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.

All bookings must adhere to Public Health Orders.

* TBD - these release dates are subject to change based on 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 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

• Room Rental Rates are effective September 1, 2015.
• 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, Building Operations may charge opening or closing fees to offset the cost of providing access.

*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). 
• Do you need first aid coverage at your event? Request free first aid support from the Emergency Medical Aid Team (EMAT). Please try to make your request 10 or more business days before the event date.
• 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 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.