Make sure your event runs as smooth as possible. Here are some pointers to help you plan your event at Langara College:
1. Plan well in advance
It can take some time before receiving approval for your event so, plan accordingly. Make sure to submit your request at least four weeks (28 days) before your preferred booking date. Failure to provide adequate notice means your request may be not be fulfilled due to limited resources. Please note that you will still have to book any catering directly through the Chartwells website. Try to make your event as sustainable as possible by following our zero-waste checklist.
2. Have a budget
Some services will have an additional cost associated with them. Make sure that you have approved budget to cover the costs for your event.
3. Check if the venue you want is available
You can check if an event space is available by viewing the room booking calendar:
- Library Second Floor Study Space (L224)
- Science and Technology Gallery (T240)
- Classroom space requests are processed approximately two weeks prior to the beginning of each semester, once the course schedule has been finalized. Classroom space is allocated based on the category of use (see Premises Use Policy for more information) and according to the date and time they are received.
4. Fill out a floor plan
Your floor plan should be filled out at least four weeks in advance of your event date and can be submitted through your event request form or to events@langara.ca. Please be mindful that Facilities employees work hours is 7:00 am–3:30 pm, Monday to Friday. As a result, resources may not be available for weekend requests, and it will be difficult to accommodate last minute furniture setup or layout changes on the day of the event. If you require assistance on the day of your event, please indicate this on your floor plan.
Download a floor plan for your venue here:
- A Building Main Foyer
- Student Cafeteria*
- Library Second Floor Study Space (L224) - max. capacity 100 people
- Science and Technology Gallery (T240) - max. capacity 140 people
*Cafeteria is on an 'as is' basis.
5. Promote your event
Get in touch with your Communications Advisor if your event is public or you need help with promotions. Every department has a Communications Advisor that supports communications and marketing needs for campus initiatives.
Booking your event
Once you're ready to book your event, read through the terms and conditions and current event safety protocols, then fill out an activity request. Note that the activity request form can only be completed by Langara employees.