Internal bookings
Internal bookings must be University events organized by AMS-constituted or faculty-sponsored student groups, Teaching Assistants, or faculty and staff.
Faculty and staff are authorized to make internal bookings if their event is related to the University.
Students are authorized to make bookings if:
- they are TAs making academic bookings
- they have filled out the appropriate AMS-constituted or faculty-sponsored student group booking representative authorization forms (below)
Otherwise, students must have a faculty or staff member sponsor their event – these events are considered external bookings and are subject to room rental fees.
Campus Safety Resources (344KB PDF)
Download and print Access & Diversity's Campus Safety Sheet and familiarize yourself with the safety resources available to you and your guests.
Make an internal booking
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Review the confirmation and prioritization process
In order to prioritize the academic use of classrooms (i.e., exams, lectures, tutorials) throughout the year, Scheduling Services uses a prioritization schedule to determine how far in advance a request can be processed.
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Submit request and documentation
To make an internal booking, please fill out our online Room Booking Request form. If you are a student, please ensure that you have submitted the appropriate documentation prior to making your request (below).AMS Booking Representative Request (44KB DOC)
Authorization to Operate as a Student Organization (428KB DOC)
This form is for students who would like to establish a student organization but who are not affiliated with the AMS. Students will need the permission of their department head in order to operate as a student group.
Booking Representatives for UBC Classroom Space (422KB PDF)
This form is for student groups who have already been authorized by their department head. Students who have not received permission from their department head to operate as a student group must first complete the Authorization to Operate as a Student Organization form (above).
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Receive confirmation of your request
We are able to email confirmation of most room bookings within 48 hours. Please note: Due to the high volume of requests we receive at the beginning of September and January, confirmation may take longer at these times. Please refrain from advertising your event until you have received a final booking confirmation.
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Pay your deposit
If your group is booking classroom space for more than 50 guests on the weekend you will be required to pay a $200 deposit to Custodial Services.
Is your booking an external booking?
