MCML Meeting & Event Spaces

Maximum capacity: 100

PRIOR TO THE EVENT

Meeting rooms MUST be booked/confirmed at least three weeks in advance by organizations. Event organizers must follow these steps:

1. Complete approval form (click to download)
2. Obtain signed approval from the Dean, Faculty of Land and Food Systems;
3. Obtain copy of liquor license (if applicable);
4. Email the form (and a copy of the liquor license, if applicable) to the Dean's office (dean@landfood.ubc.ca) and the Faculty Operations Manager (andy.jeffries@ubc.ca). Please ensure a UBC Speed Chart or Work Tag is included for a customer funded request for custodial services to be submitted on your behalf.
5. You may also drop off the completed forms to Rebecca Lee, Dean’s Office, Room 248, HR MacMillan Building to confirm booking.
6. For non-LFS users, Agora Room Rental rate is $300 per day and requires a UBC faculty or LFS sponsor. In addition to the rental rate, a refundable damage deposit of $250 is also required. Please provide both payments along with your completed form.
7. Please note:
   • The Agora kitchen spaces are not available to book for events.
   • The Agora space serves as a UBC informal study space and should be considered when planning events.
   • HR Macmillan building hours are 7AM-5PM Monday to Friday. Access after these hours will require UBC Card access approvals

Approval of event requests is at the sole discretion of the Dean. All steps above must be completed well in advance of event date to ensure confirmation and approval.

AFTER THE EVENT

1. The organizers must clear table surface and room of any rubbish, waste paper and unwanted food or drink.
2. Return furniture to the standard room layout.
3. The Faculty is not responsible for lost or stolen personal belongings.
4. Report any missing, faulty, or damaged items to the LFS Faculty Operations Manager, Andy Jeffries (604-822-3488).
5. Alert Building Operations (604-822-2173) about any mess or spills that require special cleaning.

Catering

Catering is the responsibility of the meeting organizer. Catering equipment cannot remain in the Agora space overnight for pickup or a fee of $50 will be levied against the organizer.  The Faculty is not responsible for any lost or stolen catering equipment. Any misuse of the facility (including damage to area or above maximum of allowable attendees – capacity 120 people) may result in loss of booking privileges and additional charges.

Policy subject to change.