Function Request Form

2025 UBCM Convention Function Request Form

All groups requesting function space affiliated with the UBCM Convention will be required to pay the applicable rental amount to UBCM at the time of booking. Completing this form does not guarantee your request has been approved. Once UBCM has reviewed your request, we will confirm via email if there is space available for your request. If your request is approved, we will send an invoice that must be paid within 14 business days of the date received, or by September 22nd, 2025, whichever date comes first. Your approved meeting space will be cancelled should the invoice not be paid within this timeframe.

All costs pertaining to space rental, catering and audio-visual equipment for the function will be billed to the group directly.

Any group or individual commits, through completion of this form to comply with these terms and conditions. Failure to comply will result in suspension from participation in future conventions.

Cancellations must be received by email, no less than 21 days in advance to jdcowell@ubcm.ca. Refunds will be issued for cancellations received prior to 21 days advance notice, minus $150 administrative fee.

All administrative time incurred in the function planning and coordination will be billed to the organization upon receipt of notice of cancellation.

For further Convention information please visit the Convention tab at www.ubcm.ca

Contact Information

Organization:

Please provide your organization's name.

Contact Person:

Please provide a contact person.

Daytime phone:

Please provide a valid daytime phone number.

Cell phone:

Please provide a valid cell phone number (optional).

Email:

Please provide a valid email address.

Street Address:

Please provide your street address.

City:

Please provide your city.

Province:

Please provide your province.

Postal Code:

Please provide your postal code.

Function Details

Type of Function:

Please specify the type of function.

Preferred Date:

Please select a preferred date.

Start Time:

Please select a start time.

End Time:

Please select an end time.

Estimated Participants:

Please enter the estimated number of participants.

Brief Description of Function:

Please provide a brief description.

Room Set-up:

Please specify the desired room set-up.

Audio Visual Requirements:

Catering Requirements:

Costs for audio visual equipment and labour, as well as food and beverage (if requested) will be billed to your organization.