Policies, procedures, and fees
On this page
Scheduling Services is responsible for booking all non-restricted classrooms on campus. Non-restricted classrooms are available for use by all departments and exclude: laboratories, meeting rooms, and studio space. Learn more about UBC's buildings and classrooms.
Please note that events that include food and beverages are not booked in classroom, with the exception of certain rooms that are part of our pilot food project in the Irving K. Barber Learning Centre. Some classrooms have areas outside the room that permit food and beverages to be served; these areas require additional booking through the department or faculty. Please contact us for more details.
Policies
For booking conditions, see Policy 107: Short-term Use of University Space (94KB PDF).
Signage
The use of signage must comply with Policy 120: Posting of Notices, Posters, and Signs (56KB PDF).
Event times
Bookings are scheduled to begin and end on the hour or half-hour.
In order to allow a reasonable transition time between events, events should wind down 10 minutes prior and conclude five minutes prior to the event’s scheduled end time. Please take this into account when planning your event.
For example, if your event runs from 10:00 to 11:00 am, it would need to wind down at 10:50 am and conclude at 10:55 am.
Confirmation and prioritization procedures
Scheduling Services accepts room booking requests throughout the year.
However, in order to prioritize academic use, we use the following schedule to determine how far in advance a request can be processed and confirmed.
Bookings are processed and confirmed on a first-come, first-served basis based on the month they are received.
If bookings are received months ahead of the event, the request will be completed according to the timeline indicated in the chart below. Please note that where more than one request is received for the same location at the same date and time, we will prioritize the event that we received first.
| Date requested | Month requests begin to be processed and confirmed | |
|---|---|---|
| Weekday bookings (8:00 am-5:00 pm) |
Evening (after 5:00 pm) & weekend bookings |
|
| September to November | July | May |
| December (exam period) | November | November |
| January to March | October | May |
| April (exam period) | March | March |
| May to August | January | January |
Booking prioritization
Prioritization is given in the following order:
Credit courses
- regularly scheduled activities
- tutorials, seminars, discussion groups, etc.
- other academic activities
Other academic activities
- Continuing Education Diploma programs
- Continuing Education Language Institute programs
- Conference Centre activities
- other activities as determined by Scheduling Services
Meetings and ad-hoc events
- AMS-constituted student club activities
- faculty-sponsored student group activities
- activities sponsored by faculties or UBC staff
- non-commercial off-campus groups that have received approval from Scheduling Services
Fees
There are three types of fees that may apply to classroom bookings:
- rental fees for external functions and off-campus rental requests
- AV Technician fees
- opening and/or closing fees for buildings and rooms
Rental Fees
West Mall Swing Space/UCLL
If you are booking a room for fewer than four hours in the West Mall Swing Space or UCLL, there is no charge if you represent a UBC academic or non-academic unit. If you would like to book a room for more than four hours in either building, please email schedulingservices@students.ubc.ca for information on fees.
User groups are subject to the following user fees:
| User groups | Fees |
|---|---|
| Academic/Administrative users – internal activities | No charge |
| AMS-constituted club activities | No charge |
| Faculty-sponsored student group activities | No charge |
| Faculty/staff – external activities (requires sponsorship in writing) | Half rate |
| Off-campus group activities | Full rate |
Please be advised that a deposit may be required for some room bookings. Please see the Deposit section for more information.
Note: For a definition of user groups, see Policy 107: Short Term Use of University Space (94KB PDF).
Room rental rates
Rooms are rented for a minimum of four hours. This is reflected in the minimum charge below. Additional time is charged on a per-hour basis. (HST is not included.)
| Room capacity | Minimum charge | Hourly rate (after four hours) |
|---|---|---|
| 0–25 | $52.50 | $13.13 |
| 26–39 | $135 | $33.75 |
| 40–99 | $150 | $37.50 |
| 100–200 | $300 | $75 |
| 201–300 | $350 | $87.50 |
| 301–400 | $400 | $100 |
| 401+ | $450 | $112.50 |
Rental rates include the use of accessible AV equipment. Additional AV rentals and AV technicians may be organized by contacting the Media Group at 604.822.5561 or by email at mediagrp@interchange.ubc.ca.
Please review our Building & Classrooms page for room listings and their respective AV equipment.
AV technician fees
| Type | Monday–Friday, 8:00 am–4:00 pm | Monday–Friday, after 4:00 pm | Evenings and weekends |
|---|---|---|---|
| University technician | $45/hour | $55/hour | $55/hour (min. four hrs) |
| Freelance | $35/hour (min. four hours) |
$35/hour (min. four hours) |
$35/hour (min. four hours) |
Opening and closing fees
Opening and/or closing fees may apply if your booking falls outside a building's regular hours (UBC building hours). This fee is charged by Plant Operations to offset the cost of providing access to the building outside of its regular hours. The fee may apply to activities that are not otherwise being charged rental fees.
Please note: regularly scheduled academic courses are exempt from these fees.
| Period | Fee |
|---|---|
| Opening early | $25 |
| Closing late | $25 |
| Opening and closing | $50 |
| Opening and closing on statutory holidays | $160 |
(Off-campus groups are charged 12% HST. HST is not included in the rates above.)
Please note that regularly scheduled academic courses are exempt from opening and closing fees.
Insurance requirements
General liability insurance is a mandatory requirement for external bookings on the University campus. Scheduling Services will require proof of insurance 14 days prior to the date of the event.
Our 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.
How do I submit payment?
Scheduling Services will email an invoice to the renter. Bookings will not be confirmed until payment is received by Scheduling Services. All payments must be received five business days before your event.
If payment is not received by 4:00 pm on the fifth business day before your event, your booking will be cancelled and all rooms that were to be part of that event will be returned to our scheduling pool.
Cheques or money orders should be made payable to The University of British Columbia and returned with a copy of your invoice to:
Scheduling Services
Enrolment Services
University of British Columbia
2016–1874 East Mall
Vancouver, BC V6T 1Z1
Deposit
Please note that for AMS-constituted and faculty-sponsored student clubs and groups all bookings on weekends for groups of 50 or more, and for all external bookings for groups of 50 or more, a $200 deposit payable to Custodial Services will be required. Deposits for other large events will be requested at Scheduling Services' discretion. The deposit is meant to protect the space in case of:
- Vandalism of space or equipment
- Damage to fixtures or furniture
- Space left in an excessively messy state relative to normal use
Additionally, your deposit may be withheld if you are discovered serving alcohol without a proper license.
The deposit is payable in cash or cheque, and will be refunded after the booking provided the room is left clean and in order. Custodial Services may hold back a portion of the deposit commensurate with the time and effort required to clean or repair space or furnishings. Consider taking photos of the space after your event concludes and reasonable efforts have been taken to return the space to its original condition.
