All external bookings require Event Staff and an Audio/Visual Technician. The Events Office will determine whether additional security and housekeeping are necessary based on the nature of your event.

Audio/Visual Technician
• $50/hour | 4-hour minimum. Overtime rates of $80/hour apply to any shifts exceeding 8 hours.
• Requests must be submitted at least 3 weeks in advance
• See Technical Guidelines (below) for details

Event Staff
• No charge during business hours (8:30am – 4:30pm).
• An $80/hour | 4-hour minimum charge applies to events outside of these hours, on weekends and on statutory holidays.

Security
• $42/hour | 4-hour minimum

Housekeeping
• $38/hour | 4-hour minimum
• Depending on guest count and event details, additional staffing may be required; in some cases, regular on-site staff may be sufficient.

Security + Housekeeping Administrative Fee
• A fee of $72 is applicable to events that require Security and/or Housekeeping services

Site Visits
As assessed. You may request a site visit to support event planning. A fee may apply if more than two visits are required.

Non-Profit Rates
Please provide a valid Charitable Tax Number or Registered Society Number to qualify for non-profit pricing.

Additional Charges
Event spaces must be returned to their original condition. Any extra costs—such as damages, custodial or security issues, or other event-related expenses—will be assessed post-event and invoiced within two weeks.

Technician Staffing
We require at least three weeks’ notice for technical consultation, staff coordination, and file submission/testing to support your event.

The ECU Lead Technician will work with you to determine technical and staffing needs. ECU makes the final staffing decisions. If actual technician hours exceed the estimate, clients will be billed for the full number of hours worked.

Cancellation or Changes
Charges will apply for cancellations, schedule changes, or staffing changes made less than ten (10) days before the event.

Equipment
The Client may bring equipment if pre-approved by ECU. Owner-supplied equipment must be operated by the owner and tested onsite prior to the event.

Technical Consultation
A two (2) hour consultation with an ECU Technical representative is included in the rental. Any technical consultation beyond the two (2) hours will be billed to the Client at $50/hour.

Stage Management
The Client must provide a dedicated, experienced onsite coordinator who is not a presenter. This person will liaise with ECU event staff and manage logistics for the Client, performers and presenters.
The coordinator must be available throughout the event and authorized to make decisions on the Client’s behalf.

Timeline
Third week before the event: Submit Technical Requirements
Second week before the event: Technical requirements confirmed with the Client
Final week before the 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

We have a limited number of 5- and 6-foot tables, along with stacking classroom chairs available for your event. Please bring your own table linens, as these are not provided. Most catering companies can assist with linen rentals if needed.

Catering is permitted for external bookings. We’re happy to recommend vendors or coordinate logistics with your chosen caterer. Ask us about possible on-site providers.

Events with alcohol service are reviewed on a case-by-case basis. 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. All servers’ permits and SIR (Serving-it-Right) certificate numbers must be submitted two weeks before your event. Failure to remit this documentation will preclude alcohol service from your event. More information on B.C’.s Liquor laws concerning the service of alcohol can be found here.

Smoking is prohibited on all university premises, including external balconies. Smoking is restricted to outdoor areas 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, B.C. V5T 0H2

For parking, transit, car share, bike parking and more details, visit our Visit / Directions page.
Please note that weekday street parking is minimal due to the construction of the Broadway Subway project.

Help guests find your event with clear wayfinding. We recommend assigning team members to greet and direct attendees or using easy-to-spot signage (standing or 2D).

Signs may only be affixed with painter’s tape and cannot be placed on glass entry doors. ECU reserves the right to remove any signage deemed inappropriate.

Wi-Fi is available campus-wide. You will receive a Wi-Fi login for use throughout your event booking.

ECU does not rent space to religious groups or political parties. However, exceptions may be made for political “all-candidates” meetings that include broad and diverse representation.

We do not allocate space to any group whose mandate or core beliefs contravene the Canadian Human Rights Act or any applicable federal, provincial or municipal legislation.

You can review ECU’s policies here.

ECU is committed to a sustainable future. We aim to protect natural resources, support community well-being and act responsibly—socially, environmentally and fiscally. We encourage all event organizers to consider the environmental impact of their plans and help us reduce waste and emissions.

Simple ways to host a sustainable event at ECU:
• Offer locally sourced catering
• Avoid single-use items; use reusable or compostable materials
• Offer digital tickets, programs and signage
• Encourage guests to bring reusable water bottles and coffee cups
• Use ECU bins for compost, recycling and garbage