Faculty & Staff
Event bookings and space rentals
Faculty & Staff
What is an event booking?
Event bookings (also known as ad-hoc bookings) are not part of regularly scheduled academic activities. Events may include departmental meetings, AMS club functions, conferences, symposiums, workshops, etc. Bookings are subject to the conditions laid out in Policy 107: Short Term Use of University Space and the use of signage must comply with Policy 120: Posting of Notices, Posters, and Signs (see below).
| Policy 107: Short Term Use of University Space (94KB PDF) |
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| Policy 120: Posting of Notices, Posters, and Signs (56KB PDF) |
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All participants will be entered into a draw to win a $50.00 gift certificate to the UBC Bookstore. We look forward to receiving your feedback, and thank you in advance for your participation.
Who can make a booking?
Students
Booking representatives from AMS-constituted clubs who are listed with Classroom Services may request bookings on their club's behalf. To be listed as a Booking Representative or to update contact information with Classroom Services, the club president needs to submit an AMS Booking Representatives form (below).
| AMS Representatives Booking Request form (12KB PDF) |
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Student groups may also request space using a Booking Representative if the group is approved through a faculty. This approval must be obtained in writing from an academic unit head by filling out the Authorization to Operate as a Student Organization form (below). This form must be resubmitted at the start of each year. This acknowledgement places full responsibility on the faculty for the conduct and actions of the student group and its members.
| Authorization to Operate as a Student Organization form (428KB PDF) |
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To be listed as a Booking Representative, the club president needs to submit a Student Group Booking Request form (below).
| Student Group Booking Request form (422KB PDF) |
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Teaching assistants may book classroom space for academic activities.
Students who are not members of an AMS club or organization may request centrally scheduled classrooms through Classroom Services by working with a faculty or staff member. The faculty or staff member may request a classroom booking on behalf of the student or student group. In doing so, the faculty or staff member accepts being the contact person regarding the booking and accepts full responsibility for the conduct and actions of student(s) involved in the event.
Faculty and staff
Faculty and staff may request bookings for official functions associated with the University. For unofficial functions, a faculty or staff member must take responsibility for sponsoring the event and seek the appropriate approval. The sponsor will need to:
- obtain written consent from the dean or department head
- be knowledgeable about the proposed activity
- determine that the activity is, in his or her view, compatible with the aims of the University
- be present at the activity
- ensure that the group meets any costs resulting from damages or additional cleaning required
- notify Classroom Services if the activity is cancelled
Off-campus groups
Off-campus groups may rent classroom space through an "unofficial booking." Please see the Rentals section for details.
How do I make a booking?
If you fall into one of the categories above, you can submit an email with your room booking request to classroomservices@students.ubc.ca. Please provide the following information in your email (in order to make sure we have the information we need to process your request in a timely manner, please simply cut and paste the following into the body of your email):
Name
Faculty, department, or AMS club name
Telephone number
Date of event
Name of event
Description of event (in detail)
Start time
End time
Room capacity required
Building and/or room preference
Specific room features required (e.g., moveable seating)
Whether you will charge a fee to attend
Whether you will have off-campus attendees
Whether sensitive material(s) will be used (e.g., toy guns, potentially offensive images, etc.)
When requesting a classroom, keep in mind that academic credit courses are usually scheduled to start and end at either the top of the hour or at half past the hour. While the schedule does not indicate the transition time required between scheduled events, it is expected that courses and events will wind down ten minutes prior to the scheduled end time, and will have ended at least five minutes prior to the scheduled end time.
- For example, if your event runs from 10:00–11:00 am, it would need to wind down at 10:50 am in order to permit a reasonable transition time between your event and the incoming course.
Due to the distance between buildings on campus, this time also allows students and instructors to relocate to their next scheduled activity in a timely manner. Please take this into account when planning your event.
When will I receive confirmation of my booking?
We are able to confirm most room bookings by email within 48 hours. Due to the high volume of requests we receive at the beginning of September and January every year, confirmation may take longer at these times.
How far in advance do I need to request a room?
We recommend you submit your request as far in advance as possible. (Our prioritization process for advance room bookings is posted online.) If you have a last minute booking, submit a request by email, and then call us at 604.822.9946 and we will do our best to accommodate your request. Due to the high volume of bookings received, we do not guarantee that we can accommodate last minute requests.
What is the cost of booking a room?
If you are faculty or staff and you are booking an official function associated with the University, no charges apply. AMS-constituted clubs do not pay fees for club-related room bookings.
All off-campus groups are subject to rental fees.
Which classrooms can I book?
Classroom Services is responsible for booking all "non-restricted" classrooms on campus. "Non-restricted" classrooms are those that are available for use by all departments and exclude laboratories, meeting rooms, and studio space.
Information on UBC's buildings and classrooms, including room photos, features, and locations, is available online.
How will a building's opening and closing hours affect my booking?
Any booking that falls outside a building's opening and closing hours is subject to an opening and/or closing fee. You will be informed by email if opening and/or closing fees apply. Campus building hours are also available for download.
| UBC Building Hours (69KB PDF) |
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Is audiovisual support available?
Audiovisual support is available for a fee. To inquire about audiovisual support or rentals for your booking, please contact the Media Group at 604.822.5561 or mediagrp@interchange.ubc.ca.
