Students can book general teaching spaces on campus if they are part of an AMS-constituted club or if they are a booking representative for a authorized student group. All students must read and follow UBC’s Respectful Environment Statement (pdf) and Booking Guidelines for General Teaching Space (pdf).
Use the Learning Spaces search tool to find the perfect classroom with the right amenities for your event, workshop, or activity. Check that building hours align with your event schedule. Bookings are subject to availability.
Required forms
Submit the appropriate form to room.bookings@ubc.ca before submitting room booking requests. You must update your forms each year.
Students who are affiliated with the AMS must complete the AMS booking representatives form (pdf).
Student who are not affiliated with the AMS but would like to establish a student organization 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 then complete the student booking representatives form (pdf).
Rules and policies
- 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.
- Limit your requests for specific buildings, layouts, and features when booking a space.
- All bookings must adhere to Booking and Rental of UBC Space Policy UP9 and are subject to Provincial Health Orders.
- 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.
2025 Summer release dates
| Time Period | Booking Period | Release Date |
|---|---|---|
| 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 16, 2025 | Jul 23, 2025 |
| End of Summer | Aug 17 to 31, 2025 | Jan 22, 2025 (refer to collection week below) |
2025/26 Winter release dates
| Time Period | Booking Period | Release Date |
|---|---|---|
| 2025/26 Winter Term 1 | Sep 1 to Dec 8, 2025 | Jul 23, 2025 (refer to collection week below) |
| December 2025 Exams | Dec 9 to 20, 2025 | November 12, 2025 |
| 2025/26 Winter Holiday | Dec 21 to 24, 2025 | Sep 24, 2025 (refer to collection week below) |
| 2025/26 Winter Term 2 | Jan 2 to Apr 13, 2026 | Sep 24, 2025 (refer to collection week below) |
| April 2026 Exams | Apr 14 to 25, 2026 | Mar 18, 2026 |
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 serve 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 (pdf) in place for general teaching space booking requests carefully. If you have any questions, contact room.bookings@ubc.ca.
- Complete and submit your booking authorization form to room.bookings@ubc.ca.
- Complete the Room Booking Request Form at least 4 weeks before your requested booking date.
- Scheduling Services will process the request and email you about your room booking confirmation within 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, which include January, July, August, and September, as well as the collection weeks, processing may take longer than 10 business days. Please do not advertise your event until you have received a final booking confirmation.
Room rental rates
Activities booked by UBC staff, faculty, and AMS clubs that are not University activities will be charged full price.
Rooms are rented for a minimum of 4 hours. 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.
Room capacities and minimum charges
| Room Capacity | Rental Rates (as of May 1, 2025) | |
|---|---|---|
| Minimum charge | Hourly Rate | |
| 0 to 20 | $106 | $27 |
| 21 to 39 | $169 | $43 |
| 40 to 99 | $191 | $48 |
| 100 to 200 | $340 | $85 |
| 201 to 300 | $403 | $101 |
| 301 to 400 | $467 | $116 |
Featured rooms
A featured room rate applies for rooms that are in higher demand.
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 | Seating Capacity | Rental Rates (as of May 1, 2025) | |
|---|---|---|---|
| Minimum Charge | Hourly rate after four hours | ||
| ALRD 105 | 94 | $212 | $53 |
| IBLC 261 | 112 | $424 | $106 |
| IBLC 182 | 154 | $424 | $106 |
| SWNG 121 | 187 | $424 | $106 |
| SWNG 122 | 188 | $424 | $106 |
| SWNG 221 | 190 | $424 | $106 |
| SWNG 222 | 190 | $424 | $106 |
| ANGU 098 | 260 | $488 | $128 |
| ESB 1013 | 350 | $583 | $138 |
| CIRS 1250 | 416 | $658 | $159 |
| IRC 2 | 503 | $658 | $159 |
Building Operations opening and closing fees
If your event time falls outside a building’s regular hours, you may be 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 |
Audio Visual 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.