Rental Downloads:
Schedule of Rates
Concessions Package
Technical Specifications
Below please find a list of rental FAQs. If you have a question that is not addressed here or on another section of this website, please contact:
Wendy Atkinson
Programming Manager
T: 604 822 2283
wendy.atkinson@ubc.ca
How far ahead should I book my event?
Booking holds for dates are taken three years out. It is advised that you book as early as possible since there are times of the year that do book up quickly.
What is a hold?
A hold is an expression of interest in a specific date for your event. You may place up to two holds per event at the Chan Centre. There is no obligation to confirm and no fee is charged for placing holds. Holds are valid until four weeks before the date on hold. If the hold has not been confirmed with a deposit by that date, the hold will then expire and be released for others to book.
What happens if the rates change after I place a hold?
Our rates usually increase by 2-3% each September. If your event has not been contracted before a rate increase then it will be affected by the change. Once your event is contracted, however, the rate will not change unless you change the timing, length or requirements of the event.
Am I required to pay a deposit?
Once you have decided to confirm a hold, you will need to pay a 25% non-refundable deposit. The deposit must be paid before tickets go on sale and before the event is promoted publicly in any way (including social media, posters/flyers, email, etc.).
What is the challenge policy?
A client may challenge another client's hold if they do not have the first hold and if they wish to confirm the date. The client who challenges must provide a non-refundable deposit of 25% of the base rent plus HST in order to initiate the process. The client being challenged has up to three business days to confirm or release the hold. If the challenger obtains the hold, the date is confirmed and their cheque is deposited. If the challenger is unsuccessful, the deposit is returned.
Is there a tax on rental rates and fees?
Yes, unless specified, all rates and fees are subject to the 12% Harmonized Sales Tax (HST).
May I use volunteers to do technical jobs or act as ushers?
The Chan Centre is a unionized venue so volunteers may not do the work of our paid staff. For example, volunteers may not act as ushers, ticket staff, bar staff or do the job that a Chan Centre Technician would normally do. There are a limited number of volunteer tasks available for your event, please contact Wendy Atkinson for details.
If a date appears clear on the web calendar, is it available for rent?
Not all events are posted on our web calendar. For example, some private events, classes, film shoots and maintenance times are not posted on the calendar. Also, events in transition from hold to on sale may not be posted yet. If a date looks available and is of interest to you, please submit a Booking Request Form or contact the programming department to discuss availability.
What sort of insurance do I need to have for my event?
A certificate of General Liability Insurance with a limit of not less than $2 million of coverage per occurence, and with UBC as the additional insured, is mandatory and must be provided a minimum of four weeks prior to the event.
Is it possible to book an event in the lobby only?
When the concert hall is available, a lobby booking can be confirmed not earlier than two months before the date.
