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 | |
|---|---|---|
| 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 | |
|---|---|---|---|
| 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.