Room booking request form | UBC Student Services

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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 dates
December Exams	Dec 4 – 19, 2018	November 14, 2018
Christmas Period 2018/19	Dec 20 – 24, 2018	September 26, 2018
Term 2 - Winter Session 2018/19	Jan 2 – Apr 7, 2019	September 26, 2018
April Exams	April 8 – 26, 2019	March 13, 2019
Term 1 - Summer Session 2019	Apr 27 – May 31, 2019	January 21, 2019*
Congress 2019 Event	June 1 – 7, 2019	Blackout**
Term 1 - Summer Session 2019	June 8 – June 23, 2019	January 21, 2019*
June Exams	June 24 – 28, 2019	June 5, 2019
Term 2 - Summer Session 2019	June 29 – Aug 12, 2019	January 21, 2019*
	Aug 18 – 31, 2019	January 21, 2019*
August Exams	Aug 13 – 17, 2019	July 22, 2019

*January 21 – 27, 2018 is the collection week. Anything submitted on January 28 onwards will be first come first serve.

**Not accepting any requests for this period.

You can only request the buildings/rooms listed on the buildings and classrooms page.

To book spaces in the Nest, please contact the AMS: http://www.ams.ubc.ca/clubs/operating-a-club/

If you are planning to have food/drink at your event, the Irving K. Barber Learning Centre is the only building on campus that allows food and non-alcoholic drinks in classrooms.

For all room booking request inquiries please contact: room.bookings@ubc.ca
For all Credit Courses inquiries please contact: schedulingservices@students.ubc.ca
For all Final Exams inquires please contact: finalexams.administrator@ubc.ca

Contact information

I am a *

Please note: Request for classroom space will not be processed if the activity is deemed to be in conflict with activities already offered at the University of British Columbia (credit or non-credit)

Full name of organizer *

Full name of Organization (faculty, department, or AMS club name (no acronyms)) / Company *

Telephone *

Alternate phone

Email *

Street address *

City

Postal code

Event details

Event name *

Event description *

Is there an entrance or registration fee for participants attending this event? *

Yes

Please clarify how much the fee is and what the money will be used for *

Room Details

Room capacity required *

Building and/or room preference

If you are requesting a specific building and/or room, and your event will take place during an evening or weekend, do you have after-hours building access (e.g. swipe card access)? *

Yes

I am flexible to be placed into another building/room if my preferred building/room is not available

Yes

Specific room features (e.g. projector)

For a full list of amenities please visit the AV Terms & Definitions page. Additional AV support or equipment rentals may be subject to fees. Contact IT Audio Visual Services for more information.

Will the space requested be used for recruitment or commercial purposes? *

Yes

Will you have off-campus attendees *

Yes

Please clarify the type of off-campus attendees you are targeting *

Event type *

Single day event

Event date *

Year

Month

Day

Start time *

Hour

Minute

End time *

Hour

Minute

Multiple day event

Day 1

Event date *

Year

Month

Day

Start time *

Hour

Minute

End time *

Hour

Minute

Day 2

Event date *

Year

Month

Day

Start time *

Hour

Minute

End time *

Hour

Minute

Day 3

Event date

Year

Month

Day

Start time

Hour

Minute

End time

Hour

Minute

Day 4

Event date

Year

Month

Day

Start time

Hour

Minute

End time

Hour

Minute

Day 5

Event date

Year

Month

Day

Start time

Hour

Minute

End time

Hour

Minute

Recurring event

Start date *

Year

Month

Day

End date *

Year

Month

Day

Start time *

Hour

Minute

End time *

Hour

Minute

Recurring pattern *

Weekly

Monthly

I understand that I will be required to present proof of general liability insurance upon payment *

Yes

I agree that all the above information is accurate *

Yes

Additional comments or requests

Administrative form

Personal information you provide on this form is collected pursuant to section 26(c) of the Freedom of Information and Protection of Privacy Act (“FIPPA”). The information is used for the purpose of processing your request. Questions about the collection of this information may be referred to Jason Kwok, Associate Director of Student Systems and Records Management, at Jason.kwok@ubc.ca.

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