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• Which venues are available on the dates and times you need?
• How many people will be attending and what is the seating capacity?
• Do you need a sound system or other audio/visual support and is there a fee to use it?
• Can the location accommodate the equipment you need?
• Are there any contractual requirements that need to be met?
  • Example: a donor wants to have their event in the classroom they are naming.
• Can you serve food and alcohol?
• Will you be encroaching on space used by students?
• Will the noise from your event impact classes?
• If the event is outside will you be able to move to an inside location if the weather changes?
• Can the room accommodate persons with disabilities?
• Is parking available for guests?

• How should the room be configured?
• If you have a stage can the entire audience see it from their seat?
• Is there a podium?
• What space is available for catering?
• If you have a table for food, can it be located to ensure the greatest amount of traffic flow?
• Is there space for your guests to mingle and talk to each other?
• Do you need a reception table or table for other things such as silent auctions?
• Is there enough space between the chairs? (This can be a concern if the event is a dinner and guests need room to get up from the table.)
• Will you need to decorate the room with plants, flowers, a stage backdrop or lighting?
• Are keys needed or will the room be unlocked?

To ensure your area is properly set up, please send an email to Facilities Services: New Westminster and Coquitlam.

It may be useful to attach a diagram of your room setup.

You can book AV equipment from the Library.