Non-UBC groups: Room booking requests at UBCV

Booking a General Teaching Space

Scheduling Services will adhere to booking release dates and booking priorities for general teaching space, found on the priorities and policies page when processing booking requests. Please read through the room booking policies prior to booking.

The find a space tool provides information about general teaching spaces on campus as well as details about the A/V equipment available. You may include room and building preferences in your request, although this may limit your 

Making a room booking request

Room booking request form

1. Submit the Non-UBC individuals/groups Web Form at least 30 days in advance of your event.
2. Scheduling Services will respond to your request within approximately 10 business days. Please allow up to 2 weeks for the booking to be confirmed. Due to the high volume of requests we receive during our collection week and peak periods (January to March and July to September), processing may take longer. Please refrain from advertising your event until you have received a final booking confirmation.
3. Submit proof of insurance coverage for your event.
4. Pay for room rental and other applicable fees.

Scheduling Services will send the rental agreement and an invoice via email. Payment can be made via credit card.

Please note:

• Bookings are not confirmed until payment is received.
• All payments must be received 14 days before the event. If Scheduling Services does not receive payment by 4:00 pm 14 days before the event, the booking will be cancelled and all rooms that were to be part of that event will be returned to the scheduling pool.
• Scheduling Services is primarily responsible for the management of general teaching space bookings and does not provide event coordination and support services for these bookings (e.g., arranging for AV support and/or additional equipment; room set up & take down, etc.). The booking is for the classroom only and does not imply any additional building spaces other than access to the washroom facilities.
• Classroom booking requests for temporary storage will not be considered.

Insurance requirements

All external bookings on the University campus require general liability insurance. Scheduling Services requires proof of insurance 14 days before the event.

The Classroom Rental Agreement states that:

The Renter will provide proof to UBC that it has purchased a general liability insurance policy covering bodily injury, including death, and property loss or damage, in the amount not less than two million dollars per occurrence or such other amount as may be required by UBC by notice in writing. Such policy shall name UBC, its Governors, employees and agents and all others for whom it may be in law responsible as additional insureds. 

Please contact Scheduling Services for more information.

Room rental rates

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

Featured rooms

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

Building Operations opening and closing fees

If your event falls outside a building's regular hours, you may be charged opening or closing fees to offset the cost of providing access. Requests to open or extend building hours are subject to review and consideration by Scheduling Services. Requests received may not be approved.

*Taxes not included.

AV resources and technicians

External bookings include the use of accessible AV equipment. Review the find a space tool for room listings and their respective AV equipment.

Additional AV support or equipment rentals may be subject to fees. Contact IT Audio Visual Services for more information.

Room booking policies

When booking general teaching spaces, users agree to comply with the following:

• Room bookings are scheduled to begin and end on the hour or half-hour. The activity should end 10 minutes prior to the scheduled end time to allow for transition to the next activity. 
• Food, alcohol, and non-alcoholic drinks are not permitted in general teaching space (classrooms). 
• If a room is not returned to its original state, Custodial Services may charge fees to restore the room back to its original condition.
• Policy #UP9 Booking and Rental of UBC Space
• Policy #UP5 Ownership and Use of UBC Equipment and UBC Support Services
• Policy #UP8 Posting of Notices, Posters, and Signs
• UBC's Respectful Environment Statement