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).

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). In order 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 are subject to Provincial Health Orders.

2022/23 Winter and Summer release dates

Time Period	Booking Period	Release Date
2022/23 Winter Term 1	Sep 5 to Dec 10, 2022	Jul 27, 2022
December 2022 Exams	Dec 11 to 22, 2022	November 16, 2022
2022/23 Winter Holiday	Dec 23 to 24, 2022	Sep 28, 2022
2022/23 Winter Term 2	Jan 3 to Apr 16, 2023	Sep 28, 2022
April 2023 Exams	Apr 17 to 28, 2023	Mar 22, 2023
2023 Summer Term 1	Apr 29 to Jun 25, 2023	Jan 25, 2023
June 2023 Exams	Jun 26 to 30, 2023	TBD
2023 Summer Term 2	Jul 1 to Aug 14, 2023	Jan 25, 2023
August 2023 Exams	Aug 15 to 19, 2023	TBD
After 2023 Summer Exams	Aug 20 to Sep 3, 2023	Jan 25, 2023

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.

For example, if August 4 to 10, 2021 is the collection week, any requests submitted on August 11 onwards will be first come first serve.

Making a room booking request

Complete the Room Booking Request Form.
Scheduling Services will process the request and email you about your room booking confirmation within 3 to 5 business days except during the collection week.

Due to the high volume of requests received during peak periods, including January, July, and September, accompanied by the collection week, processing may take longer than 3 to 5 business days. Please do not advertise your event until you have received a final booking confirmation.

Room rental rates

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. Room rentals are charged based on an hourly rate, with a minimum rental of 4 hours. Rental rates are subject to GST tax.

Room capacities and minimum charges

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

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	416	$620	$150
IRC 2	503	$620	$150

Building Operations opening and closing fees

If your event time 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. Taxes are not included in the fees listed below.

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

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.