Booking a general teaching space on campus

Overview

Students can book teaching spaces on campus if they are part of an AMS-constituted club or if they are a booking representative for a student group that is authorized to operate by the group’s faculty. All students must read and follow UBC's Respectful Environment Statement (pdf) and Booking Guidelines for General Teaching Space.

Students who are affiliated with the AMS must complete the AMS booking representatives form (pdf).

If you are not affiliated with the AMS but would like to establish a student organization, you must first fill out the authorization form (pdf). To operate, you will need the permission of the department head.

If you have been authorized by the department head, you must complete the student booking representatives form (pdf).

Other considerations

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.
Food, alcohol, and non-alcoholic drinks are not permitted in general teaching spaces.
Signage must comply with Signage Policy UP8.

Booking release dates

In order to allow time to book credit courses and/or exams in general teaching spaces, all other booking requests can only be made on and after the release date for the corresponding room booking period. All bookings must adhere to Policy 9 – Booking and Rental of UBC Space and subject to Provincial Health Orders.

2024/25 Winter and Summer release dates

Time Period	Booking Period	Release Date
2024/25 Winter Term 1	Sep 2 to Dec 9, 2024	Jul 24, 2024
December 2024 Exams	Dec 10 to 21, 2024	November 13, 2024
2024/25 Winter Holiday	Dec 21 to 24, 2024	Sep 25, 2024
2024/25 Winter Term 2	Jan 2 to Apr 11, 2025	Sep 25, 2024
April 2025 Exams	Apr 12 to 27, 2025	Mar 19, 2025
2025 Summer Term 1	Apr 28 to Jun 22, 2025	Jan 22, 2025 (refer to collection week below)
June 2025 Exams	Jun 23 to 27, 2025	Jun 4, 2025
2025 Summer Term 2	Jun 28 to Aug 11, 2025	Jan 22, 2025 (refer to collection week below)
August 2025 Exams	Aug 12 to 21, 2025	Jul 23, 2025
End of Summer	Aug 12 to 21, 2025	Jan 22, 2025 (refer to collection week below)

Collection week

Booking requests for winter and summer sessions will be collected for a one-week period called collection week (e.g., Wednesday to Tuesday) for each respective session. Requests received within the one-week collection period will be booked in accordance with their respective priority. Booking requests received after the one-week periods will be processed on a first come, first served basis.

For example, if January 25 is the release date, then January 25 to 31 is the collection week. Anything submitted on February 1 onwards will be processed on a first come first serve basis.

Making a room booking request

Read the policies and procedures in place for general teaching space booking requests carefully. If you have any questions, contact room.bookings@ubc.ca.
Complete the Room Booking Request Form at least 3 weeks before your requested booking date.
Scheduling Services will process the request and email you about your room booking confirmation within 5 to 10 business days except during the collection week, where response times may be longer.

Due to the high volume of requests received during peak periods, including January, July, August, and September, accompanied by the collection week, processing may take longer than 5 to 10 business days. Please do not advertise your event until you have received a final booking confirmation.

Room rental rates

Rooms are rented for a minimum of four hours and additional time is charged on a per-hour basis. GST tax is not included.

If a room is not returned to its original state, you may be subject to a charge for Custodial Services to restore the room back to its original condition.

Activities booked by UBC staff, faculty, and AMS clubs that are not University activities will be charged full price.

Rates are subject to an annual 2% increase that will be reviewed every 3 years with stakeholders. The next review will be conducted before May 1, 2027.

Room capacities and minimum charges

Room Capacity	Rental Rates
Room Capacity	Minimum charge	Hourly Rate
0 to 20	$104	$26
21 to 39	$166	$42
40 to 99	$187	$47
100 to 200	$333	$83
201 to 300	$395	$99
301 to 400	$458	$114

Featured rooms

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

Room	Seating Capacity	Rental Rates
Room	Seating Capacity	Minimum Charge	Hourly rate after four hours
ALRD 105	94	$208	$52
IBLC 261	112	$416	$104
IBLC 182	154	$416	$104
SWNG 121	187	$416	$104
SWNG 122	188	$416	$104
SWNG 221	190	$416	$104
SWNG 222	190	$416	$104
ANGU 098	260	$478	$125
ESB 1013	350	$572	$135
CIRS 1250	416	$645	$156
IRC 2	503	$645	$156

Building Operations opening and closing fees

If your event time falls outside a building's regular hours, you may charged opening or closing fees to offset the cost of providing access. Regularly scheduled academic courses are exempt from these fees. Taxes are not included in the fees listed below. Requests to open or extend building hours are subject to review. Note that requests received may not be approved.

Period	Fee
Opening early	$25
Closing late	$25
Opening and closing	$50

AV resources and technicians

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

If you require additional AV support or equipment rentals, you may have to pay extra fees. Contact IT Audio Visual Services for more information.

Browse the buildings and classrooms list which provides details of the A/V equipment available in each space.

Additional resources

If you have questions

For more information about room bookings and events, email Scheduling Services at room.bookings@ubc.ca.