Events Management

Our events staff plan, coordinate and execute special events for the BCIT community, including convocation ceremonies, Open House, staff retirement dinners and more. We also market BCIT meeting space for external events and conferences.

Are you Planning an Event?
For information on event planning at BCIT, contact Leslie_Graham@bcit.ca, Meeting and Events Coordinator, at 604-456-1076.

Helpful Checklist for Event Planning

1. Invitations, programs, posters and other collateral: please contact your marketing and communication strategist preferably at least six weeks prior to event.
2. Audiovisual equipment: book through BCIT AV Services preferably at least 72 hours in advance.
3. Room booking: check availability for most rooms on Lotus Notes under Resource Information. Book rooms asap to ensure availability.
   • Town Square A, B, C, and D Room Details [PDF, 44 KB]
   • Booking Guidlines for Town Square Rooms [PDF, 115 KB]
   • Town Square Conference Room Request Form [PDF, 53 KB]
   • Guidelines for Use of Downtown Campus Meeting Facilities [PDF, 29 KB]
4. Catering: place catering requests online. For Town Square Conference rooms include your room set-up on your catering form. Chartwell's requires a minimum of 24 hours notice.
5. Set-up and material management request: do you need the room set-up or furniture removed, items delivered to the event, etc.? E-mail Central Stores with specific instructions for your event, including date and time the work is required, and reset/return of items. If your event is in the Town Square Conference rooms, Chartwells catering will do the set-up. Requires 72 hours notice.
6. Facilities management: do you need banners, directional signs, staging, etc.? Use the online Facilities Management Request. Remember to include a request to take down items following the event. Minimum 48 hours notice.
7. Safety and security: do you need special security for your event, or doors unlocked at a certain time? Contact BCIT Safety and Security.
8. Parking requirements: do you have external guests attending your event? Request parking passes and assistance with parking control, if required, by e-mailing Parking.
9. Photography: do you require photos taken at your event? Submit an online photography request.
10. Accommodation: do you require off-site accommodation? Contact Michelle_Moniz@bcit.ca.
11. Media release and/or Update newsletter: is your event newsworthy? Contact Kelly_Angelo@bcit.ca.