The Mirror Act
Monday, April 20
We reflect on the past year to understand what’s working, what’s not, and what needs to evolve.
Staff Planning Session
From Vision to Activation
We don’t just set direction, we activate it. Turning plans into action, and action into results.
We’re stepping into our role as powerbrokers for bold environmental change—figuring out how we show up, where we have influence, and how we turn that into real movement across supply chains. Together, we’ll explore how to activate our vision for forest conservation… with a generous splash of Canopy spice along the way.
Why Gather Under the Big Top
Objective 1
Clarity on the scale of Next Gen transformation and what we need to do to make it happen.
Objective 2
Strengthen Canopy’s powerbroker role to unlock Next Gen and financial health for Canopy’s operations.
Objective 3
Activate an integrated, high-trust culture that supports nimble, bold action—and game-changing impact.
The Four Acts
The High Wire
Tuesday, April 21
We explore bold ideas and smart risks to move our work further and unlock greater impact.
The Ensemble
Wednesday, April 22
We align across teams and strategies to strengthen our collective impact and build real leverage.
The Finale
Thursday, April 23
We turn insights into action, commit to next steps, and celebrate the progress we’ve made together.
Step behind the curtain to explore the full schedule and session pre-readings to step into the week with clarity and intention.
Where We Gather
For four days, we will gather at the Rober H. Lee Alumni Centre in the heart of University of British Columbia's Vancouver campus.
Rober H. Lee Alumni Centre
6163 University Blvd, Vancouver, BC V6T 1Z1
Our Nest For The Week
Throughout the week, we will stay at Gage Suites.
Gage Suites
5959 Student Union Blvd, Vancouver, BC V6T 1K2
Check-in is anytime after 3:00 PM. Check-out is 11:00 AM. 24/7 front desk and luggage storage is available.
• Parking: On-site parking is covered by Canopy. Register at the front desk for your pass.
• Wi-Fi: Complimentary access via the ubcvisitor network.
• Laundry: Machines in each tower basement. Pick up a reloadable laundry card ($5 deposit) at the front desk.
All suites includes a basic kitchen (fridge, stove, microwave, sink), with toiletries provided and daily housekeeping in private suites (limited in shared).
Coffee and tea machines are available in rooms, but to support our low-waste approach, disposable pods have been removed. Coffee purchases are expensable, and coffee is available at the venue starting 8AM.
Behind the Curtain
If you’re arriving from YVR, public transit is the easiest and lowest-impact way to reach campus.
- Take the Canada Line SkyTrain from Vancouver Airport
- Ride 5 stops to Langara–49th Avenue Station
- Transfer to the 049 bus toward UBC
- Ride 28 stops to UBC Exchange (Bay 1)
- From there, it’s an approximate 5-minute walk to Walter Gage Residence for check-in
To pay your fare, you can tap your Float Card at the gate or purchase a Compass Card (recommended if you plan to use transit more than once). Be sure to keep receipts for when you need to expense your travel.
Use Google Maps or the Transit App for real-time routes, timings, and platform details.
Vancouver’s weather can be unpredictable, with cool mornings, mild afternoons, and frequent rain. Be sure to pack:
• Base layers
• Warm mid-layers for mornings and evenings
• Waterproof rain jacket or shell
• Comfortable walking shoes (preferably water-resistant)
Don’t forget to bring:
• Reusable water bottle
• Canopy laptop, charger, and other work essentials
Canopals are traversing the globe, coming from far and wide to Vancouver for our April Staff Planning retreat. With all the travelling, there is an elevated risk of transmitting germs. In an effort to mitigate the spread of germs and reduce the likelihood that a Canopal may become unwell, please consider the following best practices:
Best Practices
- Wash your hands and use hand sanitizer often
- Wear a mask in high-density indoor settings (airports, train stations, etc.) and when experiencing any symptoms
- Please feel comfortable declining a hug or handshake if you choose - it’s cool to normalize a fist bump, or a foot-to-foot tap as well
- Stay hydrated and well-rested – check in with your body and be kind to yourself if you begin to feel unwell
If You Feel Unwell
- If you begin to feel unwell, please do not attend group sessions and activities. Inform your line manager AND HR as soon as you feel unwell (see contact numbers below).
- Remain in your hotel room and rest
- You may request support from the Care Committee
COVID / Illness Testing Guidance
All staff are encouraged to complete COVID/Flu testing upon arrival to the event. Testing will be available:
- Thursday morning as the ILT session begins in the Nest Building
- Sunday afternoon in the hotel lobby of Gage Suites
- Monday morning at Jack Poole Hall
If a Canopal tests positive or feels unwell, they will be asked to quarantine in their hotel room.
Care Committee
The Care Committee provides practical, non-medical support to Canopals who become unwell during the April Staff Planning Session. Support is strictly opt-in and provided only at the request or consent of the individual. Examples of support include: picking up food, medication, or supplies; delivering items to a hotel room; assisting someone in safely returning to their room; helping coordinate access to medical services if needed. Care Committee members do not provide medical advice, diagnosis, or treatment. They should not put themselves at risk, and any physical assistance should only be provided when safe and appropriate.
Care Committee Canopals include:
- Anna Abad-Frederick [ +1 703-402-4091]
- Linda Lukandwa [+1 651-870-8934]
- Jenna Ringelheim [+1 503-998-4020]
Escalation Protocol
- Emergency (e.g., breathing difficulty, chest pain, loss of consciousness): Call 911, then notify Samuel Hartman [802-324-9195]
- Non-emergency medical support: Assist with access to local care and notify Samuel Hartman [802-324-9195]
Resources
On-Campus Pharmacy:
- Shoppers Drug Mart
- 5940 University Blvd, Vancouver, BC V6T 1Z3
- Open 8:00 AM–10:00 PM • 604-228-1533
Urgent Care:
- UBC Urgent Care and Primary Care Centre
- 6165 Agronomy Rd, Vancouver, BC V6T 1Z3
- Open 8:00 AM–10:00 PM
Emergency Department:
- UBC Hospital Emergency Department
- 2211 Wesbrook Mall, Vancouver, BC V6T 2B5
- Open 8:00 AM–8:00 PM • 604-822-7121
UBC offers space to reset and reconnect, whether you’re looking to move, breathe, or simply step away.
Recreation Centre North
6000 Student Union Blvd, Vancouver, BC
A short walk from your accommodation with drop-in gym access for a quick reset. Canopy will reimburse for the fitness centre drop-in fee, simply use your Float/Soldo card.
Pacific Spirit Park
4915 W 16th Ave, Vancouver, BC
Expansive forest trails perfect for a quiet walk amongst the trees.
Wreck Beach
6300 NW Marine Dr, Vancouver, BC)
500 steps down to the Pacific Ocean (and back up), with a clothing-optional setting.
Before the full Cirque begins, the ILT will gather in a separate space just ahead of the Staff Planning Session.
Location
Room 2311 in the Nest Building (6133 University Blvd), next to the Rober H. Lee Alumni Centre.
Catering Schedule
Breakfast: 8:00–9:00 AM
Lunch: 12:00–1:00 PM
Snack: 3:00–4:00 PM
On-site Support
(778) 855-6540
Fuelling the Cirque
Throughout the session, meals are designed to keep you energized, with breakfast, lunch, and snacks provided daily.
Menus are vegetarian and mostly vegan, with all items clearly labelled for dietary needs.
Dinner will be provided on Monday, Tuesday, and Thursday. Wednesday evening is free for you to explore on your own. The team dinner on Tuesday will be off-site at Banana Leaf in Kitsilano.
Meals are reimbursed when:
• It’s a travel day
• Dinner is not provided (Wednesday)
Remember:
• Daily Meal Allowance $75 CAD
• Use Float/Soldo Card
• Keep receipts
• Do not include alcohol on the same receipt
WHO TO CONTACT
Travel Support
Travel days don’t always go to plan, but you’re supported every step of the way.
Primary contact (24/7)
Nhattan Nguyen
WhatsApp (fastest): +1 514-466-9976
If urgent or no response on WhatsApp:
- Mobile: +1 (514) 466-9976
- Work: (514) 768-3080
If you’re unable to reach Nhattan after multiple attempts:
Direct Travel — 24hr Assistance
(Agency Code: i9Ai)
- 1-800-263-1163 (Business hours, North America)
- 1-888-577-4616 (After hours, fees may apply)
- 1-514-855-4254 (Global collect)
For medical emergencies, please refer to your travel insurance.
Hannah Kocsis
For operations and logistics
(581) 909-7167 during travel or via Zoom leading up to the retreat.
Sam Hartman
For general inquiries
(802) 324-9195 during travel or via Zoom leading up to the retreat.
The Canopy Cirque Big Top has been raised!
Bring your curiosity, creativity, and Raven Revelry.
