Last update: June 30, 2022

The information on this page is for:

  • UBC staff/faculty that would like to book a general teaching space for University activities.

Students, please visit UBC students general teaching space for instructions on how to book space.

Non-UBC individuals/groups and UBC faculty and staff booking space for activities not related to University business, follow the steps here.  

On this page:

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.

Summer 2022

Booking Period

Release Date

Term 1 - Summer Session 2022 Apr 28 - Jun 25, 2022

Jan 24, 2022**

June 2022 Exams Jun 26 - 30, 2022

Jun 8, 2022

Term 2 - Summer Session 2022 Jul 1 - Aug 14, 2022

Jan 24, 2022**

August 2022 Exams Aug 15 - 19, 2022

Jul 27, 2022

End of Summer 2022 Aug 20 - Sep 4, 2022

Jan 24, 2022**

 

2022/23

Booking Period

Release Date

Term 1 - Winter Session 2022/23

Sep 5 - Dec 10, 2022 Jul 27, 2022**

December 2022 Exams

Dec 11 - 22, 2022 TBD*

Christmas Period 2022/23

Dec 23 - 24, 2022 Sep 28, 2022**

Term 2 - Winter Session 2022/23

Jan 3 - Apr 16, 2023 Sep 28, 2022**

April 2023 Exams

Apr 17 - 28, 2023 TBD*

Term 1 - Summer Session 2023

Apr 29 - Jun 25, 2023 TBD**

June 2023 Exams

Jun 26 - 30, 2023 TBD*

Term 2 - Summer Session 2023

July 1 - Aug 14, 2023 TBD**

August 2023 Exams

Aug 15 - 19, 2023 TBD*

End of Summer 2022

Aug 20 - Sep 4, 2023 TBD**

All bookings must adhere to Public Health Orders. 

* TBD - these release dates are subject to change based on Covid-19-related developments and UBC Directive on Events. These dates will be updated as soon as there is a directive for the respective booking period.

**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, August 4 – 10, 2021 is the collection week. Anything submitted on August 11 onwards will be first come first serve.

 

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 via the Scientia Web Room Booking (WRB). The advantages of using this method are:
    1. You will receive confirmation of the room booking within approximately one business day, 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, complete the SIS administrative access form on the Request SIS Access page. When completing the form, select TEVQ under Group.

Option 2

Room booking request form

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

Please note that due to the high volume of requests received during our collection week and peak periods (January, July, and September), processing may take longer than two 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 for non-UBC individuals/groups and UBC faculty and staff booking space for activities not related to University business. These rates are listed here. 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, Building Operations may charge opening or closing fees to offset the cost of providing access. 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

*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). 
  • Do you need first aid coverage at your event? Request free first aid support from the Student First Aid Team (FAST). Please try to make your request five or more business days before the event date.
  • 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 of $200 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.