Rates & information

Event rate structure

Tier	Customer	Event type	Cost model	Cost method	Examples	Average event cost¹
1	Staff, faculty, students	Check and clean only; no specialised set-up	No charge	Central budget	Departmental or club meeting	No charge
2	Faculty	Event associated with syllabus-based course	No charge	Central budget	Poster sessions, final presentations	No charge
3	Staff, faculty, students	Event requiring specialized set-up (including catering clean up)	Facilities set-up cost², IT consulting and set-up cost	Departmental budget	North Creek events, W Day, 5k, Welcome Week, tabling outside of tabling locations³	$123.84
4	Staff, faculty	Events hosted in partnership with UWB departments	Facilities set-up cost, IT consulting and set-up cost, $50 administrative fee⁴	Departmental budget	Professional conferences and events	$151.04
5	External customers	Events held via contract with external customers	Rate schedule in place	Contract & billing	Summer camps, meetings	Rate structure in place

A Cancellation Fee will be assessed on a sliding scale:
- Event cancelled more than 4-weeks out: $50 fee
- Event cancelled less than 2-weeks out: 50% of estimated event costs
- Event cancelled less than 48-hours out: 100% of estimated event costs
A rush fee of $50 will be assessed for events requested less than 2 weeks out.
A change fee of $50 will be incurred for any event changes made less than 48 hours from the event.
Costs for adjust building HVAC and lighting schedules will be charged to the requesting department regardless of event tier.

¹Based on event data collected from 07/01/18 – 03/31/19
² Set-up costs are charged on a time and material basis and are based on the re-charge rates set by Facilities
³ A permanent tabling location is being piloted outside of the Library for tabling events
⁴ Administrative fee covers the coordination and planning time of the Events & Conference Services team