The following information relates to all rooms available for rent at UBC's Centre for Interactive Research on Sustainability (CIRS) except the Modern Green Development Auditorium (CIRS room 1250). The Auditorium can be booked through Scheduling Services. AV support for the Auditorium is provided by UBC IT AV. Booking the Modern Green Development Auditorium does not confer use of other CIRS rooms.
Booking rooms at CIRS
We welcome the UBC community and external groups to hold meetings and events at CIRS. There are three rooms and two open spaces available for use. The BC Hydro Theatre is suitable for community engagement, interactive workshops, charrettes and large meetings. Policy Lab A and B are suitable for meetings, workshops, videoconferencing, teleconferencing and film screenings. The Atrium can be used as a registration area at all times, or for a reception outside of regular business hours.
Please read the information below and the Terms and Conditions document. Then print and complete a room booking form.
CIRS Room Booking Request Form October 9 2012 (DOC)
Rooms Available to Book
|Policy Labs A and B (Room 1141)||Photo coming soon.|
|BC Hydro Theatre (Room 1151)||Photo|
|Modern Green Auditorium (Booked through Scheduling Services)||Photo|
Information and Policies
CIRS is a different kind of building. We aim for the highest levels of sustainable operations. We ask that you share our vision by implementing “green event” best practices.
CIRS is not a full service facility. Renters are responsible for room set up and take down, ordering catering and furniture rentals (if required).
The BC Hydro Theatre is a dry laboratory and therefore academic and research uses have priority.
There is a service-sized elevator serving all floors, button-opened entrance doors and accessible washrooms on all floors.
Building Access and Security
In general, space in CIRS is only available during CIRS business hours (Monday to Friday 8.30am – 4.30pm). Please contact the CIRS Administrator to discuss needs outside of regular hours. Additional fees for security and staff time may be levied.
Food, drinks, catering
Food and drinks are allowed in all areas except for the Modern Green Development Auditorium. CIRS has a catering policy to encourage you to choose sustainable options. We recommend UBC’s on-campus catering service Wescadia. If food or beverages are to be served during your event, a $50 cleaning surcharge may apply.
At the discretion of CIRS or UBC Custodial Services a $200 refundable custodial deposit may be levied. The deposit is payable in cash or cheque and will be refunded after the booking provided the room is left clean and in order. Custodial Services may hold back a portion of the deposit commensurate with the time and effort required to clean or repair space or furnishings.
You must provide liquor license documentation to the UBC Sustainability Initiative (USI) at least 5 weeks in advance to guarantee it will be signed off. See the Scheduling Services information regarding serving alcohol on campus.
Chairs and tables are typically available in rooms. You are responsible for setting up the room. Furniture can be moved between all areas that you have booked. When finished, please return rooms to their standard set-up unless otherwise advised. You may bring in additional tables and chairs as required. Changing the Policy Labs from two rooms into one and vice versa will take approximately 15 minutes.
Please sort waste appropriately into recyclables, compost and trash. Help prevent coffee stained carpets and tables by placing a napkin under the urn spout.
AV and Technical Support
Basic AV support may be available during your rental but cannot be guaranteed. More extensive support can be provided for a fee by UBC IT AV. The BC Hydro Theatre has specialised technology available and technical support can be arranged for a fee through the CIRS Administrator.
Videoconference facilities (one videoconference system to another) with no staff support are included in the rental of Policy Lab A at no additional cost. If support is required, there is a $35 an hour fee, with a one hour minimum. UBC affiliated groups can access the Blue Jeans Network and connect multiple sites with videoconference systems, Skype and non-video phone in connections. Please contact us 2 weeks in advance to organise the details of your Blue Jeans networked videoconference. Videoconference facilities will be available in the BC Hydro Theatre in the near future.
We have a self-guided tour sheet for CIRS and you are welcome to walk around all public areas of the building. Requests for formal tours of the building can be made online.
The following rates are effective April 1, 2012 and are subject to change. HST is applicable. Discounts may apply when multiple areas are booked.
|Room||Rates per hour||Rates per day||Notes|
BC Hydro Theatre
||Non-UBC $125; UBC $100||Non-UBC $800; UBC $650||Technical support is $100 per hour. Most events will incur a minimum 1 hour charge.|
|Policy Lab A or B||$25||$150|
|Policy Lab A and B||$50||$300|
|Atrium||Price on application||Non-exclusive use during business hours|
|2nd floor bridge||Price on application||Non-exclusive use during business hours|
|User groups/activities||Fee schedule|
Academic/Administrative internal activities
AMS-constituted club activities
Faculty-sponsored student group activities
|No charge for room rental; other fees may apply. BC Hydro Theatre excluded.|
|Faculty/staff external activities (requires sponsorship in writing)||
BC Hydro Theatre excluded.
|Off-campus groups||Full rate.|
Note: In order to preserve the fair use of this facility, free UBC bookings of the Policy Labs are limited to a maximum of one day. Longer bookings may be considered on a case by case basis, but will be charged a fee.