Clubs

Student Association Handbook: Booking Privileges

BOOKING PRIVILEGES

Due to COVID-19 restrictions, there are no non-academic bookings on campus until further notice.

Campus Foyer, Classroom and Outdoor Bookings

For regular booking requests (eg. club meeting in a classroom) please allow two business days for a booking confirmation. During our busy times (September and January) allow five business days to process booking requests. For larger events, request your booking well in advance. Booking confirmations are sent to the Student Association email as soon as they are available.

The Central Booking Office (CBO) provides an online timetable to show availability on spaces, please confirm availability BEFORE you submit your Room Booking Request…

Check out the different spaces available
https://learningspaces.ok.ubc.ca/find-space
https://cbo.ok.ubc.ca/rooms/outdoors/

Step 1: Verify room availability
How to use the timetable:

  1. Select the academic year for your booking
  2. Click on “Rooms”
  3. Select the room you would like to check for availability
  4. Select the “Week Range” (all weeks start with the Monday date)
  5. Select the day of the week your event/meeting will take place
  6. Select the “All Day” option to see the full schedule for the date selected
  7. Leave the default “Single (Basic) Timetable” option
  8. Click “View Timetable”

Step 2: Complete Room Booking Request Form

PLEASE NOTE: times and locations of classes and events on the timetable can be subject to change. The timetable reflects updates to the timetable in real time. Not all locations are available to be viewed in the Room search, only listed locations are available for Student Association bookings. Foyer spaces can be booked in the EME, Arts, Science, Arts and Science, Fipke, and UNC.

Outdoor space can be booked using our regular room booking request. Outdoor spaces do not come with tables, chairs, or other equipment set up. If tables/chairs are required, submit a Facilities Management Event Application form to the Membership Outreach Coordinator. All Facilities Management requests must be submitted twenty-one days in advance of your event date. Facilities Management charges $40 per crew member per hour for event set-up and tear down.

 

Special Function Space

UNC 200 Ballroom

  • capacity for 136 seated banquet-style or 200 standing or seated theatre-style
  • built-in screen, overhead projector, microphone and surround sound system
  • must be booked at least 2 hours in advance of event start time for set-up
  • set up of tables/chairs (must be done by Facilities Management and requested 21 days in advance of event date via the Facilities Management Event Request form, available upon request from SUO)
  • if music and dancing is part of the event, SOCAN and Re:Sound fees apply and will be paid from your club/course union account after your event

Arts Atrium
The Arts Atrium is no longer available for events.

UNC 106 Theatre

Rental Form
Terms & Conditions

The Students’ Union UNC106 Theatre contains the following features/equipment:

  • 88 theatre-style seats
  • Ceiling-mounted 4K HD Projector
  • Electronic controlled projection screen
  • Surround Sound Speakers
  • Two (WiFi) wireless access points
  • Blu-ray DVD player
  • Wireless hand-held and lapel microphones
  • HDMI, VGA cable and audio cable

PLEASE NOTE: Breach of any terms and conditions may result in the fee.

UNC 105 Boardroom

Rental Form
Terms & Conditions

The Students’ Union UNC105 Boardroom contains the following equipment:

  • Ceiling-mounted projector
  • Electronic controlled projection screen
  • Two wall-mounted speakers
  • Wireless access point
  • Small sink and snack bar
  • Twenty chairs & Six boardroom tables

PLEASE NOTE: Breach of any terms and conditions may result in the fee.


DO'S

  • CHECK ROOM AVAILABILITY BEFORE SUBMITTING A FORM (ROOMS ARE BOOKED ON A FIRST COME, FIRST SERVE BASIS SO SOMETIMES IT WILL SHOW THAT A ROOM IS AVAILABLE BECAUSE A REQUEST HAS NOT BEEN PROCESSED YET. WE WILL EMAIL YOU IF THIS IS THE CASE, SO BOOK EARLY)
  • BE PATIENT AND RESPECTFUL - WE CAN HAVE MANY REQUESTS TO PROCESS
  • WHEN MAKING MULTIPLE BOOKINGS FOR THE SAME DAY, YOU CAN SPECIFY MULTIPLE ROOMS WANTED IN THE COMMENTS AT THE BOTTOM OF THE BOOKING FORM AS LONG AS THE DATES AND TIMES ARE IDENTICAL.
  • GIVE CLEAR DETAILS SO WE DON’T HAVE TO EMAIL YOU TO ASK QUESTIONS BEFORE PROCESSING THE REQUEST.

DONT'S

  • SUBMIT A FORM BEFORE CHECKING ROOM AVAILABILITY 
  • TRY AND BOOK THE FOLLOWING ROOMS:
    • RESTRICTED CLASSROOMS
    • TEACHING LABS 
    • CLASSROOMS THAT AREN'T LISTED ON CENTRAL BOOKING
  • SEND EMAILS SUCH AS "I WANT TO BOOK 6 CLASSROOMS IN THE EME ON THIS DATE." CHECK AVAILABILITY AND SPECIFY THE SPECIFIC ROOMS WANTED ON THE FORM. 
  • BOOK A SPACE LAST MINUTE, WE ARE ONLY HUMAN AND NEED TIME TO DEAL WITH THE MANY REQUESTS RECEIVED DAILY