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). 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 must adhere to Policy 9 – Booking and Rental of UBC Space and subject to Provincial Health Orders.

2023/24 Winter and Summer release dates

Time Period Booking Period Release Date
2023/24 Winter Term 1 Sep 4 to Dec 10, 2023 Jul 26, 2023
December 2023 Exams Dec 11 to 22, 2023 November 15, 2023
2023/24 Winter Holiday Dec 23 to 24, 2023 Sep 27, 2023
2023/24 Winter Term 2 Jan 2 to Apr 15, 2024 Sep 27, 2023
April 2024 Exams Apr 16 to 27, 2024 Mar 20, 2024
2024 Summer Term 1 Apr 28 to Jun 23, 2024 Jan 24, 2024
June 2024 Exams Jun 24 to 28, 2024 Jun 5, 2024
2024 Summer Term 2 Jun 29 to Aug 12, 2024 Jan 24, 2024
August 2024 Exams Aug 13 to 17, 2024 Jul 24, 2024
After 2024 Summer Exams Aug 18 to Sep 1, 2024 Jan 24, 2024

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 - 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

  1. Read the policies and procedures in place for general teaching space booking requests carefully. If you have any questions, contact room.bookings@ubc.ca.

  2. Complete the Room Booking Request Form.

  3. 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, August, 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.

Pending approval, the proposed rental rates are effective May 1, 2024.

Room capacities and minimum charges

Room Capacity Current Rental Rates Proposed Rental Rates
Minimum Charge Hourly Rate Minimum Charge Hourly Rate
0 to 20 $100 $25 $104 $26
21 to 39 $160 $40 $166.40 $41.60
40 to 99 $180 $45 $187.20 $46.80
100 to 200 $320 $80 $332.80 $83.20
201 to 300 $380 $95 $395.20 $98.80
301 to 400 $440 $110 $457.60 $114.40

Featured rooms

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

Room Seating Capacity Current Rental Rates Proposed Rental Rates
Minimum Charge Hourly rate after four hours Minimum Charge Hourly rate after four hours
ALRD 105 94 $200 $50 $208 $52
IBLC 261 112 $400 $100 $416 $104
IBLC 182 154 $400 $100 $416 $104
SWNG 121 187 $400 $100 $416 $104
SWNG 122 188 $400 $100 $416 $104
SWNG 221 190 $400 $100 $416 $104
SWNG 222 190 $400 $100 $416 $104
ANGU 098 260 $460 $120 $478.40 $124.80
ESB 1013 350 $550 $130 $572 $135.20
CIRS 1250 416 $620 $150 $644.80 $156
IRC 2 503 $620 $150

$644.80

$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.