IN-PERSON, PHYSICALLY DISTANT AND HYBRID ......Custom menu planning, tailoring offerings to fit...
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IN-PERSON, PHYSICALLY DISTANT AND HYBRID MEETINGS AT THE ROBERT H. LEE ALUMNI CENTRE With the ever-changing situation around COVID-19, and the BC Provincial Health Officer restricting large gatherings indefinitely, many of our teams and businesses have stayed home and connected through Zoom or other online platforms. This has been successful, but also hard, and at times exhausting. It is time to find creative ways to move forward safely with small in-person or hybrid meetings that can connect you to your clients, colleagues and community. The Robert H. Lee Alumni Centre is pleased to offer four options to accommodate small to medium sized meetings. We can offer pre-set physically distant floor plans, thorough safety measures and built in technology for hybrid functionality. Our rooms are flooded with natural light, and include modern contemporary design and rich natural Pacific Northwest elements to create a picture-perfect backdrop for you to meet, share and create in. 6163 University Boulevard, Vancouver, BC V6T 1Z1 | visit: alumnicentre.ubc.ca | call: 604 822 1922 | email: [email protected]
Transcript of IN-PERSON, PHYSICALLY DISTANT AND HYBRID ......Custom menu planning, tailoring offerings to fit...
IN-PERSON, PHYSICALLY DISTANT AND HYBRID MEETINGS AT THE ROBERT H. LEE ALUMNI CENTRE
With the ever-changing situation around COVID-19, and the BC Provincial Health Officer restricting large gatherings indefinitely, many of our teams and businesses have stayed home and connected through Zoom or other online platforms. This has been successful, but also hard, and at times exhausting. It is time to find creative ways to move forward safely with small in-person or hybrid meetings that can connect you to your clients, colleagues and community.
The Robert H. Lee Alumni Centre is pleased to offer four options to accommodate small to medium sized meetings. We can offer pre-set physically distant floor plans, thorough safety measures and built in technology for hybrid functionality. Our rooms are flooded with natural light, and include modern contemporary design and rich natural Pacific Northwest elements to create a picture-perfect backdrop for you to meet, share and create in.
6163 University Boulevard, Vancouver, BC V6T 1Z1 | visit: alumnicentre.ubc.ca | call: 604 822 1922 | email: [email protected]
OPTION A – BOARDROOM STYLE MEETING FOR UP TO 37 GUESTS
You will have exclusive access to Jack Poole Hall (4,700 sq. ft.) and full second floor landing including private washroom facilities for your guests. A custom floor plan, ensuring safe physical distancing, will be pre-set prior to your arrival.
The space includes a modular stage, podium with microphone and four handheld microphones. For an additional fee, you may access our 2 projectors and ceiling mounted screens, and portable videoconferencing unit. Additional AV services can be arranged, including live streaming so you can connect virtually with your larger community.
We will work with you, your planner and vendors to create a safe space to meet together.
Pricing – $300 per hour for a minimum two-hour booking, plus AV costs. No minimum food and beverage order required. Sample quote with AV provided within this package.
Note: If your floor plan requires our stage to be removed an additional fee may be added.
Would you like to host a presentation, lecture or performance? The Jack Poole Hall can seat up to 45 guests with physical distancing measures in place. Standard meeting rates will apply.
Sample Boardroom /”UN” set-up with COVID-19 social distancing measures: 37 seats
37 seats facing screens1 seat for AV table* note that additional AV should be brought in to mic tables
Capacity 50 max.for room including
vendors and guests
Food &Beverage
AV
2 x 14” screenwith Video
ConferencingConsole
Sample Boardroom set-up with COVID-19social distancing measures: 32 seats
20 seats for U shape facing screens1 seat for AV table12 seats available outside of classic “U”* stage removal $200
Capacity 50 max.for room including
vendors and guests
Food &Beverage
AV
2 x 14” screenwith VideoConferencingConsole
6163 University Boulevard, Vancouver, BC V6T 1Z1 | visit: alumnicentre.ubc.ca | call: 604 822 1922 | email: [email protected]
OPTION B – THE ROBERT H. LEE FAMILY BOARDROOM, UP TO 12 GUESTS (MAX. CAPACITY 14)
Our boardroom comes with a fixed U-shape table that can safely seat 10 guests, allowing for a two-metre distance between guests, plus an additional support table which can seat two. Each seat has a microphone and power source. The room has a large screen with ceiling mounted projector and a built-in video conferencing unit, including cameras that will automatically move to the guest who is speaking, allowing your meeting to ease into any hybrid function. This room includes complimentary bottled water, pre-placed at your guests’ seats upon request.
The room offers stunning views of campus, and can be flooded with natural light when you desire or you may choose to have the shades drawn for audio visual presentations to look their best.
Pricing – $100 per hour minimum two-hour booking, plus AV costs. No minimum food and beverage order required. Sample quote with AV provided within this package.
Note: If you plan on using the videoconferencing system we will require an AV technician to be on-site to assist you with this booking. We can arrange this on your behalf. Sample quote with AV provided on the last page of this package.
Servery
Robert H. Lee Family Boardroom303
Walter C. KoernerFamily Terrace Lounge
324
Hari & Madhu Varshneyalumni UBC Suite
Hari & Madhu Varshneyalumni UBC Suite
WestJetSky Lounge
Samuel & FrancesBelzberg
Room323
Harry King & Judy Allard
Meeting Room322
Kelaurga Bendl –
Indonesian Alumni Room
321
TD InsuranceMeeting Room
328
DN
OPEN TO BELOW
ROBERT H. LEE ALUMNI CENTRELevel 3
AVTech table
Podium
Handwashingstation
6163 University Boulevard, Vancouver, BC V6T 1Z1 | visit: alumnicentre.ubc.ca | call: 604 822 1922 | email: [email protected]
OPTION C – THE SARAH MORGAN SILVESTER MEETING ROOM, UP TO 4 GUESTS
Located on our main floor, the space is flooded with natural light; the perfect spot for a small meeting. For an additional fee a large LCD screen on a portable stand can brought into the room to accommodate presentations.
Pricing – $50 per hour minimum two-hour booking + GST. Sample quote with AV provided within this package.
CONNECT WITH US TODAY TO DISCUSS YOUR MEETING NEEDS
We are ready to work with you to make you meeting safe and a success.
Email me at [email protected] or call me at 604 822 1922
6163 University Boulevard, Vancouver, BC V6T 1Z1 | visit: alumnicentre.ubc.ca | call: 604 822 1922 | email: [email protected]
OUR RENTAL RATES INCLUDE
• Pre and post-event deep cleaning and surface sanitization.
• Our tables and chairs, coat racks, easels, and set up & tear down. Staffing includes an event coordinator who will assist with floor planning and logistics, and one on-site event ambassador.
• UBC alumni and their children receive a 20 % discount on room rental.
ADDITIONAL BOOKING INFORMATION
• Booking times can be flexible and additional hours may be added for a fee, depending on availability.
• 5% GST is applied to all bookings.
• Refundable damage deposit may be applicable.
• Additional AV items such as live streaming equipment can be rented and arranged for an additional fee.
• Pre-paid parking can be arranged at the time of booking.
• Loafe Café is currently open weekdays and weekends and can provide safe fresh drop off coffee & catering service for your booking.
• We ask that you only use one of our exclusive catering partners, they have put careful planning of food safety and the health of our guests by following new specialized protocols.
• We have no restrictions on third party vendors outside of our caterers.
• Please note that the vendors you have on-site can affect your guest count restrictions.
COVID-19 SAFETY INFORMATION
• We will require you and your vendors to sign a COVID-19 safety social contract and ask that you share the information provided in this document with all of your guests.
• Our staff will be masked when on-site.
• We offer hand sanitization stations at each entrance.
• Directional and social distancing signage will be in place, we ask that it is adhered to.
• The venue is fully cleaned and surfaces sanitized between all bookings.
• We will assist you in mapping out a floor plan that adheres to proper physical distancing protocols that align with your guest list, considering which bubbled units can sit close together, etc.
• All meetings with food and beverage that include alcohol service cannot begin prior to 12pm.
• At this time, we do not allow bookings to go past 9pm.
Please note that these package offerings are currently only available for bookings between July 1st 2020 and December 31st 2020. These packages may be extended into 2021, as we continue to plan safely around COVID-19.
6163 University Boulevard, Vancouver, BC V6T 1Z1 | visit: alumnicentre.ubc.ca | call: 604 822 1922 | email: [email protected]
6163 University Boulevard, Vancouver, BC V6T 1Z1 | visit: alumnicentre.ubc.ca | call: 604 822 1922 | email: [email protected]
SAMPLE QUOTES
Jack Poole Hall Boardroom Meeting - Estimated Attendance: 32Please note that this is an estimate only; additional rentals, staffing or hourly fees may be applied to the final bill. Booking times are between 9:30am and 9:00pm, seven days a week.
Option A – Boardroom Style Meeting, for up to 37 guests
RHLAC: JPH Boardroom Meeting (3 hours) $900.00 AV: 2 x ceiling mounted projectors and screens (optional) $150.00 AV: Mobile Video Conferencing unit (optional) $100.00 Labour: Stage Removal (optional) $200.00 Insurance: 26 to 100 Guests (no alcohol service) $85.00
Subtotal $1435.00 GST (5%) $71.75 Grand Total $1506.75
Option B – Robert H. Lee Family Boardroom, for up to 12 guests
RHLAC: Boardroom (3 hours) $300.00 AV: 1 x ceiling mounted projectors and screens (optional) $150.00 AV: Video Conferencing unit (optional) $100.0 Insurance: 1 to 25 Guests (no alcohol service) $25.00
Subtotal $575.00 GST (5%) $26.75 Grand Total $603.75
Option C – Sarah Morgan Silvester Meeting Room, for up to 4 guests
RHLAC: Boardroom (3 hours) $150.00 AV: 1 x portable LCD screen with HDMI connector (optional) $75.00 Insurance: 1 to 25 Guests (no alcohol service) $25.00
Subtotal $250.00 GST (5%) $12.50 Grand Total $262.50
ROBERT H. LEE ALUMNI CENTRE EXCLUSIVE CATERING LIST
All our caterers are following strict safety measures and currently all food and beverage is being sent through a drop delivery service model. Websites are linked to the logo’s – but we recommend connecting with the catering contact directly as many of our providers have special micro – event packages and menus that are currently not listed on the websites.
At this time, we ask that all alcohol be provided by the catering company that you choose from this list. They are able to extend their catering endorsement to your event and assist with ordering any rental items needed for service.
Joanne Auty | [email protected] | 778 325 5145 | koernerscatering.com Located on site, the perfect space to bring fresh, creative, sustainable, locally sourced delicious meals to your celebration.
Shannon Boudreau | [email protected] | 604 734 2507 | lazygourmet.ca We have over 35 years of experience preparing West Coast based cuisine. Guests are always impressed and delighted by our delicious food and eye-catching presentations.
Ramita | [email protected] | 778 855 4627 | maharajacatering.com Vancouver’s premier South Asian catering company, serving vibrant dishes packed with flavor.
Monika Kodnani | [email protected] | 604 822 6520 | nestcatering.com/catering Winner of ILEA Vancouver Caterer of the Year 2020. We believe in supporting a sustainable food system, our delivery service will exceed your event expectations.
Rachael Des Lauries | [email protected] | 604 872 8431 | peakeofcatering.com Innovative and inspired menu selections, micro reception menus, and a collaborative approach throughout you planning process. Our mission is to give you great memories with the freshest ingredients.
Stefanie Aitken | [email protected] | 604 568 8811 | railtowncatering.ca Inspired by seasonal ingredients thoughtfully selected from local partners, our team of professionals prides itself on our personal approach to creating unique menu for memorable events.
6163 University Boulevard, Vancouver, BC V6T 1Z1 | visit: alumnicentre.ubc.ca | call: 604 822 1922 | email: [email protected]
6163 University Boulevard, Vancouver, BC V6T 1Z1 | visit: alumnicentre.ubc.ca | call: 604 822 1922 | email: [email protected]
Donna Wadsworth | [email protected] | 604 875 8484 | savourycity.com Custom menu planning, tailoring offerings to fit anything the client needs. We like to convey a feeling of relaxed elegance, that never feels forced of frantic. Were local, fresh, and believe in the art of craft.
Denise Sparrow | [email protected] | 604 585 5044 | salishancatering.com Our menus are designed to entice and satisfy the palette of the adventurist seeing to explore traditional First Nation Cuisine or just sample it. We invite you to join us in celebrating our culture through our foods.
Kerensa Wotton | [email protected] | 604 822 2018 | catering.ubc.ca We are UBC’s catering company. Food is our passion. No matter how large or how small the event, we cook from the heart.
