Room Booking Requests for General Teaching Space

Booking Guidelines for General Teaching Space

The room booking guidelines can be found here.

Booking Release Dates

In order to allow time to book credit courses and/or exams in general teaching space, all other booking requests can only be made on and after the release date for the corresponding room booking period. 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 served basis.

All bookings must adhere to Policy 9 – Booking and Rental of UBC Space.

**Collection week – booking requests for winter and/or summer sessions will be collected for a one-week period (i.e. Wednesday to Tuesday) for each respective session. For example, if January 25 is the release date, then January 25 - 31 is the collection week. Anything submitted on February 1 onwards will be processed on a first come first serve basis.

Booking Priorities for General Teaching Space

General teaching space is a finite university resource that serves to facilitate teaching and learning. With the significant demand for these spaces, allocation of general teaching space requires prioritization.

Scheduling Services prioritizes the “Academic/Educational Activities” and “Other Activities” for the booking of General Teaching Space in the following order:

a) Lectures, seminars, tutorials related to UBC credit course offerings (i.e. UBC degree and diploma courses approved by Senate)

b) Examinations related to UBC credit course offerings

c) Large scale academic activities that are designated by the Provost (e.g. UBC Jump Start, Imagine UBC)

d) Regularly scheduled and/or recurring research activities including research colloquia and research conducted by faculty, staff and students of UBC or under the auspices of UBC (e.g. an academic seminar discussing a specific research topic, instruction sessions for study participants, testing of study participants)

e) Senate approved classes, courses and programs offered by UBC but which do not lead to a UBC degree or diploma, which include courses offered by UBC Extended Learning (i.e. UBC ExL, formerly known as Continuing Studies)

f) Classes, courses and programs offered by UBC but not approved by Senate, which include courses offered by UBC Extended Learning including Future Global Leaders, Vancouver Summer Program and similar faculty sponsored programs

g) Ad-hoc research activities including research colloquia and research conducted by faculty, staff and students of UBC or under the auspices of UBC (e.g. an academic seminar discussing a specific research topic, instruction sessions for study participants, testing of study participants)

h) Academic support programming, co-curricular academic programming, and resource programs and activities offered by faculties, schools and/or departments that directly supports overall student academic and personal growth and success (e.g. Peer Assisted Study Sessions)

i) UBC conferences, symposia, seminars, presentations and other academic educational activities

j) UBC summer community outreach kids camps (e.g., Geering Up, Physics & Astronomy, etc.)

k) UBC faculty and staff meetings, training sessions or presentations related to the performance of their duties

l) Administrative meetings or other similar activities of student clubs sanctioned by a UBC student’s union or UBC Athletics and Recreation, faculty-sponsored student groups, or other similar organizations that are supported by UBC

m) Activities of varsity, club and intramural sports teams sanctioned by UBC or a unit thereof, or a UBC students’ organization

n) External exam partners (e.g. LSAT)

o) Non-UBC conferences

p) Non-UBC athletic programming and recreational programs

q) Commercial Activities and Events

Making a Room Booking Request

Booking procedures vary by affiliation with UBC:

UBC staff/ faculty

UBC Students

Non-UBC Individual/ groups

Policies and Resources

• 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
• UBC Vancouver buildings and classrooms list
• Serving and Consumption of Alcohol at University Facilities and Events Policy SC9

Additional Information

• Book an outdoor event through Campus and Community Planning
• UBC IT Audio Visual Services Events and Rentals
• UBC Conferences and Accommodations
• UBC Robert H. Lee Alumni Centre
• Nest Catering and Conferences
• Serving alcohol on campus