General Terms

Please review in detail and initial where required. A copy of the Terms and Conditions will be emailed to you.

1. Check In / Check Out Information

Check-in time is 4:00 PM; check-out time is 11:00 AM. Guests who remain in their rooms beyond the check-out time OR do not return their keys to the front desk by check out time (Totem/Vanier), without prior authorization from UBC, will be charged for an additional night.

2. Payment Options

Payments may be made by cheque, bank draft, cash (cash payments are limited to $5,000). A fee of $25.00 will apply for NSF cheques. Payments may also be made by credit card to a maximum of $10,000 per contract. UBC accepts the following major credit cards: Visa, MasterCard, and American Express. UBC entities may also pay via internal service delivery or accounting journal.

3. Guarantee and Full Payment Due Date / Room Release Policy

Guaranteed numbers and full payment of the projected accommodation charges are due by the Cutoff Date, May 4, 2026. On this date, the contracted room block automatically becomes guaranteed and final room charges will be based on the guaranteed room block value. Any rooms held in the block in excess of the guaranteed number of rooms will be released on the Cutoff Date. Requests to increase the room block after the Cutoff date must be received in writing and will be subject to availability. If the room block is increased after the Cutoff Date, the revised room block will immediately become guaranteed and final room charges will be based on the revised room block value. Prior to the Cutoff Date, the Client can reduce the room block by providing written notice to Conferences & Accommodation at UBC, which will reduce the guarantee amount. After the Cutoff Date, there will be no refunds for cancellations, no-shows, late arrivals or early departures; substitute reservations over the same dates and in the same room types are accepted. Upon arrival, the Client will receive keys for the actual number of guests; not the number of rooms which the group has guaranteed, if the latter is greater.

4. Guest List

By May 21, 2026, UBC must receive a complete guest list from the Client. Submission of the guest list after the due date is subject to a minimum administration fee of $160. To expedite the check-in process, please complete the guest list template to be provided at a later date. UBC’s group allocation priorities are to keep the group together and to use the floor to capacity. Any special allocation requests will be accommodated if availability allows. Onsite changes will be subject to a $35.00 Cleaning / Administration fee per change, unless otherwise necessitated by UBC due to maintenance issues.

5. Final Billing

Final invoice will be based on the actual room nights or the guaranteed room block, whichever is greater; and will include any miscellaneous charges incurred during the stay. Actual numbers will be calculated based on the duration that each room key is signed out from the front desk. The Client will be responsible for signing out keys upon arrival and signing in keys upon departure with the front desk staff. The final statement will include a reconciliation based on the key sign out records, and will not include individual guest names. If the actual room revenue is less than the guaranteed room block revenue, the final invoice will include the actual revenue plus 100% of the difference between the actual and guaranteed amounts.

6. Supervision of Minors

The Client will assume full responsibility for the care, conduct, and control of its charges and guests when at UBC. UBC will provide the Client with a Supervision of Minors form that sets out UBC’s Direct Supervisor Policies and Residence Code of Conduct Policies (“Supervision of Minors Form”). It is the responsibility of the Client that each person it engages to be responsible for the supervision of minors attending the Client’s Event or Programs (each a “Direct Supervisor”) has reviewed and adheres to the policies and communicates this information to their charges. The Client agrees to provide all internal written policy and procedure documents regarding the supervision of Minors to UBC upon request. UBC will also provide the Client with a Direct Supervisor Contact Information Form, which must be completed and signed by each Direct Supervisor and returned to UBC at check-in.

7. Damages

The Client agrees to pay for charges resulting from damages to UBC’s property by the Client’s delegates, charges and guests. The Client also agrees to pay $92.00 + 5% GST and 7% PST, subject to change, for each metal key not returned at check-out. If a lock change is necessary after hours, on a weekend, or on a statutory holiday the charge increases to $132.00 + 5% GST and 7% PST per metal key, subject to change.

8. Substitution Policy

In the event of maintenance problems, or other unforeseen circumstances, UBC, in its sole discretion, reserves the right to provide comparable rooms to the Client in replacement of those rooms originally reserved on behalf of the Client. The rate charged for the substituted rooms shall be the standard room rate for such rooms or the agreed upon rate of the rooms originally reserved by the Client, whichever is less.

9. Group Allocation

Conferences and Accommodation allocates rooms based on the guaranteed numbers provided on the Guarantee Date and consolidates guests by floor/house. Increases to the room block after Guarantee Date may result in the additional rooms being allocated apart from the main block. Special room allocation requests by gender on separate floors cannot be guaranteed unless the Client pays for all the rooms on each floor, including unoccupied rooms. Special allocation requests must be received by UBC at time of booking
and are subject to availability. UBC requires that all groups sharing accommodations adhere to safe sleeping arrangements. The Client agrees that bed-sharing is prohibited and acknowledges responsibility for ensuring compliance with this policy. Any violation of this policy may result in immediate termination of this Agreement.

Supervision of Minors Policy

Direct Supervisor Policies

1. Minors, ages 9 to 18 years, with a group at The University of British Columbia must be supervised at all times. Direct Supervisors must always be within sight and close proximity of their charges, attend to their needs, ensure their safety and security, and enforce the Residence Code of Conduct Rules outlined in this document. Periods of “free time” for participants does not excuse this requirement.

2. Direct Supervisors must be at least 21 years of age. Groups must designate an on-site Head Supervisor, at least 25 years of age. All Direct Supervisors must provide photo identification with proof of age at check-in.

3. A minimum of one Direct Supervisor is required for every 1-8 guests aged 9 to 14 years.
A minimum of one Direct Supervisor is required for every 1-10 guests aged 15 to 18 years.

4. Children under the age of 9 years must be accompanied by a parent or legal guardian to stay at The University of British Columbia.

5. At least one Direct Supervisor must be accessible to the Front Desk by mobile phone or pager 24 hours per day during the group’s stay. This Direct Supervisor must provide the contact number(s) to the Front Desk upon arrival.

6. Direct Supervisors must enforce the Responsible Use of Internet Technology Facilities and Services that restricts the illegal download of copyright protected material as well as other prohibited activities. Please refer to The University of British Columbia’s Policy Number 104.

7. At night:

Direct Supervisor guest rooms must be equally distributed among the minor’s rooms.

Direct Supervisors must supervise their charges until all their charges are accounted for and in bed.

Direct Supervisors must respond to minors in need of assistance.

Direct Supervisors must respond to any disruption caused by their charges.

Residence Code of Conduct

1. Quiet hours are in effect from 9 p.m. to 9 a.m. Please refrain from shouting and playing loud music. Excessive noise that may disturb other guests is prohibited at all times. (Please note that closing windows helps to prevent sound from carrying.)
2. Be considerate of staff, service workers and other groups: Communicate kindly and respectfully to others around you. Do not hesitate to ask for help if needed.
3. Discarding or throwing any object from windows is strictly prohibited. Anyone caught throwing objects, including paper, from the rooms will be evicted from the residence.
4. To prevent theft, unauthorized entry and ensure personal security, please remember to close and lock room doors at all times and avoid propping open the outside doors. Our security staff will be closing all open doors (including bedroom doors) throughout the night. Do not let anyone in to any buildings; all guests have a key. Do not leave items in the floor lounges unattended.
5. In accordance with the City of Vancouver By-Laws, smoking is not permitted in any of our buildings.
6. At least one chaperone must remain with the group at all times to ensure that these regulations are followed. Please leave a contact number that may be used to reach a chaperone in case of emergency.
7. In the event that someone is locked out of their room, a chaperone will need to sign out a spare key at the front desk.
8. There will be no alcohol consumption on the premises by anyone under the age of 19.