Last update: September 28, 2017

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.

Room booking period

Release date

 December 5-20, 2017

(December exams)

November 15, 2017

April 10-25, 2018

(April exams)

March 14, 2018

April 26-June 24 and

June 30-Aug 13 and Aug 19-31, 2018

(Summer term 2018)

January 24, 2018

June 25-29, 2018

(June exams)

June 6, 2018

Aug 14 – 18, 2018

(August exams)

July 25, 2018

 

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 2 business days. Please allow up to 2 weeks for the booking to be confirmed.
    Due to the high volume of requests we receive at the end of January, end of July, and in 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

If the event is sponsored or hosted in collaboration with a UBC faculty or department and is related to UBC business, you may qualify to pay a half-rate fee. Contact Scheduling Services for further information.

Room capacity

Minimum charge

Hourly rate after four hours

0-20

$100

$25

21-39

$155

$40

40-99

$185

$45

100-200

$330

$80

201-300

$385

$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

WOOD 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). The Irving K. Barber Learning Centre is the only building on campus that allows food and non-alcoholic drinks in 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 five 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.