Frequently Asked Questions

Virtual Office

A virtual office is a service that provides businesses with a professional address and essential office-related services without requiring a physical office space. It allows entrepreneurs, freelancers, and small businesses to establish a credible presence in a prime location like downtown Vancouver while operating remotely.

At Vancubers, our virtual office service includes using our prestigious address, #250 – 997 Seymour St., Vancouver, BC, V6B 3M1, as your business address. We handle your mail, offer mail forwarding and scanning options, and provide access to additional services such as meeting room bookings or coworking spaces as needed. It’s a flexible and cost-effective solution for businesses that want the benefits of a professional office without the overhead of renting physical space.

A key advantage of a virtual office is the privacy it provides by separating your personal life from your business operations. Instead of using your home address for business, you can use our address to protect your privacy, ensuring that clients and customers do not know where you live. Additionally, it allows you to project a professional image regardless of your location, which is especially valuable if you operate from outside Vancouver but want to establish a presence in the city.

Using a virtual office offers numerous advantages for your business, including:

  1. Professional Business Address
    • Establish your business presence with a prestigious address at #250 – 997 Seymour St., Vancouver, BC, V6B 3M1, enhancing your credibility with clients and partners.
  2. Privacy Protection
    • Keep your personal life separate from your business by avoiding the need to use your home address. This ensures that clients and customers do not know where you live.
  3. Cost-Effectiveness
    • Avoid the high costs associated with renting physical office space while still enjoying essential office services.
  4. Flexibility and Remote Operation
    • Work from anywhere while maintaining a professional presence in Vancouver. Ideal for entrepreneurs, freelancers, and businesses that operate remotely or globally.
  5. Mail Handling Services
    • Have your mail securely received and managed, with options for mail forwarding or scanning for convenience.
  6. Improved Branding
    • Boost your brand’s image by showcasing a reputable downtown Vancouver address on your website, business cards, and marketing materials.
  7. Access to Additional Resources
    • Gain on-demand access to meeting rooms, coworking spaces, or private offices when needed, perfect for client meetings or focused workdays.
  8. Business Compliance
    • Use our address for legal, government, or tax purposes, ensuring your business complies with official registration requirements.
  9. Global Reach
    • Operate in Vancouver’s business environment without being physically located there, opening doors to local clients and opportunities.
  10. Time Efficiency
    • Save time with mail management and other administrative tasks, allowing you to focus on growing your business.

Yes, you can use our address at #250 – 997 Seymour St., Vancouver, BC, V6B 3M1 as your business address when you sign up for our virtual office service. This includes using it for a variety of purposes, such as:

  1. Legal Address for Business Registration
    • You can use our address when registering your corporation with government agencies or tax authorities. It complies with the requirements for legal business registration in Canada.
  2. City of Vancouver Business License
    • Our address fully complies with the requirements for obtaining a business license from the City of Vancouver.
  3. Car Registration with ICBC
    • While it’s technically possible to use this address with ICBC, you are legally required to register your vehicle at the address where it is parked. To ensure compliance, we recommend following ICBC’s regulations for vehicle registration.
  4. Business Registration Forms
    • You can list our address on forms that ask for details, such as where business records or files are kept. This is especially helpful if you want to centralize your operations at a professional location.
  5. Professional Presentation
    • Our address can be displayed on your website, business cards, and marketing materials, giving your business a reputable and credible image.
  6. Privacy Protection
    • Using our address keeps your address private, ensuring clients and partners do not know where you live.

Whether you need an address for official registrations, client correspondence, or legal documentation, our virtual office service meets these needs and elevates your business’s professionalism.

Yes, our virtual office address at #250 – 997 Seymour St., Vancouver, BC, V6B 3M1, is fully accepted for government and legal registrations in Canada. You can use it for:

  1. Incorporating Your Business
    • Our address meets the requirements for registering your corporation or business with government authorities, including as the legal registered office for your company.
  2. Tax Registration
    • You can use our address to register your business with the Canada Revenue Agency (CRA) for tax purposes, including GST/HST accounts and related filings.
  3. City of Vancouver Business License
    • Our address complies with the City of Vancouver’s requirements for obtaining a business license, making it suitable for businesses in the area.
  4. Legal and Regulatory Documentation
    • Your official business address can be listed on contracts, invoices, or legal documents requiring a physical business location.
  5. Record Keeping and Compliance
    • You can specify our address on government forms that ask where business records or files are stored, ensuring compliance with legal and regulatory standards.

Using our virtual office address ensures that your business maintains a professional and credible image while meeting the requirements for legal and government registrations.

At Vancubers, we offer three flexible virtual office packages—Basic, Smart, and Premium—to meet the diverse needs of our customers. Each package provides varying levels of mail handling and convenience:

Basic Mailbox (From $25/month)

  • Physical Mailing Address: Use our prestigious downtown Vancouver address as your business address.
  • Unlimited Letter Receiving: Receive as much mail as your business requires.
  • Live Front Desk Reception Services: Our staff professionally handles your mail.
  • Same-Day New Mail Notification: Get notified whenever you receive new mail.
  • Small Package Receiving: Accept small packages on your behalf (subject to size restrictions).
  • Customs/Duties Handling: Assistance with mail that incurs customs or duty charges.
  • Self-Pickup Required: Customers must visit our office to collect their mail.

Smart Mailbox (From $40/month)

  • Includes All Basic Mailbox Services.
  • Same-Day Mail Scanning: We scan your mail and email it to you for instant access.
  • It is ideal for businesses or individuals who need quick, digital access to their mail without visiting the office.

Premium Mailbox (From $60/month)

  • Includes All Smart Mailbox Services.
  • Weekly Mail Forwarding: We forward your mail to any address you choose. (Standard letter-mail forwarding is included; additional costs may apply for packages or express shipping.)
  • Perfect for businesses or individuals who are frequently on the move or based outside of Vancouver.

Flexible Terms

All packages are available in 3-, 6-, and 12-month terms, with discounts for longer commitments (6—and 12-month terms).

Our packages are designed to cater to a range of needs, from cost-effective self-service options to full-service mail management. Whether you’re local to Vancouver or operating from a different location, we have a virtual office package that works for you.

Yes, we offer mail forwarding and scanning services as part of our Smart and Premium virtual office packages. Additionally, customers on the Basic package can purchase these services as add-ons to customize their virtual office experience.

Mail Scanning

  • Included in the Smart and Premium Packages:
    • We scan and email your mail, providing instant access to your correspondence.
    • Same-day scanning ensures the timely delivery of essential documents.
  • Available as an Add-On for Basic Package Customers:
    • If you’re on the Basic package, you can purchase a mail scanning add-on to receive digital copies of your mail.

Mail Forwarding

  • Included in the Premium Package:
    • Weekly mail forwarding to any address you choose (standard letter-mail forwarding included; additional costs apply for packages or express services).
  • Available as an Add-On for Basic Package Customers:
    • Basic package users can add mail forwarding services for a flexible and convenient way to receive their mail.

How It Works

  1. When Mail Arrives:
    • Our team receives and processes your mail, providing same-day notifications.
  2. Scanning or Forwarding Options:
    • For Smart and Premium Packages: Services are included in your plan.
    • For Basic Package with Add-Ons: Services will be provided based on the selected add-ons.

Flexible Options for Basic Customers

Basic package users can enhance their service as their needs evolve by purchasing scanning or forwarding add-ons. This ensures that all customers, regardless of the package, can enjoy the flexibility and convenience of tailored mail handling.

At Vancubers, mail forwarding frequency and costs depend on your subscription plan or add-on selection. Here’s a breakdown:

Premium Package (Included Weekly Mail Forwarding)

  • Mail is forwarded once per week.
  • Standard letter-mail forwarding is included in the package.
  • Additional costs may apply for forwarding packages or using express services.

One-Off Mail Forwarding Options (Available to Basic and Smart Package Subscribers)

We offer one-off mail forwarding options if you need mail forwarded outside of the regular schedule. Pricing and services are as follows:

  1. Within Canada:
    • Regular Mail Forwarding: $15.00 per request
      • Standard letter-mail (50 g or less).
      • No tracking number.
      • No parcels or large envelopes.
    • Registered Mail Forwarding: $25.00 per request
      • Standard letter-mail (50 g or less).
      • Includes a tracking number.
      • No parcels or large envelopes.
    • Xpresspost Mail Forwarding: $40.00 per request
      • Delivered in 2-3 business days.
      • Includes a tracking number.
      • Standard letter-mail (50 g or less).
  2. To the USA:
    • Regular Mail Forwarding: $22.50 per request
      • Standard letter-mail (50 g or less).
      • No tracking number.
      • No parcels or large envelopes.
    • Registered Mail Forwarding: $36.00 per request
      • Standard letter-mail (50 g or less).
      • Includes a tracking number.
      • No parcels or large envelopes.
    • Xpresspost Mail Forwarding: $55.00 per request
      • Delivered in 2-3 business days.
      • Includes a tracking number.
      • Standard letter-mail (50 g or less).

How It Works

  1. Mail Arrival:
    • We notify you on the same day your mail arrives.
  2. Forwarding Request:
    • Select your preferred service via your account or contact us directly for one-off forwarding.
  3. Processing and Delivery:
    • Mail is packaged and shipped based on the service level you select.

Yes, you can pick up your mail in person if you subscribe to one of our virtual office packages (Basic, Smart, or Premium).

Pickup Hours

  • Monday to Friday: 8:00 AM to 6:00 PM
  • Weekends and Holidays: Closed

Package Size Limitations

  • We can securely hold packages up to a maximum size of 18″ x 12″ x 12″.
  • For oversized packages, customers must:
    • Notify us in advance of the package’s expected arrival.
    • Commit to same-day pickup, as we cannot securely store large parcels beyond the day they arrive.
  • Alternative Option for Oversized Packages:
    • If same-day pickup isn’t possible, we can leave the package in a public area for up to 24 hours. However, please note that:
      • This is done at the customer’s risk.
      • Vancubers assume no responsibility for the security of packages left in public areas.

Important Notes

  • Identification: Please bring a valid ID when collecting your mail or packages.
  • Timely Pickup: We recommend picking up your mail promptly upon notification to ensure smooth operations and available storage for all clients.

While Vancubers welcomes a wide range of businesses to use its virtual office services, some restrictions apply to ensure compliance with legal, ethical, and operational standards.

Restricted Businesses or Activities

  1. Illegal or Unlawful Activities:
    • Businesses engaged in any activities that violate local, provincial, or federal laws are strictly prohibited from using our services.
  2. High-Risk or Controversial Activities:
    • Due to compliance requirements, businesses associated with gambling, adult entertainment, cryptocurrency exchanges, or similar high-risk industries may not qualify for our virtual office services.
  3. Mail-Heavy Businesses:
    • Businesses that expect to receive excessive volumes of mail or oversized packages (exceeding our size limits of 18″ x 12″ x 12″) may not be suitable for our virtual office plans.
  4. Physical Retail Operations:
    • Our virtual office services are incompatible with businesses requiring a physical storefront or the storage and frequent pickup of large inventories.
  5. Businesses Requiring Physical Presence:
    • Businesses that require their address to act as a storefront, warehouse, or customer-facing location cannot use our services as their primary operational hub.

Permitted Business Types

Our virtual office services are ideal for:

  • Freelancers and consultants
  • Startups and entrepreneurs
  • E-commerce businesses
  • Remote service providers
  • Professionals needing a registered business address
  • International companies expanding to the Vancouver market

What You Should Know

  1. Business License Compliance:
    • Our address qualifies if your business requires a City of Vancouver business license, provided your business complies with licensing requirements.
  2. Usage Policy:
    • All businesses must adhere to our terms of service, ensuring ethical use of the virtual office and compliance with Canadian regulations.
  3. Screening Process:
    • To maintain the integrity of our services, we may request additional information about your business during the application process.

While Vancubers does not impose strict limits on the amount of mail you can receive, we encourage common sense usage to ensure a smooth experience for all clients. Our policy is designed to accommodate the needs of most businesses while maintaining efficiency and sustainability.

General Guidelines for Mail Volume

  1. Regular Letters:
    • We can handle up to 50 regular letters per month without any issues. This is typical for most businesses and well within our capacity.
  2. Catalogs and Flyers:
    • Businesses that receive a small number of catalogs and flyers (e.g., 1 catalog and 5 flyers per month) are ideal clients.
    • Even receiving triple this amount is acceptable.
    • However, businesses that regularly receive 10 or more catalogs and 50+ flyers are not a good fit for our service. Clients can opt out of receiving catalogs or flyers altogether, and we will responsibly recycle them upon arrival.
  3. Parcels:
    • We are happy to accept a few parcels per week, provided they are within our size limits (18″ x 12″ x 12″) and are picked up promptly by the client.

Encouraging Frequent Pickup

The goal of our virtual office service is to ensure timely pickup and smooth mail flow:

  • Clients should pick up their mail regularly to avoid storage issues.
  • We do not charge extra for larger quantities of mail, but consistent pickup is required for parcels or large volumes of correspondence.

For Scanned Mail Clients

  1. Shredding Service:
    • We strongly recommend opting into our secure shredding service for scanned mail to minimize paper waste and reduce our environmental footprint.
    • Our cross-cut shredder meets all compliance standards, ensuring secure disposal of sensitive information.
  2. Recycling Flyers and Catalogs:
    • Clients can opt out of receiving flyers or catalogs, and we will recycle them immediately upon arrival to reduce clutter and waste.

Why This Approach Works

This flexible system ensures that our service meets the needs of various businesses while maintaining fairness, sustainability, and operational efficiency. Clients who adhere to these guidelines will enjoy a seamless virtual office experience.

No, we do not provide phone answering services as part of our virtual office package.

Our virtual office services focus on providing a professional business address, mail handling, and related services such as mail scanning and forwarding. If you require phone answering services, we recommend exploring third-party providers specializing in virtual receptionist or call-handling solutions, which can complement our virtual office offerings.

Yes, our virtual office service is available for international customers! Businesses and individuals outside Canada can establish a professional presence in Canada by using our prestigious Vancouver address: #250 – 997 Seymour St., Vancouver, BC, V6B 3M1.

How International Customers Benefit:

  1. Professional Business Address:
    • Use our address to expand your business footprint into Canada without needing a physical office.
  2. Mail Handling Services:
    • We offer mail forwarding to any international address and mail scanning so that you can access your mail from anywhere.
  3. Business Registration:
    • Our address can be used for legal and tax registrations in Canada, ensuring compliance with Canadian business requirements.
  4. Privacy and Credibility:
    • Protect your privacy and build trust with Canadian clients and partners using a reputable downtown Vancouver business address.

Mail Forwarding for International Customers:

  • We provide multiple forwarding options to meet your needs, including regular mail, registered mail, and express services.
  • Additional charges for international mail forwarding may apply based on destination and service type.

Important Notes for International Customers:

  • Currency: All fees for our services are listed in Canadian dollars (CAD).
  • Time Zones: Be mindful of our Vancouver office hours (8:00 AM to 6:00 PM PST) for support or service inquiries.
  • Legal Compliance: Ensure your business complies with local laws in your home country and Canadian regulations.

Whether an entrepreneur expanding into the Canadian market or a freelancer looking for a professional base, our virtual office service offers the flexibility and support you need.

Yes, absolutely! As a virtual office customer, you are highly encouraged to book our meeting rooms and coworking spaces for your business needs. These spaces are designed to provide a professional and comfortable environment for meetings, collaborations, or focused work sessions.

How to Book:

Benefits for Virtual Office Customers:

  1. On-Demand Availability:
    • Book spaces as needed without committing to long-term leases.
  2. Professional Environment:
    • Ideal for hosting client meetings, team discussions, or presentations in a fully-equipped meeting room.
  3. Networking Opportunities:
    • Meet and connect with other professionals and businesses in the coworking space.
  4. Affordable Rates:
    • As a virtual office customer, you can access flexible booking options at competitive rates.

Our facilities support your business operations, whether you need space for a quick meeting or a full day of collaboration. 

Our Virtual Office plans are designed to provide maximum flexibility, affordability, and value. To highlight the best savings, our prices are marketed as “starting from,” which reflects the lowest monthly cost when you pay for an entire year upfront. We also offer better discounts for longer-term commitments, making our services even more cost-effective.

Basic Mailbox

Perfect for businesses looking for a reliable and professional mailing address in downtown Vancouver.

  • 3 Months: $88.20
  • 6 Months: $159.00 (10% savings)
  • 12 Months: $300.00 (15% savings)

Starts from $25.00/month with a 12-month prepaid plan.

Smart Mailbox

Ideal for remote workers and frequent travelers who need digital access to their mail.

  • 3 Months: $141.00
  • 6 Months: $258.00 (10% savings)
  • 12 Months: $480.00 (15% savings)

Starts from $40.00/month with a 12-month prepaid plan.

Premium Mailbox

Designed for those requiring full-service mail handling, including weekly mail forwarding.

  • 3 Months: $211.00
  • 6 Months: $390.00 (10% savings)
  • 12 Months: $720.00 (15% savings)

Starts from $60.00/month with a 12-month prepaid plan.

Why Choose a Longer Commitment?

  • More significant Savings: Up to 15% off with a 12-month plan.
  • Hassle-Free: Set it and forget it—no need to renew frequently.
  • Best Value: Long-term plans offer the lowest monthly costs.

Our pricing model ensures businesses of all sizes can find a plan that suits their budget and needs.

Yes, we offer exclusive discounts for long-term subscriptions to our virtual office service. The longer your subscription, the more you save! Here’s a breakdown of the savings:

Discount Structure:

  1. 3-Month Plan: Standard pricing for short-term flexibility.
  2. 6-Month Plan: Save 10% compared to the 3-month plan.
  3. 12-Month Plan: Save 15%, our best value option.

Example Savings:

  • Basic Mailbox:
    • 3 Months: $88.20
    • 6 Months: $159.00 (10% off)
    • 12 Months: $300.00 (15% off, just $25/month!)
  • Smart Mailbox:
    • 3 Months: $141.00
    • 6 Months: $258.00 (10% off)
    • 12 Months: $480.00 (15% off, just $40/month!)
  • Premium Mailbox:
    • 3 Months: $211.00
    • 6 Months: $390.00 (10% off)
    • 12 Months: $720.00 (15% off, just $60/month!)

Committing to a longer-term plan allows you to unlock significant savings while enjoying uninterrupted virtual office services. Choose the plan that best fits your business needs and budget!

Yes, absolutely! As your business grows, you can seamlessly upgrade to a physical office or other services VanCubers offers. Here’s how it works:

  • Flexibility: Our plans are designed to accommodate your business’s evolving needs.
  • Based on Availability: Upgrades depend on the availability of physical offices or additional services at your request.
  • Easy Transition: We’ll work with you to make the transition smooth and hassle-free.

Whether you need a dedicated desk, a private office, or access to our meeting rooms, VanCubers has options to support your growing business. Contact our team when you’re ready to explore these opportunities!

At VanCubers, we prioritize the security of your mail and sensitive business information. Here are the measures we have in place to ensure maximum protection:

Office Security Features:

  1. 24/7 Video Surveillance:
    • Our office, including the main storage area, is monitored with 4K cameras.
    • Recordings are securely streamed and stored offsite for added redundancy.
  2. Alarm System:
    • The office has an alarm system that is activated whenever the premises are not in use.
  3. Building Security:
    • The building is fully locked down outside business hours.
    • Access to our floor requires a multi-tap fob.
    • Stairwells are reinforced with steel plates to prevent forced entry, and all handles are protected with steel covers.

Mail Security Features:

  1. Secure Storage:
    • All mail is kept under lock and key in a dedicated mail storage area.
  2. Controlled Access:
    • Only authorized personnel can handle and access stored mail.

Liability Disclaimer:

While we have extensive security measures in place, we assume no liability in the case of theft, as outlined in our terms and conditions. This policy ensures transparency and encourages clients to collect their mail regularly.

At VanCubers, we take every precaution to safeguard your mail and business information, providing you with peace of mind and a professional, secure service.

Setting up a virtual office with VanCubers is a straightforward and efficient process designed to get you started quickly and smoothly. Here’s how it works:

Step 1: Sign Up Online

  • Visit our website and select the virtual office package that best suits your needs.
  • Complete the sign-up process and make the required payment.

Step 2: Complete the Onboarding Form

  • Within 72 hours, you will receive an onboarding form via email.
  • The form will ask for the following details:
    • Company Name
    • Your Name
    • Phone Number
    • Names of Authorized Representatives (for mail pickup)
    • Address (for Premium subscribers only)

Step 3: Receive Your PMB#

  • Once we process the onboarding form, we will issue you a Private Mailbox Number (PMB#).
  • Why the PMB# Matters:
    • It allows us to identify and organize your mail quickly.
    • For example, lawyers handling immigration cases can have all client correspondence sent with their PMB#, ensuring seamless processing.
    • Even if mail arrives addressed to a client instead of the lawyer or law firm, we can easily match it to the correct PMB#.

Step 4: Mail Processing

  • We encourage clients to include their PMB# on all mail correspondence to expedite processing.
  • However, if the PMB# is not included, we can still look up your mail using your company or personal name in our system and process it as usual.

This simple and efficient process ensures that your mail is professionally managed and organized, providing a reliable and secure virtual office solution.

Yes, VanCubers has a clear cancellation policy and refund guidelines for the virtual office service. Here’s an overview:

Cancellation Policies

  1. Termination by Customer:
    • You may cancel your virtual office service at any time by notifying us that you no longer wish to use it.
    • Upon cancellation, access to the service will cease immediately.
  2. Termination by VanCubers:
    • VanCubers reserves the right to terminate your service without prior notice if you breach or are suspected of breaching any terms of service.
    • In cases of termination due to breach, no refunds will be provided.
  3. Effective Period:
    • The terms of service remain in effect unless terminated by either party. Obligations incurred before termination (e.g., outstanding payments) will continue to apply.

Refund Options

  1. Prepaid Services:
    • If VanCubers discontinues a prepaid service, it may offer a prorated refund or alternative arrangement at its sole discretion.
    • No refunds are provided for customer-initiated cancellations, except in cases where cancellation is due to VanCubers’ inability to deliver the service as promised.
  2. No Refunds for Breaches:
    • If the service is terminated due to a breach of terms by the customer, no refunds will be issued for any prepaid amounts.

Other Terms

  • Notice of Termination:
    • VanCubers may notify customers of termination via email, phone, or other provided contact details. Failure to deliver such notice does not invalidate the termination.
  • Customer Responsibility:
    • Customers are responsible for reviewing changes to pricing, services, or terms periodically. Continuing to use the service after changes implies acceptance of those changes.
  • Force Majeure:
    • VanCubers is not liable for service failures due to circumstances beyond its control (e.g., natural disasters and governmental orders).

You can start using the virtual office service immediately after signing up! Once your payment is processed, you’ll receive an onboarding form within 72 hours to finalize the setup. The form includes details such as your business name, authorized contacts, and other essential information. While the complete onboarding process helps customize the service for your needs, you can begin using the address immediately for business purposes.

We accept mail and parcels from all carriers, major and minor, including Canada Post, FedEx, UPS, DHL, and others. Your clients can even drop off items directly. The only requirement is that the mail or parcel include your name and our address. We highly recommend including your PMB# on the package for faster and more efficient processing. However, if a PMB# is not included, we can still process the mail by looking up your name or business in our system.

Each virtual office subscription is designed to support a single business entity. If you need to register multiple businesses, a separate subscription is required for each one to ensure proper mail handling, accurate recordkeeping, and compliance with our services. This structure allows us to maintain high organization and professionalism for all our clients.

We will send you a same-day email notification with important details whenever you receive mail at your virtual office address.

What’s Included in the Notification?

  • An image of the received mail so you can see who it came from.
  • A date stamp indicating when we received it.
  • The ability to determine whether the mail is urgent or can wait for pickup, scanning, or forwarding.
  • A record of your mail that you can always refer back to in your email.

How Can I Verify My Mail?

  • Email Notifications: The most efficient way to stay informed about your mail.
  • Phone Verification: You are welcome to call us at 604-449-2033 if you have questions about your mail.

Important Note:

  • Please do not use the website chat system to request mail checks. It is not monitored for mail inquiries.
  • You don’t need to call to ask if you have mail, as our email system keeps you updated. However, if you prefer to confirm over the phone, we’re happy to assist at 604-449-2033.

This system ensures that you stay informed, can manage your mail efficiently, and never miss an important delivery.

Meeting Room Rental

Booking a meeting room at VanCubers is simple and can be done online in just a few steps:

  1. Visit Our Booking Page
  2. Select Your Date and Time
    • Choose the date and time for your meeting.
    • Please note that bookings must be made at least 24 hours in advance.
  3. Complete Your Reservation
    • Provide your contact details and any additional information required.
    • Make the payment to confirm your booking.
  4. Receive Your Booking Confirmation
    • You will receive an email confirmation with your booking details and instructions for your meeting.

If you have any questions or need assistance with booking, feel free to call us at 604-449-2033.

Our meeting room is designed to provide a professional, high-tech, and comfortable space for your business meetings, presentations, and video conferences.

In the Meeting Room:

✅ Large Boardroom Table – Spacious enough for collaboration and presentations.
✅ 10 Ergonomic, Comfortable Chairs – Perfect for long discussions without discomfort.
✅ 65″ TV Display – Ideal for presentations, video calls, and screen sharing.
✅ AI-Powered Conference Room Technology:

  • Owl Labs 360° Conference Camera – Captures the entire room for immersive video conferencing.
  • 4K Head-of-Room Camera – AI-powered tracking ensures the speaker remains in focus.
  • Single USB-C Connection – Plug in your laptop for seamless access to:
    • Power & Internet
    • TV Display
    • Owl Labs Conference System
      ✅ Whiteboards & Markers – Ideal for brainstorming sessions and visual presentations.

Guest Access to Kitchen Amenities:

☕ Nespresso Coffee Machine – Enjoy a variety of flavors.
☕ Espresso Machine with Fresh Ground Coffee – Make Americanos, Cappuccinos, Flat Whites, Lattes, and more.
🍽️ Microwave & Air Fryer – Bring your own food or heat up meals conveniently.
🚗 Outside Food Allowed – Feel free to order delivery or bring your own meals.

Whether you’re hosting an important client meeting, a team strategy session, or a video conference, our meeting room is fully equipped to support your needs. Book your meeting room today at Meeting Room Booking or call us at 604-449-2033 for assistance.

Our meeting room is booked by the hour, allowing flexibility based on your needs.

Booking Time Requirements:

  • Minimum Booking Time: 1 hour
  • Maximum Booking Time: Up to the full business day (within office hours)

Office Hours for Bookings:

  • Monday to Friday: 9:00 AM – 6:00 PM
  • Saturday & Sunday: Closed

All reservations must be made during our office hours and at least 24 hours in advance. If you require an extended booking or have specific scheduling needs, please call us at 604-449-2033 for assistance.

Book your meeting room now: Meeting Room Booking

We require a 24-hour advance booking to ensure the meeting room is properly prepared and available for your reservation. This policy allows us to:

  • Manage Scheduling Efficiently – Avoid conflicts and ensure fair access to the meeting space.
  • Prepare the Room – Set up technology, clean the space, and restock necessary supplies.
  • Provide the Best Experience – Guarantee a professional and seamless booking environment.

If you need a last-minute meeting room, we encourage you to call us at 604-449-2033 to check for same-day availability. However, we cannot guarantee accommodation without prior booking.

Reserve your meeting room here: Meeting Room Booking

Although our office opens at 8:00 AM, meeting room bookings begin at 9:00 AM to allow our team sufficient time to prepare the space for the day. This includes:

  • Setting up and testing equipment such as the Owl Labs conference system, 65” TV, and connectivity features.
  • Cleaning and organizing the room to ensure a professional and comfortable environment.
  • Restocking supplies such as whiteboard markers, coffee, and other essentials for guests.

This preparation ensures that every meeting room booking starts smoothly and meets our high standards of service. If you require an earlier booking time, feel free to contact us at 604-449-2033, and we will do our best to accommodate your request.

Book your meeting room here: Meeting Room Booking

Yes, you can reschedule or cancel your meeting room booking, but our cancellation policy depends on when you make the request.

Rescheduling Policy

  • If you request to reschedule your meeting room booking at least 24 hours before your scheduled time, you will not be charged an additional fee.
  • Rescheduling within less than 24 hours is subject to availability and may not be guaranteed.

Cancellation Policy

  • More than 24 hours before the booking – You will receive a full refund or the option to apply the amount as credit for a future booking.
  • Less than 24 hours before the booking: The booking is non-refundable, but depending on availability, we may offer a rescheduling option.
  • No-shows – If you do not arrive for your booking and have not provided notice, no refunds or rescheduling will be available.

For rescheduling or cancellations, please get in touch with us at 604-449-2033 as soon as possible.

Book or manage your meeting room reservation here:Meeting Room Booking

Our meeting room is designed to accommodate up to 10 people comfortably. The space includes a large boardroom table with 10 ergonomic chairs, making it ideal for team meetings, client presentations, and video conferences.

If you need seating for additional guests or have specific setup needs, please call us at 604-449-2033 before booking to discuss available options.

Yes, you are welcome to bring outside food and drinks into the meeting room. We understand that meetings often require refreshments, and we encourage guests to bring what they need for their session.

Additionally, our office has a fully equipped kitchen where you can:

  • Use the microwave or air fryer to heat up food.
  • Enjoy coffee from our Nespresso machine or make espresso-based drinks using our professional espresso machine.

If you plan to have food delivered, you can order from any food delivery service. We will notify you when it arrives.

Please handle all food and drinks responsibly and clean up after your meeting to keep the space professional for all guests.

Yes, our meeting room is fully equipped with everything you need for presentations, brainstorming sessions, and video conferencing.

Available Equipment:

  • 65″ TV Display – Connect your laptop for presentations and screen sharing.
  • Whiteboards & Markers – Ideal for brainstorming, planning, and interactive discussions.
  • AI-Powered Video Conferencing System:
    • Owl Labs 360° Camera – Captures the entire room for immersive video calls.
    • 4K Head-of-Room Camera – AI-powered tracking keeps speakers in focus.
    • Single USB-C Connection – Plug in your laptop to instantly connect to the TV, internet, and conference system, while also supplying power.

This setup ensures a seamless meeting experience, whether you’re hosting in-person or virtual sessions.

For any special setup requests, please contact us at 604-449-2033 before your meeting.

Yes, you can extend your meeting room reservation if additional time is available. However, extensions are subject to the following conditions:

Same-Day Extensions

  • If the meeting room is not booked immediately after your session, you can extend your reservation on the spot.
  • To check availability, speak with our staff or call 604-449-2033 before your session ends.
  • Additional time will be charged at the standard hourly rate.

Advance Extensions

  • If you anticipate needing extra time, we recommend booking a longer session in advance to guarantee availability.
  • You can modify your existing reservation by contacting us at least 24 hours before your scheduled time.

What If the Room is Unavailable?

  • If another client has booked the room immediately after your session, you must vacate the space at the end of your reserved time.
  • Our staff will provide a 10-minute courtesy reminder before your booking ends to allow you to wrap up.

For any urgent extension requests, call us at 604-449-2033.

Ultimate Desk Rental

The Ultimate Desk is designed to provide a premium, high-performance workspace with all the essential tools for productivity. When you book an Ultimate Desk at VanCubers, you get access to:

  • 4K Monitor – High-resolution display for crisp visuals, perfect for multitasking, graphic design, and video editing.
  • Wireless Keyboard & Mouse – Clean, clutter-free setup for seamless productivity.
  • All-in-One USB-C Hub Connection – A single USB-C cable that connects your laptop to:
    • 4K Monitor
    • Internet (Wired Ethernet)
    • Power Supply (Charging while you work)
    • Keyboard & Mouse
    • Any additional peripherals

This setup ensures that you only need to bring your laptop, plug in via one cable, and get straight to work without any hassle.

For more details or to reserve an Ultimate Desk, visit Ultimate Desk Booking

Connecting your laptop to the Ultimate Desk setup is simple and requires just one USB-C cable for a seamless, all-in-one connection.

Step-by-Step Connection Guide:

  1. Locate the USB-C Cable – Each Ultimate Desk is equipped with a single USB-C cable that connects all peripherals.
  2. Plug the USB-C Cable into Your Laptop – Once connected, your laptop will instantly integrate with:
    • 4K Monitor for an extended display.
    • Wireless Keyboard & Mouse for a clutter-free workspace.
    • Wired Ethernet for a fast and stable internet connection.
    • Power Supply to charge your laptop while you work.
  3. Start Working Immediately – No need for extra adapters or multiple cables—just plug in and go.

Compatibility:

  • Works with most modern laptops that support USB-C for video output and power delivery.
  • If your laptop does not have a USB-C port, you may need an adapter (not provided).

Yes! The Ultimate Desk is a fully adjustable sit-stand desk, allowing you to customize the height to your comfort level.

Adjustment Features:

  • Electric Height Adjustment – Easily switch between sitting and standing with the press of a button.
  • Customizable Ergonomics – Adjust the desk to the ideal height for your posture, reducing strain and improving comfort.
  • Smooth & Quiet Operation – Transitions seamlessly without disrupting your workflow.

Whether you prefer to sit for focused tasks or stand for better circulation and energy, the Ultimate Desk gives you complete flexibility.

Yes! The Ultimate Desk is an excellent choice for graphic design, video editing, and other creative work due to its high-performance setup.

Why It’s Ideal for Creative Professionals:

  • 4K Monitor – High-resolution display for crisp, color-accurate visuals.
  • Single USB-C Connection – Fast, hassle-free connectivity for external devices.
  • Ergonomic Sit-Stand Desk – Adjustable height for long work sessions.
  • Stable Wired Ethernet Connection – Ensures smooth file transfers and cloud-based collaboration.

If you use external storage, drawing tablets, or other peripherals, simply plug them into your laptop. They will work seamlessly with the Ultimate Desk setup.

Yes! When you book an Ultimate Desk, you get access to several additional amenities to enhance your productivity and comfort.

Included Amenities:

  • High-Speed Internet – Wired Gigabit Ethernet and Wi-Fi for a reliable connection.
  • Full Kitchen Access – Enjoy:
    • Nespresso Machine with a variety of coffee flavors.
    • Espresso Machine for Americanos, Cappuccinos, Flat Whites, and more using fresh ground coffee.
    • Microwave & Air Fryer to heat up meals.
  • Complimentary Coffee & Tea – Available throughout the day.
  • Printing & Scanning Services – For any last-minute document needs (fees may apply).
  • Quiet & Professional Work Environment – Ideal for focused work without distractions.

The Ultimate Desk is available for use during our standard business hours:

  • Monday to Friday: 8:00 AM – 6:00 PM
  • Saturday & Sunday: Closed

Bookings must be made in advance, and all desk usage must be within these hours. If you need assistance or have special requests, please get in touch with us at 604-449-2033.

For most users, no additional accessories or cables are needed. The Ultimate Desk setup includes a single USB-C connection, which provides:

  • 4K Monitor Display
  • Wired Internet (Ethernet)
  • Power Supply (Laptop Charging)
  • Wireless Keyboard & Mouse

When You Might Need Extra Accessories:

  • If your laptop does not have a USB-C port – You must bring an adapter (not provided) to connect via HDMI or USB-A.
  • If you require specific peripherals, Users with specialized equipment (e.g., drawing tablets, external hard drives, and multiple monitors) should bring any required cables or accessories for their setup.

If you’re unsure about compatibility, please call us at 604-449-2033 before booking.

We highly recommend booking in advance as we have a limited number of Ultimate Desks available.

Booking Guidelines:

  • Advance Booking ensures availability and guarantees your desk is ready when you arrive.
  • Walk-ins are welcome, but availability is not guaranteed. If all desks are booked, we may not be able to accommodate you.

To avoid disappointment, we strongly suggest reserving your desk in advance. You can book online or call us to check availability.

Yes! To provide better value and flexibility, we offer membership options and discounts for frequent users of the Ultimate Desk.

Membership Benefits:

  • Discounted Rates – Members receive lower pricing for regular bookings.
  • Priority Booking Access – Secure your desk in advance with ease.
  • Exclusive Perks – Complimentary coffee, tea, and access to office amenities.

Membership Options:

We offer daily, weekly, and monthly passes to suit different needs. A monthly membership provides the best value if you frequently use the Ultimate Desk.

For details on pricing and membership options, visit Ultimate Desk Membership