Frequently Asked Questions
Below you will find answers to frequently asked questions about the staff retreat. If you have any questions that are not covered below, please fill out the contact form or email Erin directly (erin.blanding@makeway.org)
How do I get to/from UBC from the airport?
The easiest way is by taxi. Uber and Lyft apps are available here and there is also a taxi stand located on Level 2 of the Domestic Arrivals Area at YVR. The journey from the airport to UBC should take about 30 minutes and we encourage sharing taxis with colleagues if arrival / departure times allow. Vero is coordinating arrival and departure times and will reach out if carpooling is an option for you.
If you’re arriving on Monday morning, please have them take you to the Ponderosa building (6445 University Blvd) as check in isn’t until 3pm.
What facilities does my room have?
The majority of rooms are the Gage Signature Studios which are studio rooms with queen bed, private bathroom, work desk, flat-panel TV, fully equipped kitchen, air conditioning, complimentary coffee and WiFi. The West Coast Suites, for those with children, etc, have a few more amenities. If you require anything in particular in your room for access needs, please reach out to the retreat team.
If you have been in touch with us about alternate accommodations, Vero will reach out to you directly.
How do I check in?
The check-in desk is located in the main lobby of the Walter Gage residence building located at 6002 Walter Gage Road. The front desk team will ask for a piece of ID and will then provide you with your room key. You will not be required to provide a credit card. Please find further details in this info sheet.
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Check in is from 3pm onwards, check out time is 11am. Please check in at the Front Desk located in the main lobby of Walter Gage Residence, 5959 Student Union Boulevard. They have everyone’s names so you will be required to show a piece of ID to pick up your room key. For those driving there is temporary parking out front where you can park while you check-in. The Front Desk agent will then direct you where to park.
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Call Erin on 437-774-5775 if you’re having any troubles!
How do I check out?
Upon your departure you will need to check-out at the front desk in the main lobby of the Walter Gage residence building. The check-out time is 11:00 AM Monday-Sunday. If you require luggage storage after this time, please inquire at the Front Desk.
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Please note: there is no overnight storage available.
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The majority of staff are departing on Friday May 10. You will need to check out before the start of programming that day. You can either access the luggage storage or choose to bring your luggage with you to the meeting space.
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On Friday programming will conclude promptly by 12, noon. For those flying out later in the day or staying in Vancouver post retreat you are your own to explore after that. All staff are responsible for getting themselves to the airport. If additional support is needed, please contact Vero who can help you arrange your departure.
Where do I park? Do I have to pay for parking?
If you are staying on-site and bringing your car, your parking will be charged to the master account so you will not need to pay for anything upfront. Park in any spot marked for West Coast Suites/Gage Residence. Follow this link for more detailed driving instructions.
If you are driving in for the day, you can park at the West Parkade which is nearest to the Ponderosa meeting space. This is paid parking, and we recommend downloading the Honk Mobile App for easy payment. This can then be submitted as an expense after the retreat. For those driving in for the day we would encourage car-pooling where possible.
Will there be any free time during the week?
Yes! Tuesday evening is free for you to decide what to do and where to eat. The will also be other opportunities for downtime during the week, which are shared in the program schedule.
Which meals are provided? Where can I find the food options?
All meals apart from dinner on Monday and Tuesday night will be provided, from lunch on Monday through to lunch on Friday. Your team dinner on Monday evening will be taken care of by your manager. All dietary requests are catered for. If you have any specific needs, please reach out to Sharon right away (sharon.chao@makeway.org).
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Check out the "What's on the Menu" link on the Resources page for full details!
For any meals that aren’t provided, what is the per diem rate?
For travel days and the Tuesday night, the CRA rates apply and include taxes.
Our payroll team will be issuing a "one time additional payment" for your MAY 3rd payroll. It will show up as miscellaneous earnings on your pay statement. This means you won't be required to pay out-of-pocket or submit meal expenses for those meals. We will be going off of your confirmed travel dates submitted to calculate the amount. If you have any questions, email Erin or events@makeway.org
Please refer to the MakeWay Travel and Per Diem policy for more details.
How far is the meeting space from our accommodations?
The walk is approximately 12 minutes. Follow this link for a simplified map showing important locations. For a more detailed UBC map, please follow this link.
If you require transportation to and from the residences to the conference room, please reach out to events@makeway.org and we'll make sure to arrange this.
Where are the childcare facilities?
There will be on-site childcare provided for those that need it. Lee will be in touch with those who have requested it.
What are my transportation options to get around Vancouver?
There are some great bus links from the UBC campus. Translink has a good ‘trip planning’ tool. Credit card, cash or Compass card is accepted as payment.
What is the dress code?
Whatever you feel comfortable in! The weather in Vancouver can be unpredictable so try to be prepared for both warmer and cooler weather...and rain!
What do I need to bring with me to the retreat to get the most out of the programming?
We recommend bringing a few things:
Laptop (for note-taking only please!)
Notepad and pens (if you prefer this method of note-taking over digital)
Reusable water bottle
Reusable coffee cup
Is there a personal expense allowance for activities?
Yes! There is $50 per person set aside for activities in your free time during the week, from gym classes to kayak rental to seeing a music concert. This will also come in your May 3rd payroll deposit like the per diem, and if you have any questions please reach out to Erin.
How do I claim my expenses?
To reduce the workload with processing expenses, please try to submit one expense report for the staff retreat in Concur which includes all of your individual expenses.
Eligible expenses include:
Air travel
Taxi costs to / from the airport
Parking at UBC
Food per diem (if you missed the payroll deposit cutoff)
Daily transit to / from UBC to attend the retreat
Per kilometer rate for use of a personal vehicle
Please refer to the Travel and Per Diem Policy for more detailed information.
All expenses should be coded to the Foundation > People, Engagement & Learning > Operations > No Award.
I am unable to attend the retreat in person. Is there a virtual option for me?
The majority of the sessions will not be available virtually. However, we will be doing our best to provide virtual options for a few of the speaker sessions. Zoom links and information will come to you directly before the retreat. We recognize these might be at times that are not your regular work times, so they are optional. Please also bear with us for any sound/video challenges we may have to navigate.
Where is the funding for the retreat coming from?
The retreat is funded from the Reserve Fund, which comes from our investment income. This time together is an investment in our staff -- in building our relationships as colleagues, peers, and friends. We believe it is 100% worth the investment!!
Who do I contact for questions and/or concerns, and how do I find useful numbers
For any questions or concerns before May 6th, please email Erin or events@makeway.org and we’ll get back to you. We would also recommend saving her mobile number (437-774-5775) in your phones for any questions during the event or on travel days. This number, along with other useful numbers can be found in the resources section.
What should my OOO message say?
SUGGESTION ONLY
Use the below message in the week leading up to the retreat to let people know you will be offline:
I will be away from emails from May 6-10 as the MakeWay team gathers for a week of retreat. This is a rare opportunity for us to come together, learn more deeply about the work we're trying to advance, learn about each other, and be inspired to achieve even greater impact together with our partners.
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Please reach out before May 3 if there is anything you need before or during that week. Otherwise, I will get back to you as soon as I can.
Thank you for your understanding.
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Use the below message as an out of office reply during retreat week:
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From May 6-10 the MakeWay team is gathering for a week of retreat. This is a rare opportunity for us to come together, learn more deeply about the work we're trying to advance, learn about each other, and be inspired to achieve even greater impact together with our partners.
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I will be away from emails most of the week, and will respond to you as soon as I can.
Thank you for your understanding.
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OR [insert coverage plan for your own team here].