Non-UBC Individuals/Groups Booking Requests

Last update: January 17, 2025

The information on this page is for:

  • Non-UBC Individuals and groups external to UBC
  • UBC faculty and staff booking space for activities not related to University business

UBC faculty and staff, including teaching assistants, for University activities, please follow the steps here.

UBC students, please go to booking a general teaching space on campus for instructions on how to make a request.

On this page:

Booking a General Teaching Space

Scheduling Services will adhere to booking release dates 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.

Making a Room Rooking Request

Check the UBC General Teaching Space website

Room booking request form

  1. Submit the Non-UBC individuals/groups Web Form at least 30 days in advance of your event.
  2. Scheduling Services will respond to your request within approximately 3 to 5 business days. Please allow up to 2 weeks for the booking to be confirmed. Due to the high volume of requests we receive during our collection week and peak periods (January, July, August, and September), processing may take longer. Please refrain from advertising your event until you have received a final booking confirmation.
  3. Submit proof of insurance coverage for your event.
  4. Pay for room rental and other applicable fees.

Scheduling Services will send the rental agreement and an invoice via email. Payment can be made via Visa or MasterCard.

Please note:

  • Bookings are not confirmed until payment is received.
  • All payments must be received 14 days before the event. If Scheduling Services does not receive payment by 4:00 pm 14 days before the event, the booking will be cancelled and all rooms that were to be part of that event will be returned to the scheduling pool.
  • Scheduling Services is primarily responsible for the management of general teaching space bookings and does not provide event coordination and support services for these bookings (e.g., arranging for AV support and/or additional equipment; room set up & take down, etc.). The booking is for the classroom only and does not imply any additional building spaces other than access to the washroom facilities.
  • Classroom booking requests for temporary storage will not be considered.

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.
  • Rates are subject to an annual 2% increase that will be reviewed every 3 years with stakeholders. The next review will be conducted before May 1, 2027.

Room capacities and minimum charges

Room capacity

 Rental Rates
(effective since May 1, 2024)		 Rental Rates
(effective May 1, 2025)
Minimum charge Hourly rate after four hours

Minimum charge

 Hourly rate after four hours

0-20

 $104 $26 $106 $27

21-39

 $166 $42 $169 $43

40-99

 $187 $47 $191 $48

100-200

 $333 $83 $340 $85

201-300

 $395 $99 $403 $101

301-400

 $458 $114 $467 $116

Featured rooms

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

Room

Seating capacity

 Rental Rates
(effective since May 1, 2024)		 Rental Rates
(effective May 1, 2025)
Minimum charge Hourly rate after four hours

Minimum charge

Hourly rate after four hours

ALRD 105

94

 $208 $52 $212 $53

IBLC 261

112

 $416 $104 $424 $106

IBLC 182

154

 $416 $104 $424

$106

SWNG 121

187

 $416 $104

$424

$106

SWNG 122

188

 $416 $104

$424

$106

SWNG 221

190

 $416 $104

$424

$106

SWNG 222

190

 $416 $104

$424

$106

ANGU 098

260

 $478 $125 $488 $128

ESB 1013

350

 $572 $135 $583 $138

CIRS 1250

426

 $645 $156 $658 $159

IRC 2

503

$645

$156

 $658 $159

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.

Period

Fee*

Opening early

$25

Closing late

$25

Opening and closing

$50

*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.