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Meeting Request Form

Please fill in the fields below to have the EIO Administrative Assistant book a meeting for you.

Meeting Request Form

Used for large meetings (10 or more) that involve Sara-Jane and consist primarily of attendees external to EIO, faculty level or higher. Please ensure to submit your request at least 3 weeks in advance of your desired meeting date.

Name of Requester*
Email Address of Requester*
Name of Meeting*
Purpose/Description Of Meeting*
Number of Attendees*
Do you have a date and time determined?*
- Yes
- No
Meeting Date Information
Meeting Date*
Month
Day
Year
Meeting Start Time*

: Hours

Minutes

AM/PM
Meeting End Time*

: Hours

Minutes

AM/PM
Time required to set up prior to meeting start time*
In minutes
Time required to clean up after meeting end time*
In minutes
Determine a Meeting Date and Time
If you require the EIO Administrative Assistant to help determine a meeting date and time, please fill out the following information so that they can find an appropriate date and time for the meeting
When does the meeting need to occur by at the latest?*
Month
Day
Year

This will help the EIO Administrative Assistant establish potential dates.
Meeting Length*
Ideal length of meeting in minutes
Time required to set up prior to meeting start time*
In minutes
Time required to clean up after meeting end time*
In minutes
Who are the ESSENTIAL attendees if we cannot find a date that works for everyone?*
This information will help the EIO Administrative Assistant establish the meeting date
Space and Meeting Requirements
This section will help the EIO Administrative Assistant determine the type of room to book for your meeting, as well as any equipment and catering.
Type of Space Required*
- Boardroom
- Classroom
- Third Breakout RoomsChoice
- Other
You may pick more than one if needed (e.g. a larger board meeting will then turn into smaller breakout groups)
Specify Other Type*
Room Set Up Required*
- Boardroom
- Classroom
- Hollow Square
- Theatre
- U-Shape
- Other
Specify Other Room Set Up*
Will you require any AVIT equipment?*
- Yes
- No
AVIT Requirements
AVIT Required*
- Computer
- HDMI Adaptor
- Internet Access
- Microphone
- Projector/TV Screen
- Teleconferencing
- VGA Adaptor
- Videoconferencing
- Other
Please check off all equipment required.
Specify Other AVIT Required*
Will you require AVIT Support?*
- Yes
- No
- Third Choice
Catering Requirements
Catering Required*
- Yes
- No
Type of Catering*
- Breakfast (e.g. Coffee, Tea, Water, and Fruit)
- Lunch (e.g. Coffee, Tea, Water, Sandwiches, Salad, Fruit and Cookies)
- Coffee Break (e.g. Coffee, Tea, Water and Cookies)
Do any attendees have dietary restrictions/allergies/sensitivities?*
- Yes
- No
Dietary Restrictions/Allergy/Sensitivity*
Please list the dietary restrictions attendees have and the number of attendees with each dietary restriction, allergy or sensitivity.
Other Information
Is there any other information we should know about this meeting request?
Name
This field is for validation purposes and should be left unchanged.

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UBC Equity & Inclusion Office

2306 - 1874 East Mall

Vancouver, BC Canada V6T 1Z1

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