Room Booking Checklist
Checklist for booking a room with the Central Booking Office (CBO)
Fill out and submit the online Room Booking Request Form.
For revisions to current bookings, please fill out the Room Booking Change Request Form.
If your event is being hosted by a department (Invitee) and event fees apply, the following sponsorship authorization form should be completed and returned to the Central Booking Office.
Receive confirmation of your request within 24 hours from the CBO.
Ask about any additional charges that may apply (additional labour, set-up and tear-down, room rentals, cleaning, etc.)
Contact IT, Media, and Classroom Services by entering a ticket for technical support (if applicable) or if you need additional equipment not already provided in the room.
Submit a Work Order through Facilities Management for any set-up and tear-down requirements (if applicable). Please quote room booking confirmation number on the work order.
Contact Scholar’s Catering for Food & Beverage needs at https://catering.ok.ubc.ca/
Contact Parking Services to discuss your guests’ parking needs and available lot information.
Contact Facilities Management regarding any signage you will be posting around campus including the use of sandwich boards.
Cancellation fees are:
a) 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.
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
c) 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.
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.