C.K. Choi Building and Liu Institute Room Request Form

Room Booking Policy

1. The first commitment is to provide classroom space for our graduate program and related activities.
2. The second commitment is to support School of Public Policy and Global Affairs, IAR units and first and third floor units’ activities.
3. The third commitment is to support Asia‐related events from other UBC units and external organizations.
4. The fourth commitment is to host non‐Asia related events from other UBC units and external organizations. Non-Asia events may be tentatively booked and replaced by our SPPGA and Asia-related events on short notice. Those booking the facilities for non-Asia related events will be duly advised. (Bookings will be accepted no more than one month in advance of their occurrence).
5. Blank block bookings will not be allowed

All booking parties must review and accept the following terms:

COVID-19

1. Event organizers are responsible for planning an event and creating a plan intended to prevent the transmission of communicable diseases, like COVID-19, that meets the requirements of any orders, notices, or guidance issued by the Provincial Health Officer, and the appropriate health authority, relevant to their proposed activities, at the time of the proposed event.
2. Note that guidance may change between event booking and event date. Event Lead is responsible for ensuring current and correct guidelines are followed during the event.
3. All bookings must indicate an Event Lead. This person will be the main contact for the booking, and will be responsible for developing a COVID-19 Event Plan. A template for the Event Plan will be provided.

Catering

1. Guests are responsible for arranging all food and beverage needs. No food or drink is allowed (other than water) in the meeting rooms.
2. We encourage clients to make Scholar's Catering their first choice. However, you may contract an outside caterer for your events.
3. Environmental sustainability is a part of UBC’s strategic plan Place & Promise and as the university’s first sustainable building, we request that you are environmentally responsible when serving food. You can do this by:
   1. Asking your caterer to provide reusable or larger containers for items such as sugar and cream, avoiding single‐use packets;
   2. Using reusable dishes (e.g. for smaller meetings, encourage people to bring their own mug) and cutlery or paper plates as these can be composted; and
   3. Avoiding Styrofoam.
4. If you are hosting a large sit‐down event, you will need to make the necessary arrangements for additional tables and chairs.
5. Alcohol may only be served in the lounge if the event coordinator has obtained a Special Occasion License and the “Serving it Right” certification. License and certificate must be prominently displayed during event. (Note: Submit your Request Form to the appropriate signing authority at least 30 days before the date of the event.)
6. Please ensure a compost (green) bin is used when food is served. Contact UBC Building Operations to deliver a compost bin. Note that ALL food waste, paper plates, and napkins may be composted. Here is a full list of compostable items.
   1. You are responsible for taking the green bin outside to the north end of the building upon completion of your event.

Usage of C.K. Choi Building and Liu Institute Space

1. Users that stay longer than the agreed upon time will be charged the applicable room rental fee for each additional hour or portion thereof.
2. Users serving refreshments must clean up before leaving. Food must not be left in Servery fridge. Dirty dishes, mugs, and cutlery must be put in the dishwasher. This includes throwing all trash into the garbage bin and compostables in green bins (which are then taken outside to the north end of the building), wiping tables clean, and doing anything else to put the space back into the state in which it was found. Failure to do so will result in a cleaning fee equivalent to that of your deposit.
3. Users of the above facilities are welcome to use the items located in the meeting rooms and lounge (e.g. projector, coat rack, whiteboard, and lectern), but are responsible for bringing their own additional equipment, such as laptops, supplies, and consumables.
4. Tables and chairs in the Rooms 120, 129 (CK Choi) and 130 (Liu Institute) may be moved to suit seating arrangements of particular users. Prior approval from the Room Booking Coordinator is required before moving furniture out of rooms. As for the lounge, tables and chairs must be returned to its original arrangement. It is the responsibility of the event organizers to arrange the tables and chairs prior to and after event.
5. The Choi Building and Liu Institute main doors are unlocked from 8:00 AM to 5:00 PM Monday to Friday, and are locked at all other times, including statutory and UBC holidays. For security reasons, users may NOT leave the main doors ajar for longer than two minutes as this would set off the alarm. If your event extends beyond these hours, Campus Security needs be alerted for the doors to be pre-progammed to stay unlocked.
6. Please be advised that users may not post / tack / staple / tape anything on the acoustic panels (cloth-covered panels on the walls) nor on any other walls or windows. Bulletin boards and white boards are available for posting.
7. Users and their guests must refrain from asking the C.K. Choi Building or Liu Institute staff to make any phone calls (e.g. taxis, reservations, etc.) Users also may not use the work stations (computers / printers / phones) of any faculty / staff member in the Choi / Liu Building, as this disrupts their work and can introduce security risks.
8. In accordance with UBC regulations, no smoking is allowed anywhere inside the Choi Building and Liu Institute, especially in the washrooms, as well as within eight metres of the building entrances and windows. Cigarette butts thrown down the compost toilets (in the CK Choi Building) will kill the bacteria responsible for composting the waste and would cause the system to malfunction.
9. We are not responsible for the loss of or damage to any property of guest or for personal injuries suffered by a guest while inside the building.

Payment and Fees