Event Planning and Procedures

A well-organized event starts with a plan. Whether you’re organizing a small meeting or a large campus-wide conference, this Event Planning and Procedures Guide provides the essential steps and resources to help you coordinate your event with confidence.  

Need More Help? Contact UNBC Conference & Event Services by email conference@unbc.ca or phone 250-960-6760. Our office is open Monday to Friday, from 8:00 AM to 4:00 PM (closed at lunch from 12:00 PM to 1:00 PM).

Academic & Administrative Departments 
NUGSS Student Led Organizations & NBCGSS Directors and Staff 
Conference Planning Guide

Academic & Administrative Departments

  • Submit the online booking form at least 3 business days in advance, or 14 business days for large events that require advance planning.
  • Complete the booking form in full to provide as much information as possible. Conference & Event Services will determine space options and assign suitable space.  Please include if you are requesting a specific room or furniture setup.
  • Bookings may need to change until the academic schedule is finalized (after the add/drop date) and/or the exam period is scheduled. You will be notified if a conflict arises.
  • If you need to cancel or change a booking, please email roombookings@unbc.ca as soon as possible.
  • Outdoor spaces, gardens, and parking lots can be requested via the booking form.
  • Tseba / The Firepit can be requested via the booking form. Visit the Tseba/The Firepit webpage for more details.
  • Flip chart stands, tack boards, and whiteboards can be requested via the booking form. Departments must provide their own paper, markers, and pens.
  • A Booking Confirmation with date, time, location, and set-up details will be sent for your review.
  • The contact person and department listed on the Booking Confirmation are responsible for ensuring spaces are set up as requested, greeting and hosting guests, and arranging for catering, and audio-visual equipment if required.
  • Conference and Event Services follows UNBC’s Space Booking Policy.
  • UNBC is committed to creating an inclusive and accessible environment for all members of our community. For more information, please visit: https://www.unbc.ca/equity-and-inclusion/accessibility-unbc 

  • The Booking Confirmation will include set-up and furniture details as requested and based on availability. The department organizing the event should view the space prior to the event start time to ensure set-up is satisfactory.
  • Conference and Event Services communicates with the Facilities Department and Catering Services daily until 1:00 PM (Monday to Friday) for event setup requirements. Last-minute changes or requests may not be accommodated after 1:00 PM.
  • Conference and Event Services provides a daily activity report to UNBC Security. If you require access to a room that you have booked, contact UNBC Security:
    • 250-960-7058
    • security@unbc.ca
    • Visit the Security Desk located in the Agora Hallway

  • Catering service is exclusively provided by Dana Hospitality at all UNBC locations in Prince George, excluding NUGSS-operated spaces and the University Hospital of Northern BC.
  • Visit the Catering webpage for menus and more information.
  • UNBC Departments can create an account to place an order with the CaterTrax ordering software.
  • Orders with less than 50 people must be placed at least 5 business days in advance. For orders with more than 50 people, please submit with at least 15 business days advance notice.
  • Food service tables are covered with linens (free of charge). Additional linens can be ordered with the Catering Coordinator.
  • For assistance with placing a catering order:

  • For more information about janitorial services and the contracted provider, please visit the Facilities Management webpage.
  • Conference and Event Services provides a daily activity schedule to the university service provider, Sodexo Canada.
  • For special requests and/or custodial concerns, please submit a TMA request with the Facilities Department.

NUGSS Student-Led Organizations & NBCGSS Directors and Staff

  • Submit the online booking form at least 3 business days in advance, or 14 business days for large events that require advance planning.
  • Complete the booking form in full to provide as much information as possible. Conference & Event Services will determine space options and assign suitable space. Please include if you are requesting a specific room or furniture setup.
  • Bookings may need to change until the academic schedule is finalized (after the add/drop date) and/or the exam period is scheduled. You will be notified if a conflict arises.
  • If you need to cancel or change a booking, please email roombookings@unbc.ca as soon as possible.
  • Outdoor spaces, gardens, and parking lots can be requested via the booking form.
  • Tseba / The Firepit can be requested via the booking form. Visit the Tseba/The Firepit webpage for more details.
  • A Booking Confirmation with date, time, location, and set-up details will be sent for your review.
  • The contact person listed on the Booking Confirmation is responsible for ensuring spaces are set up as requested, greeting and hosting guests, and arranging for catering, and audio-visual equipment if required.
  • For NUGSS Student-Led Organizations, university space will only be booked if the Northern Undergraduate Student Centre (NUSC) is unavailable or unsuitable. Booking requests from UNBC students may be forwarded to NUGSS for review and approval before confirmation. Please allow time for this process.
  • Conference and Event Services follows UNBC’s Space Booking Policy.
  • An approved Student Event Checklist is required for all special events hosted by Student-Led Organizations. Please allow enough time to complete all the steps outlined in the Student Event Checklist.
    Special events typically include one or more of the following:
    • Large attendance
    • Extraordinary setup requirements
    • Alcohol service
    • Have a broader impact on the campus or community

  • The Booking Confirmation will include set-up and furniture details as requested and based on availability. The event host should view the space prior to the event start time to ensure set-up is satisfactory.
  • Conference and Event Services communicates with the Facilities Department and Catering Services daily until 1:00 PM (Monday to Friday) for event setup requirements. Last-minute changes or requests may not be accommodated after 1:00 PM.
  • Conference and Event Services provides a daily activity report to UNBC Security. If you require access to a room that you have booked, contact UNBC Security:
    • 250-960-7058
    • security@unbc.ca
    • Visit the Security Desk located in the Agora Hallway

  • Catering service is exclusively provided by Dana Hospitality at all UNBC locations in Prince George, excluding NUGSS-operated spaces and the University Hospital of Northern BC.
  • Visit the Catering webpage for menus and more information.
  • UNBC Departments can create an account to place an order with the CaterTrax ordering software.
  • Orders with less than 50 people must be placed at least 5 business days in advance. For orders with more than 50 people, please submit with at least 15 business days advance notice.
  • Food service tables are covered with linens (free of charge). Additional linens can be ordered with the Catering Coordinator.
  • For assistance with placing a catering order:

  • For more information about janitorial services and the contracted provider, please visit the Facilities Management webpage.
  • Conference and Event Services provides a daily activity schedule to the university service provider, Sodexo Canada.
  • For special requests and/or custodial concerns, please submit a TMA request with the Facilities Department.

Step 1: Plan Ahead & Submit the Room Booking Form

Book early to secure your preferred date and space. For small events, book at least 2–4 weeks in advance. For large events, book months in advance.  Campus spaces are in high demand, so early planning is essential. Complete and submit the Room Booking Form.
 

Step 2: Complete the Student Event Checklist (if applicable)

After submitting your room request, you will receive an email from Conference and Event Services with a Booking Confirmation.  Bookings will either be approved and confirmed, or they will be booked tentatively with more information requested.  A completed Student Event Checklist may be requested to finalized your room booking. To expedite the process, ensure all attachments and required signatures are included. Please submit the completed checklist to Conference and Event Services for final confirmation.
 

Step 3: Arrange for Catering Services and Audio-Visual Equipment

Catering service is exclusively provided by Dana Hospitality at all UNBC locations in Prince George, excluding NUGSS-operated spaces and the University Hospital of Northern BC. Outside food or catering services are not permitted.

Contact the UNBC Catering Coordinator to place your catering order:

Audio-visual equipment and technical support are coordinated with UNBC Information Technology Services:

Step 4: Final Confirmation

A few days before your event:

  • Confirm your expected number of attendees with Catering
  • Notify your Event Coordinator of any updates
  • Finalize setup and service requirements
     

Step 5: Enjoy Your Event

  • Ensure the space is set up appropriately
  • Manage catering and A/V on-site
  • Provide signage, greet your guests, and most of all, don’t forget to have fun!
     

Conference Planning Guide

  • Set clear goals and objectives
  • Create a solid plan well in advance
  • Organize your team to implement the plan
  • Prioritize responsible financial management

  • Chair: Oversees the planning team
  • Treasurer: Handles all payments and maintains financial records for budgeting
  • Secretary: Keeps records and minutes, sends meeting invites, and manages communication
  • Functional Teams (individuals or small groups):
    • Budget & Finance
    • Accommodation
    • Public Relations & Communication
    • Hospitality & Welcome
    • Exhibits
    • Registration
    • Entertainment
    • Program
    • Field trips

  • Seek Permission from the University: Ask the Dean and/or the President’s Executive to host the conference on campus
  • Contact Conference & Event Services: Check if event spaces and Guest Accommodations are available for desired dates and avoid conflicts with other campus events
  • Book Accommodations: Reserve Guest Accommodations on campus and/or hotel rooms

  • Form Your Team: Build your planning committee
  • Set Budget: Estimate costs for food, rooms, speakers, transport, etc.
  • Get Sponsors & Set Fees: Find funding and decide on registration prices
  • Develop Program:
    • Choose topics/themes
    • Call for speakers
    • Book keynote speakers
    • Plan poster sessions or exhibits

  • Promote the Event:
    • Assign a committee lead
    • Build website with event info
    • Design and send flyers, posters, or emails
    • Email “Save the Date” to mailing lists
  • Transport: Plan for extra transportation (e.g. shuttles, field trips)
  • Open Registration: Contact Conference & Event Services to create a customized online registration form to collect payment, send confirmations, and create your conference delegate list

  • Catering: Choose meals, times, and locations
  • A/V Equipment: Confirm your keynote and guest speaker requirements. Contact Information Technology Services for support, if needed.

  • Conference Materials: Finalize name tags, welcome packages, update website
  • Contact Delegate List: Promote the conference with your registered delegates to help them know what to expect
  • Final Numbers: Provide an update to Conference and Event Services for your catering, room assignments, and Guest Accommodations

  • Guarantee number of guests for catering (must be done 15 days in advance if there are over 50 guests)
  • Finalize setup details for event space(s)
  • Confirm itineraries and schedules
  • Double-check final budget
  • Create event signage
  • Assign staff and volunteers for key roles (e.g.: registration table, hosting, emcee, etc.)

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