Booking Request Form

Terms & Conditions of Room Rental

1. Liability & Indemnification

1. The Renter agrees that the Department of Asian Studies, UBC, its Governors, Senate members, employees, students and agents shall not be responsible for any loss, damage or destruction of any property whatsoever, personal injury, or death however caused, arising from any aspect of the Agreement.
2. The Renter will indemnify and hold harmless the Department of Asian Studies, UBC and its Governors, Senate members, employees and students against all claims, demands, damages, costs and expenses, including reasonable legal fees, in respect of death, injury, loss or damage to person or property, however caused, arising from any aspect of the Agreement.
3. The Renter will not damage the Rental Venue in any way. The Renter will supervise all Event Participants and ensure they conduct themselves in an orderly manner. The Renter will be responsible and liable for the conduct and actions of all Event Participants. The Renter will pay the full cost of damages arising from any aspect of the Agreement including, but not limited to damage to the Asian Centre, its rooms, furnishings, and equipment.
4. Any damage must be immediately reported to the Department of Asian Studies.

2. Care and Condition of Venue

1. The Renter will leave the Rental Venue in a clean and orderly condition. After the completion of the Booking, UBC will assess the condition of the Rental Venue to determine whether the Rental Venue has been left in a clean and orderly condition. If UBC determines, in its sole discretion, that the Rental Venue was not left in a clean and orderly condition, the Renter will forfeit their Damage Deposit to the Department of Asian Studies.
2. The Renter is responsible for looking after set-up and clean-up themselves unless otherwise agreed to in the rental contract. All chairs must be properly stacked and stored in the storage room by the end of the Booking or the Renter will forfeit their Damage Deposit to the Department of Asian Studies.
3. The Damage Deposit will be forfeited if garbage is not removed and disposed of properly. Any out of the ordinary garbage such as construction materials and packing materials etc. must be disposed of with a private garbage removal service. UBC dumpsters and garbage containers cannot be used for this type of garbage.
4. No tape, nails, hooks, screws or hangers of any type are to be used on any part of the floor, ceiling or walls in the auditorium.
5. No furniture or equipment may be moved or removed from the Asian Centre without permission from the Department of Asian Studies.
6. For multi-day events or events serving food over the weekend, an additional cleaning fee is required. This is to ensure the public washrooms and the common area in the lobby are kept clean as regular cleaning does not take place over the weekend. The cleaning service is $156.00 (before tax) per day.
7. The Renter should carefully inspect the Asian Centre facilities prior to the day of the event, to avoid last minute running around for materials and equipment. Please bring all necessary A/V equipment and extension cords as they are not provided by the Department of Asian Studies. Please use a power bar to avoid blowing a breaker in the auditorium.

3. Cancellation

1. If the Renter wishes to cancel the Booking or a portion thereof, the Renter will deliver to the Department of Asian Studies a written notice of cancellation by email or facsimile at 604.827.2610 or mail the Department of Asian Studies, 607 – 1871 West Mall, Vancouver, British Columbia, V6T 1Z2. The Renter will pay to UBC a cancellation fee, due immediately upon receipt of invoice, for the cancellation of the Booking or portion thereof as follows :
   • a) if the cancellation notice is received by the Department of Asian Studies more than 2 business days prior to the first day of the Booking, UBC will not charge a cancellation fee;
   • b) if the cancellation notice is received by the Department of Asian Studies less than 2 business days prior to the first date of the Booking, the Renter will forfeit their Damage Deposit to the Department of Asian Studies or, in the case of a Booking of three (3) or more days, agree to pay UBC 50% of the Rent in respect of the cancelled Booking or portion thereof; and
   • c) if the cancellation notice is received by the Department of Asian Studies after the first date of the Booking, the Renter agrees to pay 100% of the Rent in respect of the cancelled Booking or portion thereof.
2. The cancellation fees set out in this section 3 are payable as liquidated damages and not as a penalty and represent a reasonable estimate of the actual damages that would be suffered by UBC if the Renter cancels the Booking.
3. The Department of Asian Studies may cancel the Booking upon written notice to the Renter at least seven (7) calendar days prior to the first booking date. The Department of Asian Studies will use reasonable efforts to identify an alternative Rental Venue that is acceptable to the Renter. The Department of Asian Studies is not liable for any loss or damage of any nature or kind whatsoever and however caused that may be suffered by the Renter arising out of or related to the cancellation of a Booking and any non-performance of the Agreement by UBC is excused.
4. If either party is prevented from performing its obligations under this Agreement for reasons beyond its reasonable control, including but not limited to riots, fires, flood, governmental controls or regulations, strikes, work stoppages, lockouts, war, the parties are excused from performing their obligations under this Agreement and neither party is liable for any damages resulting from such non-performance. For greater certainty, any strike or work stoppage which affects the obligations of UBC under this Agreement shall be deemed to bean event beyond the reasonable control of UBC.

4. Parking

1. The Renter will ensure that Event Participants follow the parking regulations of UBC Parking and Access Control Services, including but not limited parking in only those spaces designated for visitor parking. The Renter further agrees not to allow any Event Participants to obstruct building fire lanes and access routes reserved for emergency vehicles. The Renter understands and acknowledges that any vehicle parked in violation of the rules of UBC Parking and Access Control Services may be towed by UBC at the owner’s expense. Further information can be found at UBC Parking.

5. Alcohol

1. The Renter will not permit consumption of alcoholic beverages in the Rental Venue.

6. Food & Beverages / Concessions

1. The Renter will not permit the consumption of food or beverages by concession or otherwise in the Rental Venue without advance written authorization from the Department of Asian Studies UBC.
2. The Renter will ensure that the serving of food or beverages complies with the Vancouver Coastal Health Authority’s guidelines for serving food at special events, which can be found at the following link (general information). Additionally, the Renter will obtain a food permit from the Vancouver Coastal Health Authority and submit a copy of that permit to the Department of Asian Studies at least 14 days before the Event. The permit application can be found at the following link.
3. If the Renter has obtained advance written authorization for the consumption of food or beverages, the Renter will be responsible for all clean-up. All garbage must be properly bagged and taken out to the garbage bin behind the Asian Centre.
4. Without limiting the generality of the foregoing, the Renter will not permit the use of any cooking devices, heating devices, candles or flammable materials in the Rental Venue.

7. Furnishings, Audio-Visual Equipment & Audio-Visual Support

1. The Renter will assume the responsibility for the use of any installed audio-visual equipment (“Equipment”) and furnishings (“Furnishings”) in the Rental Venue. The Renter will pay to UBC an amount equal to the replacement and repair costs associated with damage or theft of Equipment and Furnishings, due immediately upon receipt of invoice. The Renter will not use any audio-visual equipment other than the Equipment specified in the invoice without the prior written consent of the Department of Asian Studies.
2. The Renter acknowledges that any arrangements for and costs of additional audio-visual equipment required by the Renter are the sole responsibility of the Renter. The Renter may book these items in advance from the Department of Asian Studies’ available inventory or from third party vendors.
3. The Renter acknowledges that the Booking does not include audio-visual support, and that any arrangements for and costs of audio-visual support required by the Renter is the sole responsibility of the Renter. The Renter may make arrangements to book AV technical support from the Department of Asian Studies.
4. The Renter acknowledges that the Booking does not include arrangements for additional furnishings. The Renter acknowledges that any arrangements for and costs of additional furnishings required by the Renter are the sole responsibility of the Renter.

8. Signs

1. The Renter acknowledges that all notices, posters, advertising, and signs in connection with any aspect of the Agreement must comply with UBC Policy “Posting of Notices, Poster and Signs.” UBC may remove any notices, posters, advertising and/or signs that contravene UBC Policy #120.

9. Use of the name “The Department of Asian Studies”, “University of British Columbia” and other UBC marks

1. The Renter will comply with the terms and conditions in UBC Policy “Third-Party Use of University Trade-Marks”. The Renter acknowledges that the Department of Asian Studies and UBC has the exclusive authority to regulate the use of its trade-marks and official marks used by the Department of Asian Studies and UBC to identify itself, the wares, or services that it offers (collectively “UBC Marks”). The Renter will not use any UBC Marks in connection with the Agreement without advance written authorization from the Department of Asian Studies or UBC, which may be withheld for any reason.

10. Copyright, Trademarks, Licenses and Royalties

1. The Renter acknowledges that it is solely responsible for obtaining all licenses with regard to the use of intellectual property in connection with the Agreement including, but not limited to copyrighted music, dramatic or other works. The Renter is responsible for all royalties, fees and other costs arising from the Renter’s use of such works and from the Renter’s use of any patented, trademarked or franchised articles, devices, or processes in connection with the Agreement. The Renter will indemnify, defend, save and hold harmless, UBC, its Governors, Senate members, employees, students, and agents from any and all claims, demands, actions, and suits that may arise from the Renter’s use of any of the above described works, materials, articles, devices or processes in connection with the Agreement.
2. For functions that involve the sale of food, artwork and/or other items, the Department of Asian Studies reserves the option to charge 20% of gross proceeds in addition to rent.

11. Compliance with the Law

1. The Renter will comply with all applicable laws, including but not limited to hate legislation, in connection with the Agreement.

12. Compliance with UBC Policies

1. The Renter will comply with all UBC policies and regulations as applicable to the Agreement.

13. Public Safety

1. The Renter will conduct all activities in the Rental Venue in compliance with UBC Policy “University Safety” .
2. Blocking of fire exits, fire doors, and fire exit hallways is prohibited by law as is propping them open. This will be considered as cause for removal from space and the Rent will not be refunded.
3. Access to the storage room doors in the auditorium, tea gallery doors, and control room doors must be available to the Department of Asian Studies at all times.

14. Smoking

1. The Renter will not permit smoking in the Rental Venue and will ensure that all Event Participants comply with UBC Policy “Smoking”.

15. Security

1. The Renter acknowledges that the Booking does not include any security, and that any arrangements for and costs of security required by the Renter is the sole responsibility of the Renter.

16. Government Fees & Licenses

1. The Renter agrees that it is solely responsible for and will pay when due all license fees, permit fees, assessments and taxes that may be imposed by any government or government agency whether federal, provincial or municipal in connection with the Agreement.

17. Noise

1. Events taking place during the Asian Library’s open hours must keep the noise at a respectable level. Should there be any complaints; the noise must be stopped immediately. After two warnings, the Department of Asian Studies reserves the right to request your group to exit our facilities and the Rent will not be refunded.