See below for links and info
on Booking Space in the SUB

 

Self Serve Meeting Rooms (Capacity 1-6 People)

Self Serve Meeting Rooms are available for use by all SFSS members using your SFU email address

  • To book a Self Serve Small Meeting Room in the SUB click here
  • Online Self Serve Booking is open until 11:59 the day prior to your booking. You may book space up to a week in advance. To use an available space on the day you are interested, please go to the GO Desk on Level 3000
  • SFSS reserves the right to cancel your booking at any point if guidelines are not followed
  • SFSS reserves the right to give away your room after 15 minutes if you do not show up for your reserved booking when other students/groups are waiting for space

3 hour maximum per day per student which includes all students in a group booking. No back-to-back booking allowed by individuals or members of the same group.

Individuals may only book rooms to a maximum of 6 hours per week.

*SFSS strongly encourages wearing a mask and physical distancing when using self-serve rooms to protect yourself, others, and prevent the spread of Covid-19.

Tabling, Meeting Rooms and Event Space in the SUB and SFSS Controlled Spaces in MBC

SFU departments, faculties, and the SFU community may request SUB Meeting and Event space by contacting MECS. These spaces are subject to MECS charges.

SFSS affiliated groups and SUB Tenants who do not have SFSS portal access please email sub.bookings@sfss.ca for information on how to book space.

Club and SU Executives can book Tables, Meeting Rooms, and Event Spaces through the SFSS Clubs/SU Portal:

  • Go to your Club/SU dashboard under Club/SU Management and look for Student Union Building (SUB) Space Bookings

Tabling in the SUB

* Review Tabling  Guidelines HERE

  • Tabling requests must be received 4 business days before your requested date (the 4 days does not include the date the request is received – Monday to Friday – or the date of your event)
  • Maximum 3 days of tabling in one week per group
  • DO NOT promote or share tabling info until you have a confirmed booking (an email stating confirmed). SUB space is limited and may not be available

Meetings in the SUB

*Review Meeting Room Booking/Use Guidelines HERE before making a request

  • Meeting and Activity Room requests must be received 4 business days before your requested date (the 4 days does not include the date the request is received – Monday to Friday – or the date of your event)
  • These rooms are available “as is” and are suitable for meetings and small-scale activities that can be done with a boardroom style set up. Minimal movement of furniture is permitted by the group and the room must be reset exactly as it was found by the end of the booking
  • Recurring weekly bookings are not permissible due to space constraints
  • The built in AV is accessible if noted in your request and is free of charge
  • Food is permitted following current SFSS guidelines and must come from licensed businesses
  • Meetings are not catered events and food is limited to such things as snacks, pizza, individual fast food, coffee (coffee service by urn or take away box is allowed)
  • DO NOT promote, share room numbers until you have a confirmed booking (an email stating confirmed). SUB space is limited and may not be available

The 6 available Meeting Rooms are as Follows:

  • 4200 – Capacity 26, built in AV (projector, sound)
  • 3210 – Capacity 10, built in AV (sound, TV)
  • 2420 – Capacity 18, video conferencing equipped
  • 2440  – Capacity 18, video conferencing equipped
  • 2120 – Capacity 16, built in AV (sound, TV)
  • Rehearsal Room – Capacity 25 (dance/movement groups ONLY  – NO food/drink, No outdoor or hard soled shoes)

Events in the SUB and SFSS Controlled Spaces in MBC

No group may have more than one event on the SUB Event Calendar at a time, but groups may request another event at the completion of the event on the calendar (adhering to required request timelines) and space will be provided if available.

*BEFORE requesting event space you MUST read the Event Space Guidelines HERE.

Basic

  • MUST be requested at least 10 business days in advance not including the day the request is received or the day of the event
  • No SFU Catering, no food services that need a permit
  • Gathering that is not a meeting (socials, game nights, movies nights, activities not directly related to your group’s mandate)
  • Set up is limited to a request for movement of the furniture in the space, addition of food tables, minimal extra chairs, some additional SFSS resources may be permitted (at the discretion of SFSS)
  • No SFU facilities, AV, SFU catering requests
  • No significant public or political figures or controversial guests
  • ONLY SFU Community, students, and group members

Large/Complex Events

  • MUST be requested at least 20 business days in advance (25 if MECS/SFU are required in any capacity) not including the day the request is received or the day of the event
  • All SUB Ballroom bookings are Large/Complex Events
  • Anything that is catered by SFU, requires food safe or a food permit
  • Set up that requires multiple tables or chairs to be brought in or removed or must have additional SFSS resources
  • Anything that requires SFU facilities, AV, MECS or external vendors (25 business days required for request)
  • Significant public or political figures or controversial guests
  • Guests external to SFU community
  • Timelines are strictly adhered to. Make your request early to avoid disappointment
  • Significant yearly or date specific events may make “hold requests” up to 4 months in advance. See guidelines for info on finalizing these bookings
  • DO NOT promote or share room numbers until you have a confirmed booking (an email stating confirmed). SUB space is limited and may not be available
SUB/SFSS Controlled Event Spaces are as Follows (space set up requests are accepted following guidelines):
  • 2120 – standard set up Boardroom Style 16
  • 2420 and 2440– standard set up Boardroom Style 18, video conferencing equipped
  • 4200 – standard set up Boardroom Style 26, space capacity varies based on set up
  • SUB Ballroom – Max capacity 220, capacity (up to maximum) dependent on set up (catering kitchen available for use by professional caterers only)
    • The ballroom is unfurnished and any furniture requests/set up must be included in your request and will be facilitated by SFSS or SFU departments as required
  • Social Stage Lounge: across from Blenz at 3000 level entrance – centre space and stage area only (orange lounge chairs remain) capacity varies dependent on set up

Please email sub.bookings@sfss.ca with questions and for more information on tabling, meeting, and self-serve spaces