Bookings by UBC Staff/Faculty

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 and Public Health Orders.

* No ad-hoc bookings will be accepted for Thursday, October 12, 2023.

**Collection week – booking requests for winter and/or summer sessions will be collected for a one-week period (i.e. Monday - Sunday) 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.

Scheduling Services will adhere to booking release dates and booking priorities for general teaching space when processing booking requests. We recommend you read the helpful hints at the bottom of this page prior to booking.

Make a room booking request

Option 1

1. Room inventory can be viewed here:  UBC General Teaching Space website
2. Submit a room booking request Web Room Booking (Scientia). The advantages of using this method are:
   1. You will receive confirmation of the room booking within approximately 2 - 5 business days, with the exception of collection week and peak periods (January, July, August, and September). 
   2. You can view all general teaching spaces that are available to book.

Get access to the Scientia Web Room Booking (WRB)

If you are a current UBC staff or faculty member and you don’t already have access to WRB, submit a Workday Student Access Request in the UBC Self Serivce Portal (Web Room Booking (Scientia)). Within the request, select "Access and Role Request" as the category and fill out the required information.

Option 2

Room booking request form

Scheduling Services will process the request and email you room booking confirmation within approximately 3 - 7 business days.

Please note that due to the high volume of requests received during our collection week and peak periods (January, July, August, and September), processing may take longer than 3 to 5 business days. Please do not advertise your event until you have received a final booking confirmation.

Room rental rates

Please note that those activities booked by UBC staff/faculty that are not related to University business will be subject to a rental rate and charged in full according to our Room Rental Rates. Scheduling Services will contact you to arrange payment via Visa or MasterCard.

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. Regularly scheduled academic courses are exempt from these fees. Requests to open or extend building hours are subject to review and consideration by Scheduling Services. Note that requests received may not be approved.

*Taxes not included.

AV resources and technicians

Internal bookings include the use of accessible AV equipment. Review the buildings and classrooms page 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. 

Helpful hints

• Room bookings are scheduled to begin and end on the hour or half-hour. Your event should end 10 minutes prior to the scheduled end time to allow for transition to the next event. 
• Please note that food, alcohol, non-alcoholic drinks are not permitted in general teaching space (classrooms). 
• Signage must comply with Policy 120: Posting of Notices, Posters, and Signs.
• If a room is not returned to its original state, you may be subject to a charge for Custodial Services to restore the room back to its original condition.
• The buildings and classrooms list provides information about general teaching space on campus as well as details about the A/V equipment available in each space.