External Bookings

The following policies are listed on the contract (Letter of Agreement – LOA):



Payment Structure

Signed Rental agreement along with full rental payment must be received upon receipt of this documentation.   Non–receipt of payment may result in cancellation of the rental.  Space will be held on a tentative basis pending your review and authorization of the contracted agreement.

Credit Card payment (Visa, MasterCard, American Express) Please complete the authorization form.   Cheques should be made payable to University of British Columbia and mailed to the address provided on the letter of agreement.



The Client agrees to pay for charges resulting from damages to The University of British Columbia’s property by the Client’s/and or delegates at a charge of cost recovery.

Smoking is not permitted on campus except for in designated smoking areas.  Open alcohol is not permitted without proper license.  Food, beverage and gum are not permitted in meeting space.

Food Services

The University of British Columbia will arrange to book all catering space on behalf of the Client’s needs.  The Client will meet directly with Aramark Canada Ltd. / Classic Fare Catering (250-807-9131) regarding all food and beverage requirements.  Food and beverage services are limited should the Client choose not to have meals catered.   Deposit and payment arrangements will be arranged between Aramark Canada Ltd / Classic Fare Catering and the Client as outlined by contractual agreements between the parties.

Audio Visual Equipment

Room rental includes the use of AV equipment located in that particular room.   Special requirements, and or the support of a technician are an additional fee.   Audio visual requirements are due at time of booking. 


Visitors may choose to purchase a day parking pass from ticket dispensed parking lot H, B, J & G or time from meters outside of lots E and F.  

Additional Charges

The University of British Columbia will invoice the Client for additional charges including, but not limited to: labour, storage and equipment rentals.  Labour will be charged at a current fee for a minimum of 4 hours.


The Client agrees not to post any signs on The University of British Columbia’s property without prior written approval from the University of British Columbia, and also agrees to adhere to any University presentation guidelines. Any unauthorized signs or authorized signs posted in non-approved locations will be removed without client consent. The Client agrees to pay for any labour charges related to the removal of signs.

General liability insurance is a mandatory requirement for external bookings on the University campus. Scheduling Services will require proof of insurance prior to the date of the event.Our 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.”

Use of the University Name

The Client agrees to use The University of British Columbia’s name only for the purpose of designating the location of the Client’s event and agrees to ensure that no educational or programmatic affiliation with The University of British Columbia is implied or stated whatsoever.  Upon request from the University, the Client agrees to submit to The University of British Columbia for its approval, all printed, digital, duplicated and/or other materials intended for distribution which include web pages, which include any information about The University of British Columbia whatsoever.  The use of the University of British Columbia’s name in this document is strictly for the purpose of identifying the location at which the Client is delivering the programs.  The Client had no affiliation with University of British Columbia and the University of British Columbia is not involved in or responsible for the quality, suitability, delivery or other aspects of the Client’s programs in any way.


Except in the event of the sole negligence of The University of British Columbia, the Client will indemnify The University of British Columbia, its Board of Governors, employees and agents (collectively, ‘The

Indemnities’) from and against all third party liabilities, loss, claims demands and expenses, including legal expenses, to which the Indemnities may become subject as a result of, or in connection with, directly or indirectly, the use or occupation of the land premises or property of The University of British Columbia by the Client, its delegates, servants, agents or employees.  This provision shall survive the termination of expiration of this contract.


This agreement shall be governed by, and construed in accordance with, the laws of the Province of British Columbia and the laws of Canada applicable therein. Each of the parties agrees to attorn to the jurisdiction of the courts of British Columbia and to comply with any orders or judgments issued thereby.

Force Majeure

Neither party shall be liable for any delay in performance or failure to perform, in whole or in part, under this agreement, if such performance delay or failure has become impossible or illegal due to Acts of God, government acts or regulations, disaster, civil disorder, strikes or other job actions, terrorist acts, fire, war, riots, or similar occurrences.

Substitution policy

In the event of maintenance problems, acts of God or other unforeseen circumstances, the University retains the right to substitute alternative rooms for those originally reserved on behalf of the Client.  The rate of the substituted rooms shall be the standard room rate of such rooms or the agreed upon rate of the rooms originally reserved, whichever is less.

Cancellation fees are:

a)       if the cancellation notice is received by UBC more than 30 calendar days prior to the first day of the Booking, UBC will not charge a cancellation fee.

b)       if the cancellation notice is received by UBC between seven to thirty (7 – 30) calendar days prior to the first date of the Booking, the Renter agrees to pay UBC 50% of the Rent in respect of the cancelled Booking or portion thereof; and

c)       if the cancellation notice is received by UBC less than seven (7) calendar days prior to the first date of the Booking, the Renter agrees to pay 100% of the Rent in respect of the cancelled Booking or portion thereof.

UBC may cancel the Booking upon written notice to the Renter at least seven (7) calendar days prior to the first booking date.  UBC will use reasonable efforts to identify an alternative Rental Venue that is acceptable to the Renter.