of or some of SUB staff, SFU departments, external vendors. May require a food permit, use of caterer etc.

BUSSINESS DAYS ARE MONDAY TO FRIDAY 9am-4pm excluding Stat holidays and SFSS Office holidays

Final determination of an event being basic or complex will be made by the Buildging Coordinator-Events - assume your event is complex to be sure you allow enough time

DO NOT promote, share room numbers until you have a confirmed booking (an email stating confirmed). SUB space is limited and may not be avaialble.

*information not disclosed on your request form and/or given late or after your meeting or event is confirmed may result in the booking being cancelled and you having to resubmit your request following the initial timelines

Standard Event (10 business days min - not including day request received or day of event)Large/Complex Event (20 business days min - not including day request received or day of event)

SFSS Group Name*

Booking Executive Name*

Booking Executive's SFU Email Address*

Onsite Day of Contact Person's Name*

First NameLast Name

Onsite Contact Person's Cell Number*

Area CodePhone Number

Onsite Contact Person's SFU Email Address*

example@example.com

Preferred Event/Meeting Date*

Date

Alternate Event/Meeting Date if preferred not available

Date

Begin Set Up/Decorating/Prep/test AV *

:HourMinutesAM/PM Option

Event Start Time (start time is from when guests begin arriving)*

:HourMinutesAM/PM Option

Event End Time (end of scheduled activities)*

:HourMinutesAM/PM Option

Tear Down/Clean Up/Reset complete *

:HourMinutesAM/PM Option

Notes about times requested

Expected Number of Attendees - including guests, organizers, volunteers*

Will there be non SFU student attendees? How many and who are they?*

Ballroom - min 20 days in advance request (max capacity 100-180 depends on set up. Ballroom comes as an empty room all set up must be requested - diagram of request required)Ballroom with catering kitchen (see above)SUB 4200 Multi-Purpose Room (standard set up Boardroom Style 26 Seats)Video Conference Enabled Meeting Room 2420 (standard set up Boardroom Style 18 Seats)Video Conference Enabled Meeting Room 2440 (Standard set up Boardroom Style 18 Seats)SUB 2120 (Standard set up Boardroom Style 16 seats)Forum Chambers MBC (bookings end 9pm. Ideal for dance, music rehearsal and more)Social Stage Lounge (open space, set up diagram request required)Other

Additional Spaces Requested for this event and notes about spaces requested - why they are needed, what spaces, times needed etc

Name/Title of Event*

Purpose of this booking (social for club, social open to all students, presenter, networking etc)

How/when will you be promoting your event- list ALL*

Include social media platforms, posters, tabling etc * DO NOT Promote until space is confirmed

Describe activities that will happen at your event in DETAIL. Timeline/itinerary recommended*

List by blocks of time, list by activities being done...

Yes, using SFU Catering - requires min 15 business days (order to be submitted to SUB Bookings)Yes, using an licensed external caterer/ restaurant/fast foodYes, from grocery store, Costco, bakery otherNo

REQUIRED: What, From Where (name of licensed caterer, store etc.), Do you require a temporary permit?

potluck allowed ONLY for closed group events - must have someone with foodsafe in attendance

YesNo

Please list the name of the groups*

YesNo

Please provide the speaker's name, affiliated organization, and the topic they will be speaking about*

YesNo

If yes, please provide more information*

YesNo

How much will you be charging per ticket?*

OnlineIn-personAt the doorOther

Yes - accurate diagram is attachedNo - no set up is needed and this is not a Ballroom or Social Stage requestMaybe - see notes below (PLEASE make notes in notes section) *I acknowledge this may delay processing

List additional furniture/resources you would like and describe set up (EVENTS ONLY)

SFU facilities requests will incur charges and we will require billing information

Please upload a diagram of the set up you are interested in (hand drawn is fine)*

Browse Files

Additional Requests/Questions/information

General Requests

This is not a booking it is a request.

SUB Bookings reviews and processes requests in the order they are received and confirms booked spaces only after all information is gathered as required. Booking requests are recieved and processed Monday to Friday 10 am to 3pm

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.

Please respond to requests for information in a timely manner - delays could result in space being released

For more information or questions email sub.bookings@sfss.ca

SUB Event Space Bookings

BELOW is REQUIRED for ALL Events