Booking Prioritization & Room Rental Fees

User group priority for booking space is classified as “primary” and “secondary” use.  Room rental fees are not applied for primary use but will be applied for secondary use of space.  Academic space (classrooms, lecture theatres) will be assigned and approved once academic scheduling is complete. Special function and outdoor space is available for booking at any time.

User Group Definitions

Academic

Primary - No Room Fee Charge
Academic Definition :  Space and/or activities related to an academic course subject, course number or academic program requirement(s).  All Academic Bookings will be reviewed by Enrolment Services to ensure compliance with scheduling guidelines and Senate policy (as applicable).  Requests for changes to the course or exam schedule must be submitted to the Academic Scheduling Office of Enrolment Services and require Dean's approval. Examples include but are not limited to:  UBC courses and final exams, secondary space, additional class time, supplemental learning, lab set up/clean up, TA training/prep for labs, Academic labs, Distance Exams, Aboriginal Access Studies, LPI Prep course, LPI, Mandatory tutorials, Mid-term exams and make-up exams.    

Administrative (UBC Faculty & Staff)

Primary - No Room Fee Charge
Administrative users are defined as Departments/Units supported by the university and supported by finances, time, and professional skills who are acting in the capacity as an employee conducting university mandated business. Single or multi-day ad hoc events that are not directly related to an academic course/exam with a course number.  Examples of Administrative use of space includes UBC training workshops, staff meetings, DRC Mid-terms, Optional tutorials, Guest Speakers, Presentations, Oral Thesis Defence, Exam Marking, Seminars, Orientations, Staff training, Finance Workshops, and department meetings.

UBC Student Association/Club

Secondary - No Room Fee Charge

Campus Life Clubs
Campus Life clubs can book space on campus via Campus Life.   Please contact Liz Hilliard at 250.807.9012 or UNC329 to complete the appropriate forms and register your group prior to requesting space.

Athletics & Recreation Clubs
Athletics & Recreation sanctioned clubs can book space on campus via Athletics & Recreation.   Please contact Layne McDougall at 250.807.9174 or GYM028 to complete the appropriate forms and register your group prior to requesting space.

Students' Union Clubs
UBC Students' Union clubs or course unions can book space on campus via the Students' Union.  Please contact Sylvia Boychuk at 250.807.8842 or UNC133 to complete the appropriate forms and register you group prior to requesting space.

Invitee

Secondary - Rental fees applied at 50% discount

An invitee event is defined as a non-academic event hosted by faculty or staff at the invitation of the University, and where a third party is invited to participate in the activity.  These events are not related to senate approved curriculum.  Invitee events generally fall within one or all of the following criteria:

• Event/Activity is outside the academic operation of the University/senate approved course curriculum, lecture, seminars, labs) or
• Event/Activity is charging fees for attendee's (admission, registration etc), or
• Event/Activity is charging invited vendors to attend, or
• Event/Activity where vendors/businesses are selling services or items, or
• Event/Activity where external business or individual is paid by the University to attend event

Click here for more information.  If you have a question regarding your event, call the Central Booking Office at 250-807-9845 for assistance

External Groups

Secondary - Full Room Fee Charge
External Groups are groups booking space for non-university business.  Appropriate documentation required – including contractual agreements and Insurance required.  External groups should contact Conference Services for support and additional information at www.okanagan.ubcconferences.com.

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Last reviewed 4/29/2013 10:26:26 AM