Non-UBC individuals/groups bookings

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 date and booking priorities for general teaching space when processing booking requests. We recommend you read the relevant UBC Policies and the helpful hints at the bottom of this page prior to booking.

Make a room booking request

Check the UBC General Teaching Space website

Room booking request form

Insurance Requirements

All external bookings on the University campus require general liability insurance. Scheduling Services requires proof of insurance 14 days before the event.

The 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.

Room Rental Rates

• Rooms are rented for a minimum of four hours and additional time is charged on a per-hour basis.
• GST is not included and rates are subject to change.

Room capacities and minimum charges

Featured rooms

A featured room rate applies for rooms that are in higher demand.

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. Requests to open or extend building hours are subject to review and consideration by Scheduling Services. Requests received may not be approved.

*Taxes not included.

AV resources and technicians

External bookings include the use of accessible AV equipment. Review the building 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 (pdf).
• 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.