Submit a Booking Request for a Program, Tour or Online Beaty Box Program
Submit a Booking Request for a Beaty Box
Prices include applicable taxes and are for confirmed group bookings
Beaty Boxes
Museum-Led Programs & Guided Tours
$200 small group – a group of 1 -15 participants
$350 large group - a group of 16-30 participants
Earth Experience (Grades K-12+, All ages)
Online Tours and Online Beaty Box Programs
Online sessions are offered at 10:15 a.m. and 12:45 p.m.
Self-Led Visit
$150 small group – a group of 1-15 participants
$250 large group – a group of 16-30 participants
Group Size
Fees for museum led programming cover program delivery and staffing costs. We cap group size at 15 participants (small group) or 30 participants (large group) as this is manageable size for our venue, and ensures a high-quality, interactive visitor experience.
Maximum group size is 30 participants, we suggest that teachers avoid blending classes as this may impact the field trip experience when groups are not used to learning together. Class size, as assigned by the school, respond to the needs of each specific grade. We recommend this structure be upheld during the field trip.
Adult Chaperones
Small groups (1- 15 participants)
For school groups, camps, and other youth organizations traveling with adult supervisors, 2 adult chaperones will be included in the small group fee. This follows the VSB recommend chaperone numbers.
Large group (16-30 participants)
For school groups, camps and other youth organizations traveling with adult supervisors, 3 adult chaperones will be included in the large group fee. This follows the VSB recommend chaperone numbers.
There is no charge for Educational Assistants (Aides) or Caregivers assigned to support a student(s) or participant(s), regardless of group size. For the safety and enjoyment of all visitors, each organizer is responsible for the appropriate behaviour of their group. Please ensure that supervisors remain with the group at all times.
Booking, Deposits and Payments
We use an online booking and payment system
Once you booking request has been received, the Visitor Services Team will contact you by email to confirm date, groups size, and costs by email. Following booking confirmation, a link to the payment site will be sent along with the Contract and Invoice. UBC departments may pay internally.
Customers can pay the full amount in advance, or choose to pay the deposit ($60) and pay the remainder up to 14 days before the booking date. Bookings not paid before the program date will be canceled.
We require deposits on bookings for confirmation and to secure the dates. The deposit will be put towards the cost of the program or box rental.
A $60.00 deposit per program is required to confirm a booking for a program or tour. A $35.00 deposit is required per Beaty Box rental. Deposits are required within ten (10) calendar days of receipt of the Contract and Invoice.
The invoice should be paid in full on line. Any costs incurred on the day of the program, such as payments for extra chaperones, will be paid on the day using the in-person point of sale or online system.
Cancellations/Reschedules
A minimum of fourteen (14) days written notice (i.e. email) is required to cancel or modify a booking as this directly impacts staffing requirements. Cancellations without this notice period may result in the deposit being forfeited to cover administrative and staffing costs.
Refunds will be issued through our online payment system, and may take up to 15 days to process.
Getting to the Museum
Public transportation is a great way to get to UBC – visit TransLink for the most up-to-date information about specific bus routes and schedules. School busses should drop groups off on East Mall via Biological Sciences Road.
- Please see the following links for passenger drop off points, parking information, road closures and a general map of campus. Getting to the Museum; UBC Visitor Parking; Wayfinding at UBC; UBC Road Closures
Arrival
Please arrive at least 15 minutes prior to your booking to provide ample time to register your group at the Admissions Desk.
Belongings
Limited unsecured coat racks and hooks are available to groups to store jackets and backpacks. We highly encourage visitors to leave valuables at home as the Beaty Biodiversity Museum is not responsible for lost or stolen belongings.
Meals
Food, gum, and drinks are not permitted in the museum due to the sensitivity of the collections. There are ample outdoor spaces adjacent to the museum for large groups as well as a small seating area that can accommodate up to 30 individuals, dependent on availability.
Photography
Please note that flash photography is not permitted in the collections as excessive light can damage fragile museum specimens.
Safety Procedures
Please refer to our Procedures for a Safe Visit page for up-to-date requirements around vaccination and masking: https://beatymuseum.ubc.ca/visit/new-procedures-for-a-safe-visit/
Careful social contact and daily self-health assessment are encouraged.
Tour Length
Online tours are 60 minutes long. The online program includes up to 15 minutes for a tech-test with the organizer, students, and facilitator before the program begins, plus 45 minute program time, which includes time for student questions and discussion.
When you click the zoom link, you will be taken to a waiting room. The organizer will be let in first, so we can quickly touch base about the program. Then, students will be allowed into the zoom room where we can check that things are set up and working smoothly before we begin. The main organizer can sign on a few minutes before the scheduled start time (up to 5) if preferred.
Booking Times
Online tours are booked using our online booking form and follow our regular booking policy and procedures.
Class Size & Management
A maximum of 30 participants per booking makes for an optimal experience. We will expect the adults responsible for the group to provide group management and facilitate the Q&A portion. The amount of time for individual students to ask questions and interact will depend on the number of students in the call.
Depending on your needs, your group may need to be larger than 30 students. We can accommodate larger groups by request for the Online Museum Collections Tour, but please note that we will not be able to have the same level of interactivity that we can have in a smaller group setting. We cannot accommodate larger groups in other online tours or programs.
Technology Requirements
Online tours require a strong internet connection and access to a video/sound system. This can be achieved through a laptop. In a classroom, we recommend connecting your laptop to a projector to provide an optimal viewing opportunity for all participating students. You can watch as a group from one computer, that computer projected on a screen, all in class with each student having their own device, each student at home, or a combination! We encourage the use of videos so our interpreters can see all participants during the program!
If your students do not have access to the internet, they can call into the tour using a local phone number.
Once your online tour request has been confirmed you will receive information on how to schedule a tech check with the facilitator. This is a 15-minute practice run, right before your group session begins, and is included in your tour fees
Platform & Security:
We run sessions using Zoom ( https://zoom.us/security ), as this is a widely available and easy to use platform. Once your booking has been confirmed, you will receive a unique link for a Zoom meeting. You are not required to hold a Zoom license as the Museum is hosting the meeting. Where possible, we will work with organizations who prefer to use other platforms.
We take steps to ensure security while online and expect the same of the groups we are working with. We provide unique meeting links, passwords, virtual waiting rooms, and designated staff to manage the online environment.
We ask that you do not share your unique meeting link beyond the immediate audience and avoid posting meeting links on social media. We expect participants to join and leave at designated times.
There is an element of risk using any online interface, and while we take steps to ensure security of the facilitators and audience, we cannot accept responsibility should the session be compromised.
Recording
We do not record our online tours out of respect for the safety and privacy of our facilitators and participants. We will offer the option of sharing a pdf of slides with the organizer to use later and to distribute with those unable to attend the live event.
We now offer an online layer of programming to complement Beaty Box rentals!
Choose between two bookable online programs to complement a Beaty Box rental:
Online Beaty Box Sketching (Kindergarten and up)
Online Beaty Box Adaptation Exploration (Grades 3 - 7)
Online Programs
$125.00 per group (tax included), payable online.
Program Length
Online programs are 60 minutes long. The online program includes up to 15 minutes for a tech-test with the organizer, students, and facilitator before the program begins, plus 45 minute program time, which includes time for student questions and discussion.
When you click the zoom link, you will be taken to a waiting room. The organizer will be let in first, so we can quickly touch base about the program. Then, students will be allowed into the zoom room where we can check that things are set up and working smoothly before we begin. The main organizer can sign on a few minutes before the scheduled start time (up to 5) if preferred.
Booking Times
Online sessions are offered at 10:15 a.m. and 12:45 p.m.
Online programs are booked using our online booking form and follow our regular booking policy and procedures
Class Size & Management
A maximum of 30 participants per booking makes for an optimal experience. We will expect the adults responsible for the group to provide group management and facilitate Q&A. The amount of time for individual students to ask questions and interact will depend on the number of students in the call. Due to the nature of the programming, and the limit of numbers of specimens in the Beaty Boxes, both the Beaty Box: Sketching, and Beaty Box: Adaptation Exploration virtual programs cannot accommodate more than ~30 students per program. If you have a larger group, please consider booking two or more Beaty Box programs, or book an Online Museum Collections Tour.
Technology Requirements
Online programs require a strong internet connection and access to a video/sound system. This can be achieved through a laptop. We recommend connecting your laptop to a projector to provide an optimal viewing opportunity for all participating students. To ask questions, students can type or speak into the computer microphone. We encourage the use of videos so our interpreters can see your students during the program!
If your students do not have access to the internet, they can call into the program using a local phone number.
Once your online program request has been confirmed you will receive information on your program. Your 10:15 or 12:45 program time is when you and your students should log onto the zoom link we send you. We will let the main teacher into the zoom room first to quickly touch base, then allow all students in for tech and materials check with the facilitator before starting the program. This tech test is included in your 60 minute booking time and is included in your tour fees
Platform & Security
We run sessions using Zoom, as this is a widely available and easy to use platform. Once your booking has been confirmed, you will receive a unique link for a Zoom meeting. You are not required to hold a Zoom license as the Museum is hosting the meeting. Where possible, we will work with organizations who prefer to use other platforms.
We take steps to ensure security while online and expect the same of the groups we are working with. We provide unique meeting links, passwords, virtual waiting rooms, and designated staff to manage the online environment.
We ask that you do not share your unique meeting link beyond the immediate audience and avoid posting meeting links on social media. We expect participants to join and leave at designated times.
There is an element of risk using any online interface, and while we take steps to ensure security of the facilitators and audience, we cannot accept responsibility should the session be compromised.
Recording
We do not record our online tours out of respect for the safety and privacy of our facilitators and participants. We will offer the option of sharing a pdf of slides with the organizer to use later and to distribute with those unable to attend the live event.
Thank you for participating in a tour or program with the Beaty Biodiversity Museum! We appreciate your feedback. Please fill out the feedback form and don’t hesitate to let us know if you have additional comments at programs@beatymuseum.ubc.ca.
General Program Booking Instructions
Visit the Beaty Box section for more information on requesting a Beaty Box.
- All bookings must be completed via the appropriate online request form. Please note that the form is an online request only and is NOT a confirmed booking
- Booking requests must be submitted at least 2 weeks in advance
- See the Learn webpage to find descriptions of bookable programs
- One class or group per booking; if you require more than one booking please submit a new form for each request.
- Fees for museum led programming cover program delivery and staffing costs. We cap group size at 15 participants (small group) or 30 participants (large group) as this is manageable size for our venue, and ensures a high-quality, interactive visitor experience.
- We suggest that teachers avoid blending classes as this may impact the field trip experience when groups are not used to learning together. Class size, as assigned by the school, respond to the needs of each specific grade. We recommend this structure be upheld during the field trip.
- For small (1-15 participants) school groups, camps, and other youth organizations traveling with adult supervisors, 2 adult chaperones will be included in the small group fee. This follows the VSB recommend chaperone numbers.
- For large (16-30 participants) school groups, camps and other youth organizations traveling with adult supervisors, 3 adult chaperones will be included in the large group fee. This follows the VSB recommend chaperone numbers.
- Children under five years old receiving a museum-led school program or tour will be included in the group number and counted as part of group rate to cover program delivery and staffing costs.
- Educational programs and experiences are subject to change. The Beaty Biodiversity Museum reserves the right to cancel, change or reschedule a booking due to unforeseen circumstances, such as extreme weather and staffing issues.
- Additional fees may apply for special requests.
Please arrive at least 15 minutes before your program time, so you can check-in, visit the washrooms, and begin exploring the museum. When your group lesson is over, you don’t have to go home! The museum hosts a wide range of student-friendly activities including scavenger hunts and nature-themed crafts. Full-day museum admission is included with your lesson price. For more information, please check our Calendar.