Space Rentals at ECU

Please Note | There is a moratorium on external bookings between December 10, 2024 - January 20, 2025.

Our Great Northern Way campus is the first purpose-built art and design education facility in Canada. Situated in East Vancouver on the False Creek Flats, our LEED Gold-certified building features sky-lit atria, galleries and exhibit spaces, and a natural light-filled library and learning commons which offer a stunning backdrop for your event.

We are currently renting our Reliance Theatre, Rennie Hall, Main Boardroom, Classroom A1010 and our Integrated Motion Studio to external clients. Please note that due to term end and grad show preparation, there is extremely limited rental availability during April and May.

Room specifications, audio visual inclusions, and basic fees can be found here.

Emily Carr University of Art + Design is a learning community devoted to excellence and innovation in visual arts, media arts, and design. We place students at the center of the usage of our spaces. The needs of our students and academic programming take priority for space usage on campus and we strive to minimize any disruption caused by external bookings. External groups planning events on campus are encouraged to advise us of any opportunities for our students and the greater Emily Carr Community to participate in your event.

Rental Procedures

STEP 1: Complete and submit our online Booking Request Form

This form will ask you to provide the following information:

  • The type of event you are planning
  • The number of attendees
  • The date(s) and times you are interested in hosting the event
  • The space you are interested in booking
  • The type of technical requirements that you may have
  • Any other relevant information

Please email Events if you have any questions, or call 604.630.7413.

Booking Request Form

STEP 2: Connect with our Events Team

Once dates and availability have been cleared by the university, you will be contacted by a member of the Events team.

Our team will review the details of your event, provide you with a quote and send you a Facilities Use Agreement (FUA) for signature, outlining the details of your event. Please note that the FUA is an estimate, staffing fees may vary depending on activities on the actual day of the event.


STEP 3: Security Deposit + Certificate of Insurance

  • A 50% deposit is required to secure the space.
  • Payment options include Visa, MasterCard, debit card, or cheque made out to Emily Carr University of Art + Design. We also accept Direct Deposit (EFT).

Our spaces are in demand. If your security deposit is not received by the university when requested, your space may be given to another rental client. If you cancel your booking within 30 days of your event, your deposit is forfeited.

  • All applicants must supply public liability insurance in the form of an insurance certificate or certified copy of a Liability Insurance Policy providing limits of not less than $5,000,000. Emily Carr University of Art + Design shall be named as additional insured.

Failure to provide this documentation will prohibit the Applicant from use of Emily Carr University’s facilities. Please note that cancellation policies apply to any event cancelled within 30 days of the scheduled booking.


Please note: Both the Security Deposit and Certificate of Insurance must be received 10 days prior to your event.

Additional Fees, Guidelines + Terms

All external bookings require an Audio/Visual Technician (please see Technical Guidelines). Additional Security personnel and Janitorial attendant(s) may also be required depending on the scope of your event as assessed by Emily Carr University's Facilities Department.

Audio/Visual Technician:
$50/hour
Four (4) hour minimum call
In order to secure coverage, requests must be received a minimum of three weeks prior to your event.

Security:
$40/hour
Four (4) hour minimum call

Janitorial:
$35/hour
Four (4) hour minimum call
Depending on the number of guests, and what the event involves, existing on-site janitorial may be sufficient.

Event Staff:
$75/hour
Four (4) hour minimum call
Rate applicable on statutory holidays, weekends, and pre + post business hours (8:30am-4:30pm).

Site Visits:
As assessed.
You may request a site visit to help you plan your event. The university reserves the right to assess a charge for more than two site visits.

Non-Profit Rates:
A Charitable Tax or Registered Society Number is required to qualify for our non-profit rates.

Event spaces come pre-set and must be returned to the original condition at the conclusion of your event. Additional expenses including, but not limited to, damages incurred, custodial or security issues that arise during the event, or any other expenses associated with the rental may be assessed at the conclusion of your booking. These additional charges will be billed within two weeks of the event date.

Technician Staffing

To ensure your event is successful, we request a minimum of three weeks notice for consultation, the arrangement of ECU staff, and submission of files/testing.

The ECU Lead Technician, in conversation with the Client, will determine the number of required technicians and will arrange for the required staff. Please note: staffing is at the sole discretion of ECU.

If there is any discrepancy between the actual hours worked by technical personnel required for the event and the hours of work estimated, the Client will pay the actual number of hours worked by the technicians as required for the event.

Technician Rates

  • 4-hour minimum, up to 8-hour shifts (including one-hour unpaid meal break if working over 6 hours) $50/hour
  • Any hours that go beyond the 8-hour day will be billed at the overtime rate of $75/hour

Cancellation or changes in shift:

Charges will apply for any cancellations, schedule or staffing changes fewer than ten (10) days prior to the event.

Equipment

Clients may bring their own equipment if pre-approved by ECU. Owner-supplied equipment must be operated by the owner. Equipment must be tested onsite prior to your event.

Technical Consultation

A two (2) hour consultation with the ECU Technical representative is included in the rental. Any technical consultation beyond the two (2) hours will be billed to the Client at a rate of $50.00 per hour.

Stage Management

Client agrees to provide a dedicated and experienced onsite coordinator for their event who is not a presenter. The onsite coordinator will liaise with the ECU events staff and oversee the logistics of the event for the Client and their performer and presenters. They should be available for the ECU event staff during the event and should be able to make decisions on behalf of the Client.

Timeline:

Third week prior to event:

  • Submit Technical Requirements

Second week prior to event:

  • Technical requirements confirmed with Client

Final week prior to event:

  • The Client will deliver all PowerPoint/media files and program/event schedule
  • No changes will occur to technical support/requirements in the week leading up to the event

Alcohol-free events are preferred on the university’s premises.

Occasionally events involving the consumption of alcohol are permitted. These events require a Special Event Permit (SEP), and must receive prior written authorization from the university. A licensed caterer or bartending company must obtain the SEP on the client's behalf. Both the permit and SIR (Serving-it-Right) certificate numbers for all servers must be submitted two weeks prior to your booking. Failure to remit this documentation will result in the removal of alcohol service from your event.

More information on BC’s Liquor laws concerning the service of alcohol can be found here.

Unfortunately, the campus cannot accommodate receptions or dinners for large groups (80+). We are happy to provide suggestions for nearby establishments that can host a reception, dinner or party.

Catering on campus is permitted for external bookings. We are happy to provide recommendations or work with the caterer of your choice regarding the logistics for your on-campus event. The Caf (onsite) can provide coffee/tea/breakfast/lunch service as well as other limited options.

We have a limited number of 5-foot and 6-foot tables and stacking conference chairs that can be provided to support your event. It is recommended that you provide your own linen to cover the tables. Most catering companies can arrange for the rental of any linens you may require.

Smoking is prohibited on all university premises, including all external balconies. Smoking is restricted to outdoor areas that are located at least 6.1 metres (20 feet) from building entrances, windows, patios, eating areas, building air intakes, parkades, and covered walkways/sidewalks.

The ECU campus is located at:

520 East 1st Avenue
Vancouver, BC
V5T 0H2

For details on parking, transit, car share, bike parking and more, visit our Location, Parking + Transit information page.

Please note that due to the Broadway Subway project construction, weekday street parking is very limited.

Consider a wayfinding plan to ensure your guests are able to find your event on campus. We suggest that you appoint members of your team to greet and direct guests or use easily identifiable signage (see Event Signage below).

Wifi is available campus-wide. You will be provided with a wifi login for use throughout your event booking.

Emily Carr University of Art + Design will not book space for any religious group or political party, unless a political event is an "all candidates meeting" and includes wider representation. Space will not be allocated for any groups whose mandates or fundamental beliefs contravene the Canadian Human Rights Act, or any other Canadian, BC or municipal legislation. ECU policies are available here.

Emily Carr University of Art + Design is dedicated to stewarding our natural resources in a responsible manner and to working towards a sustainable future in cooperation with organizations at the local, provincial, national and global level. The university recognizes that sustainability is a commitment to future generations. University activities shall strive to embody approaches that enhance community well-being, further diversity and equity, restore or maintain the functioning of natural systems and are fiscally responsible. Please ensure that you consider the environmental impact of your event plans.