UBC Students booking general teaching space

The information on this page is for UBC Students to book a general teaching space for University activities.

Students are authorized to make bookings if

  • They are part of an AMS-constituted club

  • They are a faculty-sponsored student group booking representative 

Booking release dates

In order to allow time to book credit courses and/or exams in general teaching space, all other booking requests can only be made on and after the release date for the corresponding room booking period.

Booking period

Release date

December Exams

Dec 4 – 19, 2018

November 14, 2018

Christmas Period 2018/19

Dec 20 – 24, 2018

September 26, 2018

Term 2 - Winter Session 2018/19

Jan 2 – Apr 7, 2019

September 26, 2018

April Exams

Apr 8 – 26, 2019

March 13, 2019

Term 1 - Summer Session 2019

Apr 27 – May 31, 2019

January 21, 2019*

Congress 2019 Event

June 1 – 7, 2019

Blackout**

Term 1 - Summer Session 2019

June 8 – June 23, 2019

January 21, 2019*

June Exams

June 24 – 28, 2019

June 5, 2019

Term 2 - Summer Session 2019

June 29 – Aug 12, 2019

January 21, 2019*

Aug 18 – 31, 2019

January 21, 2019*

August Exams

Aug 13 – 17, 2019

July 22, 2019

*January 21 – 27, 2018 is the collection week. Anything submitted on January 28 onwards will be first come first serve.

**Not accepting any requests for this period.

Scheduling Services will adhere to booking release dates and booking priorities for general teaching space when processing booking requests. We recommend you read the helpful hints at the bottom of this page prior to booking.

Making a room booking request

  1. Complete the Room Booking Request Form.

  2. Scheduling Services will process the request and email you room booking confirmation within two business days.

Please note that due to the high volume of requests received at the end of January, end of July, and in September, processing may take longer than two business days. Please do not advertise your event until you have received a final booking confirmation.

Make a payment

If the activity generates revenue above the cost recovery of the activity, the booking will be subject to a room rental rate and may be subject to additional fees for AV support and building access. Scheduling Services will contact you to arrange payment via Visa or MasterCard.

Room rental rates

  • If the room is rented for a fee charging event, and the activity generates revenue above cost recovery, half the rate listed in the table below will be charged (only for UBC Staff/Faculty for University activities). Please note that activities booked by UBC staff/faculty that are not University activities will be charged full price.

Room capacities and minimum charges

Room Capacity Minimum Charge*** Hourly Rate
0-20 $100 $25
21-39 $160 $40
40-99 $180 $45
100-200 $320 $80
201-300 $380 $95
301-400 $440 $110

*Rental rates subject to GST

**Rental Rates are effective September 1, 2016

***Room rentals are charged based on an hourly rate, with a minimum rental of 4 hours

Featured rooms

A featured room rate applies for rooms that are in higher demand.

Room Seating Capacity Minimum Charge Hourly rate after four hours
ALRD 105 94 $200 $50
IBLC 261 112 $400 $100
IBLC 182 154 $400 $100
SWNG 121 187 $400 $100
SWNG 122 188 $400 $100
SWNG 221 190 $400 $100
SWNG 222 190 $400 $100
ANGU 098 260 $460 $120
ESB 1013 350 $550 $130
CIRS 1250 426 $620 $150
WOOD 2 503 $620 $150

Building Operations opening and closing fees

If your event falls outside a building's regular hours, Building Operations may charge opening or closing fees to offset the cost of providing access. Regularly scheduled academic courses are exempt from these fees.

Period Fee*
Opening early $25
Closing late $25
Opening and closing $50
Opening and closing on staturtory holidays $160

*Taxes not included

AV resources and technicians

Internal bookings include the use of accessible AV equipment. Review the Glossary page for a list of AV equipment.

Additional AV support or equipment rentals may be subject to fees. Contact IT Audio Visual Services for more information.

Forms and resources

This form is for students who want to establish a student organization but aren’t affiliated with the AMS. Students will need the permission of their department head in order to operate as a student group.

This form is for student groups who have been authorized by their department head. Students without their department head's permission to operate as a student group must complete the Authorization to Operate as a Student Organization form (above).

UBC's Respectful Environment Statement

UBC Policy

Helpful hints

  • Room bookings are scheduled to begin and end on the hour or half-hour. Your event should end 10 minutes prior to the scheduled end time to allow for transition to the next event. 
  • Please note that food, alcohol, non-alcoholic drinks are not permitted in general teaching space (classrooms). The Irving K. Barber Learning Centre is the only building on campus that allows food and non-alcoholic drinks in classrooms.
  • Do you need first aid coverage at your event? Request free first aid support from the First Aid Student Team (FAST). Please try to make your request five or more business days before the event date.
  • Signage must comply with Policy 120: Posting of Notices, Posters, and Signs (pdf).
  • If a room is not returned to its original state, you may be subject to a charge of $200 for Custodial Services to restore the room back to its original condition.
  • The buildings and classrooms list provides information about general teaching space on campus as well as details about the A/V equipment available in each space.

Contact us

Enrolment Services

Enrolment Services

Scheduling Services

Booking rooms and events

room.bookings@ubc.ca