SUB Event Space Bookings

SUB Event Space Bookings

Clubs and Student Unions
!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
This Request is for a:
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

MonthDayYear
Date
Alternate Event/Meeting Date if preferred not available

MonthDayYear
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?
EVENT Space (s) Request

Other
Additional Spaces Requested for this event and notes about spaces requested - why they are needed, what spaces, times needed etc
BELOW is REQUIRED for ALL Events

fill in all below with as much detail as possible to expedite booking process
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...
Will you be providing food? Selling Food? Giving Away Food? OR will guests be bring in bagged lunches/dinners? Will ANY food be eaten/provided at this event?
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
Are you partnering with any other groups?
Please list the name of the groups
Will you have a guest speaker/speakers/trainers/facilitators?
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 or controversy?
If yes, please provide more information
Will you be selling/giving away tickets/reservations?
How much will you be charging per ticket?
How will you be selling tickets (check all that apply)?

Other
Do you require furniture to be moved, additional resources, or room set up? Set up is REQUIRED for BALLROOM and SOCIAL STAGE (if booking ballroom social stage select "yes" and upload a diagram)
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

Cancelof
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
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SUB Event Space Bookings

BELOW is REQUIRED for ALL Events