CFRI Facilities Room Booking Request Form CLEAR FORM EMAIL to CFRI Room Requested Both: Chan Centre for Family health Education (Auditorium) & Chieng Family Atrium (200 seats) Chan Centre for Family Health Education (Auditorium) only Chieng Family Atrium only CFRI Room 2108 (50 seats) CFRI Room 3113 (40 seats) Event & Requestor Details Event Name: Event Date: Start Time: Finish Time: No. of Attendees: Requestor Name: Dept/Organization: Telephone: Email: Checklist HOURS/SECURITY: Will your event be scheduled to run outside of CFRI regular hours (8am 5pm, Mon. to Fri.)? If yes, please provide cost centre below. Business Unit Fund Account Department Site Project # 5 digits 2 digits 7 digits 8 digits 3 digits * If you don t have a cost centre, you will be required to pay by credit card or cheque after the event. THE CHAN AUDITORIUM: Do you have card access to the Chan Auditorium? If no, please contact Nick Steel at 604 875 2000 Ext. 7975. CATERING: Will you be utilizing catering for your event? Note: Food and beverages are not permitted in the Chan Auditorium. HOUSEKEEPING: Do you require custodial services for your event? Note: housekeeping is required if your event runs outside regular hours or is catered. FURNITURE: Will you require any furniture moved or removed for the event? RENTALS: Will you be renting any specific furniture or equipment? POSTERS: Will you require poster boards for your event? LIQUOR: Will your event include liquor service? TECHNOLOGY: Will you be using audio/visual equipment? What equipment will be used? Microphone Speakers Projector Screen Other: Will you be providing your own equipment / technology (ie: laptops)? Will you be recording your event using Mediasite? Will you be webcasting using Mediasite? Will you require a technician to be present in the room at all times? VIDEOCONFERENCING PHSA: Will you be using PHSA videoconferencing services? Please refer to the Videoconferencing section at the end of this request form for information regarding VC requests. VIDEOCONFERENCING UBC: Will you be using UBC videoconferencing services? Please refer to the Videoconferencing section at the end of this request form for information regarding VC requests.
Rental Fees Rental fees do not apply when rooms are booked by members of BC Children s Hospital or BC Women s Hospital (C &W) for events related to the respective institutions. Rental fees do apply for all non local groups, regardless of requestor affiliation. For profit / Vendor shows Non profit / Health care organizations Chan Centre for Family Health Education & Chieng Family Atrium $100/hr $50/hr Room 2108 $50/hr $25/hr Room 3113 $50/hr $25/hr All fees are subject to an additional charge for HST Deposit and Billing Information A credit card number is taken to secure a tentative booking and will not be billed until 30 days prior to the event. Final payment for the room rental charges can be made via credit card or cheque. Payment by Cheque Amount Paid: Please mail your cheque to: Children s & Women s Health Centre of BC c/o Linda Ip Child & Family Research Institute A2 136B 950 West 28 th Ave. Vancouver, BC V5Z 4H4 Payment by Credit Card Amount Paid: Credit Card Type: Credit Card #: Name on Card: Expiry Date (mm/yy): Full payment must be remitted at least 30 calendar days prior to the event Cancellation Policy Due to the high demand for meeting rooms, users are advised to notify the room booker immediately if their event is cancelled or the room is no longer needed. Rooms that are not cancelled or `no shows` may result in future requests from the organizer being denied. Cancellation in writing is required at least 6 working days prior to the event for a full refund. If notice of cancellation is given between 2 and 5 working days prior to the event, then a cancellation fee of $50 will apply. Refunds will not be provided if notice is not received at least 48 hours prior to the event. In the event that a booking is cancelled due to an unforeseen hospital emergency, a full refund of the room rental fee will be provided. Other costs incurred by the event organizer will not be the responsibility of CFRI or C & W. Conditions of Use The organization using the facility is responsible for damages to the facility, furniture or equipment during their event. Room must be left clean and ready for use in its original configuration after the event Chairs may not be relocated to other rooms within the facility Interior and exterior doors are not to be propped open Tape must not be used anywhere within the facility (arrange for proper signage display if required) Damages must be reported immediately to the room booker Arrangement must be made with housekeeping prior to the event for any additional garbage, recycling or cleaning that may be required following your event Doorways and passages must remain clear and accessible
Please consider the environment when disposing your waste. There are recycling bins available for your clean paper products and empty containers. Place any items with liquid or food in the garbage. Please note that coffee cups and napkins are not recyclable in Lower Mainland hospitals and must be placed in the garbage. Thank you for considering the environment and not contaminating recycling at CFRI. Failure to comply with these conditions may result in additional costs being charged for clean up and repair following your event. When a group is found in violation of these conditions further booking requests made by the user will be denied. Priority Guidelines For the Chan Centre for Family Health Education (Auditorium) & Chieng Family Atrium (Atrium), Room 2108 and Room 3113 priority is given to faculty, staff, and students at the CFRI, C & W, and their respective foundations. In the event of an unforeseen emergency or a high priority function for either C & W or CFRI, we reserve the right to cancel room bookings to facilitate these events. We will make every effort to provide reasonable notice of cancellation or change, and to 1) identify an alternate room, or 2) provide an alternate meeting date and/or time, if an alternate room is not available or acceptable. Room Usage Faculty, staff and students at the CFRI and Children s & Women s Heath Centre (C&W) are invited to utilize these facilities for sponsored events such as research seminars, conferences, workshops, meetings, students committee meetings, comprehensive exams and thesis defense. Subletting of space and/or any activities that contravene the organizations philanthropy policy (AD0570, section 10) are strictly prohibited. Event Requestor s Liability Event requestor will be liable for any damages that occur to the furniture, equipment or CFRI facilities during the course of the event, and for payment of any charges incurred as a result of the damages. Waiver CFRI is not liable for any unforeseeable event that may occur that disrupts a function that is taking place at CFRI facilities. CFRI is not liable for any harm to attendees or third parties on and off CFRI premises, including, without limitation, any harm resulting from liquor served at CFRI facilities. Rental rates and other charges are subject to review by CFRI, and may change without advance notice By signing and returning this form, I agree to pay in full the assessed rental charges. I have read all applicable information and terms, and will follow the regulations stated therein. x Signature Date Please return completed Room Booking Request form to: cfrirooms@cfri.ca. Bookings are processed on a first come first serve basis.
Hours of Operation and Building Access Applicable to HOURS section If you selected yes in the HOURS section, security must be present for the event and arrangements must be made with cfrirooms@cfri.ca to hire security personnel to remain in the building during your event. There is a 4 hour minimum charge for security services at a rate of $110/4 hours during regular hours and $160/4 hours afterhours and on weekends. All building access requests must be made to cfrirooms@cfri.ca. These arrangements must be made at minimum 3 5 business days prior to the event. Catering Applicable to CATERING section We strongly encourage event organizers to use Bean Around the World for onsite catering; off site catering services are permitted as well. Bean Around the World Catering Services can be reached by calling 604 875 2424 x7779. While not a bookable space, organizers may use the onsite kitchen facilities (Room 2109) provided the area is left clean and free of damage. It should be noted that this is the main lunch area for CFRI faculty, staff and students and as a result outside events may not preclude access to the lunch room/kitchen. Tarps are recommended to protect carpet and tiles. Arrangements should be made with your caterer to remove all items after your event since there is no extra storage space for such items. Housekeeping Services and Furniture Arrangement Applicable to HOUSEKEEPING and FURNITURE sections SerVantage Housekeeping will assist your event with pre and post event cleaning, set up and take down of facility tables, chairs, removal and rearrangement of facility furniture. If your event has special requirements or requests for services, SerVantage may be able to assist you. Please email Servantage to make your arrangements and include the date/room location of your event in the subject line at CFRIRequests@servantage.ca. Your email will be confirmed within 24 hours, Monday Friday. Please provide at least 3 5 business days notice for requests. Reasonable service requests by local guests during business hours will not be charged. Events which: include food service, are longer than 4 hours in duration, take place after hours or on a weekend, or have any other special needs will incur a charge for service. All non local guests requiring housekeeping services for their event will be charged $30/hr. during
business hours. All events requiring housekeeping on weekends will be charged a 4 hour minimum (at $30/hr.); at $120 plus tax. Rental Items and Storage Applicable to RENTALS and POSTERS sections Please make pre arrangement with your rental company to ensure that they pick up all of their furniture after your event. If same day pickup of rentals is not available, please ensure you book extra space for the storage of your equipment (if available) as there is no additional storage space at CFRI. Deliveries and pickups should be made via the loading bay or the parking lot near the Atrium entrance. Please contact Protection Services at 604 875 2999 two days prior if parking spots need to be barricaded. Vehicles are not allowed on the lawn. All pickups must occur during normal operating hours or during your booked event time. If you require poster boards: In the past event organizers have had success utilizing Can West Display (604 434 4433; tony@canwestdisplay.com). Service of Liquor Applicable to LIQUOR section If yes, please read and understand CFRI s Liquor service guidelines. The liability rests solely on the event requestor to ensure the laws and regulations are abided to. For alcohol to be served at the event, event organizers are required to obtain a Serving it Right (SIR) certificate, and then apply for a Special Occasion License (SOL). Event organizers and all paid servers must complete the Serving It Right program. Please forward a copy of your Special Occasion License to CFRI at least two weeks prior to the event. Event organizers are responsible for the safety and sobriety of the attendees, and are required to create and enforce responsible beverage service policies. The SOL licensee and servers owe a Duty of Care to attendees on and off premises, as well as to the general public who may be affected. SOL application forms are available from the BC Liquor Store. Laws governing SOL can be found at: http://www.pssg.gov.bc.ca/lclb/apply/special/. Information on SIR certification is available at www.servingitright.com. Liquor licenses are regulated by the Liquor Control and Licensing Branch, Ministry of Public Safety and Solicitor General, and issued by the Liquor Distribution Branch. Technical Support Applicable to TECHNOLOGY section All the audiovisual equipment within the Auditorium is managed by UBC MedIT. Audiovisual elements in remaining rooms are managed by the CFRI Information Technology Department. Please contact the
appropriate team directly to request technical support: MedIT: medit.ctanalyst@ubc.ca CFRI IT: noc@cfri.ca or 604 875 3882 Outside audiovisual companies are NOT permitted unless contracted by C & W Media Production and Services, UBC MedIT and/or CFRI IT department. Personal Equipment If you indicated you will be bringing your own equipment, please contact UBC MedIT (medit.ctanalyst@ubc.ca) for the Auditorium rentals to ensure your technology is compatible. For remaining rooms please contact CFRI IT services at least 48 hours prior to your meeting (noc@cfri.ca or 604 875 3882). Included in the room descriptions you will find how to documents for specific IT needs in each room. Recording or Webcasting using Mediasite If you indicated you will need recording or webcasting, please go to this website to see costs and booking information: http://www.phsa.ca/health professionals/education development/phsawebcasting services. Contact Media Production & Services for further information at 604 875 2312 or email media1@cw.bc.ca. Webcasting requests must be submitted at least two weeks in advance. Videoconferencing PHSA For a PHSA videoconference service: In CFRI room 3113: Please contact: PHSA Telehealth at Telehealth@phsa.ca or 604 297 8215. Please allow for at least 48 hours notice. There is no support offered for after hours and weekend videoconferencing. In addition please complete a PHSA Videobooking Request Form. In Chan Auditorium: Please follow instructions in the next section Videoconferencing UBC Videoconferencing UBC For a UBC videoconference service, please complete and submit the UBC FoM Room Request Form. UBC will coordinate with CFRI Room Booking to secure your event space and set up the bridge for videoconferencing. A minimum of 3 business days notice is recommended for these bookings. Please contact the UBC FoM Room Booker at roombooking.fom@ubc.ca or visit the UBC FoM Room Booking website for more