Last update: June 7, 2022

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, follow the steps here.

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

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

Jul 1 - Aug 14, 2023

TBD**

August 2023 Exams

Aug 15 - 19, 2023

TBD*

End of Summer 2023

Aug 20 - Sep 4, 2023

TBD**

 

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

  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 2 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, 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.

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

Room capacity

Minimum charge

Hourly rate after four hours

0-20

$100

$25

21-39

$160

$40

40-99

$180

$45

100-200

$320

$80

201-300

$380

$95

301-400

$440

$110

Featured rooms

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

Room

Seating capacity

Minimum charge

Hourly rate after four hours

ALRD 105

94

$200

$50

IBLC 261

112

$400

$100

IBLC 182

154

$400

$100

SWNG 121

187

$400

$100

SWNG 122

188

$400

$100

SWNG 221

190

$400

$100

SWNG 222

190

$400

$100

ANGU 098

260

$460

$120

ESB 1013

350

$550

$130

CIRS 1250

426

$620

$150

IRC 2

503

$620

$150

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.

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

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.