*Please note, the Lillooet Room will be unavailable from September 18, 2019 to January 2020.*

Please submit your request to book the Dodson and/or Stikine Room. In order to effectively consider your request, provide full details of your event as best as possible.

Note:
  • Fields marked with an asterisk are required to submit the form.
  • Bookings submitted more than 6 months in advance cannot be processed at this time.
  • You will receive an automatic email reply when your form has been successfully submitted. Your booking is not confirmed until you have received an email confirmation indicating this.


For any questions, please contact ikblc.bookings@ubc.ca.
  • Contact Information

  • Please provide that person's name, phone number and email address.
  • Event Details

  • Please note that the following types of events are not permitted in these spaces: closed events, meetings (including strategic planning sessions, staff retreats), regular classes, fundraisers, receptions, events that are commercial in nature, or concerts/recitals (with the exception of the Dodson Music Series).
  • Select all that apply.
  • Events and activities in the Dodson and Stikine Rooms should contribute to lifelong learning and student academic success by enhancing information technology skills, learning skills, wellness and by promoting unique, open learning opportunities. Events must be public, open to all students and have campus wide impact.

    Please provide a description of your event below, specifying how it will contribute to the above vision and including any relevant website links. Your request will not be processed without a valid description. This description may be edited to be made publicly available in UBC Library newsletters and on the IKBLC website.

  • *If more than 1 date is requested (i.e: as part of a series of workshops), please ensure all requested dates are specified in the Event Description above. **Please note that events more than 6 months away will not be considered at this time.
    Date Format: MM slash DD slash YYYY
  • If the above date is unavailable, please specify an alternate date.
    Date Format: MM slash DD slash YYYY
  • Please reference our hours of operation.
    Enter "00" under "MM" if event begins at top of the hour.
    :
  • Please reference our hours of operation.
    Enter "00" under "MM" if event begins at top of the hour.
    :
  • Time permitting, a minimum of 30 minutes are added before and after your event to allow for set up and tidying activities. Room users are expected to perform general tidy up of the space as well as return the room to its original configuration.

    Floor plans are posted in each room and full room usage details are found towards the end of this form and are part of this booking contract.
  • Room Specifications

  • *It is the event organizers' responsibility to coordinate drop off and pick up of all catering items with caterer (this can be specified in the 'Notes' section of the Scholars form), as well as to remove all uneaten food and garbage.
  • If YES, instructions on how to obtain a liquor license will be provided to you.
  • During regular weekday business hours (8 am – 4 pm), standard A/V support is included during the set up period of your event, if requested. Support on weekends and after-hours is available at a rate of $90/hour.
  • Room Usage Terms and Conditions

    In order to maintain the Dodson and Stikine Rooms as premier spaces on campus for events and workshops, the following terms and conditions apply. Non-compliance with the following policies may result in the denial of future booking requests.

    Please scroll down to review our policies and to submit your agreement and completed form below.

    You will receive an automatic email reply when your form has been successfully submitted. Your booking is not confirmed until you have received an email confirmation indicating this.
  • Booking Times

    • Events must occur within the Chapman Learning Commons’ hours of operation. We cannot open early for event setup.
    • We generally open at 8:00 am on weekdays and at 10:00 am on the weekends. See the above link for complete hours including holiday closures and reduced hours during intersession periods.
  • Capacity

    • The maximum room capacity is 60 people due to firecode regulations.
    • It is highly recommended that you use Eventbrite or any other RSVP management system to oversee your attendance list.
    • If you anticipate or know that your booked event will exceed this amount, it is expected that you will notify the Program Assistant and make arrangements for an alternate venue.
  • Furniture and Custodial

    • No provisions for configuration or clean-up of room.
    • Furniture may be moved within the rooms, but not between the Dodson and Stikine Rooms or into the Chapman Learning Commons or elsewhere in the Learning Centre.
    • Note that tables are collapsible.
    • Reception tables may not be set up outside of the rooms, as it disturbs students studying in the space.
    • Users are responsible for general tidy-up and removal of excess garbage and returning the room to its original layout, free of debris (floor plans are posted at the back of each room).
  • Food and Drink

    • Food and drink are permitted in the rooms, but no hot foods are allowed.
    • No access to kitchen facilities.
    • There are no restrictions on who provides catering. Scholars and AMS Catering are two options.
    • Following the end of your event, please move catering items outside the room for pick up from the caterers.
    • Do not leave leftover food or any disposable food containers in or outside the room or at the Help Desk.
    • A liquor license is required to serve alcohol at any event at UBC. Organizers are responsible for obtaining all necessary licenses through an application with Student Services and having them on hand the day of.
  • Audio and Video Resources

    • A/V equipment and services are available for use upon request, subject to availability.
    • There is no charge for the equipment listed in the booking form.
    • Rental fees may apply for special equipment or for services such as on-site support for the duration of your event.
  • Event Signage and Other Provisions

    • Directional signage to event must be coordinated beforehand with the Program Assistant.
    • Posters may not be taped, tacked or glued to the walls within the rooms or around IKBLC. Please use the available flip chart easels.
    • Unauthorized signage and posters will be removed and room users will be billed for all damage incurred for their removal.
    • No provisions for printing, photocopying, or faxing. A Library print card can be purchased for printing and photocopying and faxing is available at CopyRight.
    • No storage space is available. Lost items left in the rooms after events will be kept at the Level 3 Help Desk.
  • Booking Changes or Cancellations

    • Please notify the Program Assistant of changes to your confirmed booking or if the room is no longer needed as soon as possible.
    • Changes can be made up to 24 hours prior to the event.
    • Under special circumstances and with as much advance notice as possible, a booking may be asked to move to a different room.
  • This form represents the complete understanding and agreement of the parties with respect to the booking of the Dodson and Stikine Rooms in the Chapman Learning Commons, Irving K. Barber Learning Centre.

    The Administration reserves the right to modify these guidelines or make additional conditions, as it deems necessary to ensure the success of your event.
  • This field is for validation purposes and should be left unchanged.
The Chapman Learning Commons (CLC) on Level 3 of the Irving K. Barber Learning Centre will be closed for renovations starting Wednesday, December 19, 2018.
The Irving K. Barber Learning Centre will be closed from Friday, December 28 through Saturday, December 29, 2018 due to a health and safety requirement while the fire alarm control panels are replaced, as part of scheduled maintenance.
UBC Library's Irving K. Barber Learning Centre will be open 24 hours a day beginning December 6.

 

UBC Building Operations has initiated a project to replace and enhance the lighting in the Golden Jubilee Room (level 4) and the main staircase. The project will resolve maintenance issues with inaccessible light fixtures and allow these areas to be properly lit. The project is expected to be complete at the end of July. The Golden Jubilee Room will be closed to the public for the duration of the project.  Access to the central staircase will be impacted at times and building users will be directed to the elevators or alternative staircases. Access to the main entry of the building (East Mall) will be maintained at all times.

Please submit your digital signage content for promotional consideration on screens in the Irving K. Barber Learning Centre. In order to effectively consider your request, ensure that all fields are completed.

Note:
- Fields marked with an asterisk are required to submit the form.
- Requests should be submitted at least 1 week prior to the Posting Start Date as insufficient lead time may result in a denial of your request.

For any questions, please contact ikblc.bookings@ubc.ca.
  • Please indicate when you would like your content to start playing. We can display your content up to 2 weeks in advance of your start date.
  • Unless specified, content will be configured to stop playing directly after the end of your event. Non-dated content or content promoting ongoing programs or services will be scheduled accordingly
  • See UBC Digital Signage - Submission for more information.
  • Ex: 2014 05 24 - Alumni Weekend - IKB
  • - Ensure that your content meets our formatting guidelines and content specifications.
    - Allowable file formats include: Images (.jpg, .png, .tiff), Powerpoint (.ppt, .pptx), Video (.wmv, .mpg, .avi)
  • This field is for validation purposes and should be left unchanged.

Foyer Booking Request Form

Please submit your request to book the Level 2 foyer (map) of the Irving K. Barber Learning Centre. In order to effectively consider your request, provide full details of your proposed foyer event as best as possible.

Note:
- Allow up to 4 business days for a response as building stakeholders have to be consulted while assessing your request.
- Fields marked with an asterisk are required to submit the form.

For any questions, please contact IKBLC Bookings.
  • Contact Information

  • Foyer Event Details

  • The Level 2 foyer may be reserved by UBC organizations and departments only to promote learning-related activities and opportunities. Our vision is to highlight learning support programs and services that engage and enhance students' academic success and wellness. Note that we cannot host UBC clubs.

    Please provide a detailed description of your proposed foyer event below, specifying how it will contribute to the above vision and including any relevant website links. Your request will not be processed without a valid description. This description may be edited to be made publicly available in UBC Library newsletters.

  • In the event the above date is unavailable, select an alternate date below.
  • :
  • :
  • This time is inclusive of all set up and take down activities before and after your event.
  • Foyer Specifications

  • Event organizers are responsible for renting all necessary furniture and coordinating the delivery and pick up of rentals. Please note that IKBLC has no provisions for the storage of event materials.
  • Please coordinate with your caterer to ensure that all catering items are promptly removed following the end of the event.
  • This entails the promotion of your event on electronic screens in the foyer up to 2 weeks before your event.

    For event promotion elsewhere on campus, visit UBC Digital Signage.
  • Foyer Terms and Conditions

    The following terms and conditions apply for requests and if confirmed, for the duration of your foyer event in the Barber Learning Centre. Non-compliance with the following policies may result in the denial of future booking requests.

    Please scroll down to review our policies and to submit your agreement and completed form below.
  • Requests

    • Foyer requests are confirmed on a first-come, first-served basis and are subject to approval and availability. In the interest of minimizing the impact on students studying in the space, IKBLC has a limited number of bookings for the foyer each term.
    • IKBLC reserves the right to decline requests that:
        - Will interfere with the student academic cycle
        - Do not fit with our mandate
        - Are commercial in nature
        - Involve the solicitation of funds or membership
        - May disrupt Library operations
        - Generate security or safety concerns for the building and its patrons
  • Building Operations

    • For health and safety reasons, the distribution of beverages, baked goods, or other open food is not permitted.
    • Single serving packaged food, such as granola bars and tea bags, are acceptable.
    • Posters and banners are not to be attached to any part of the building and will be removed immediately; groups may be charged for any resulting damage to the building interior.
    • Standing sign holders for promotional material may be available for borrowing upon request, subject to availability.
    • IKBLC does not have any provisions for the storage of any event materials.
  • Cancellations

    • In the event, your foyer booking has to be cancelled or re-scheduled, please provide as much advance notification as possible.
  • This form represents the complete understanding and agreement of the parties with respect to the booking of the Level 2 foyer in the Irving K. Barber Learning Centre.

    The Administration reserves the right to modify these guidelines or make additional conditions, as it deems necessary to ensure the success of your event.
  • This field is for validation purposes and should be left unchanged.

Irving K. Barber Learning Centre Golden Jubilee Room Booking Request Form

Please fill in this request form and provide all details of the planned event so that your booking request can be considered. Your request will be reviewed to determine eligibility. Since the Golden Jubilee Room (GJR) is a signature venue that also serves as a vital informal student learning space on campus, your request MAY BE DECLINED for reasons related to the academic calendar or for other operational factors. For these reasons the GJR is booked for events up to a maximum of 2 (two) times per term and for approved events only.

Requests should be submitted no later than 6 (six) weeks prior to the event and no sooner than 4 (four) months prior. (Example: an event planned for January 15th should be submitted between September 15th and December 1st).

Allow up to 10 business days for a response as building stakeholders need to be consulted as part of the review of your request.

For any questions, please contact ikblc.bookings@ubc.ca.

Fields marked with an asterisk (*) are required to submit the form.
  • Contact Information

  • Golden Jubilee Room Event Details

  • Please provide a detailed description of your proposed event below, specifying how it will contribute to the UBC community. Please include any relevant website links. Your request will not be processed without a valid description. Note that this description may be used or edited and made publicly available in UBC Library newsletters.
  • :
  • :
  • This time is inclusive of all set up and take down activities before and after your event.
  • If you require AV, please list the equipment you require.
  • Building Operations

    Please mark off the boxes indicating that you have read and understand the following building operations guidelines.
  • Any changes or cancellations must be received in writing. Please note that the Golden Jubilee Room is booked a maximum of 2 (two) times per term and for approved events only.

    The Administration reserves the right to modify these guidelines or make additional conditions, as it deems necessary to ensure the success of your event.
  • This field is for validation purposes and should be left unchanged.

Art Exhibit Booking Request Form

In order to effectively consider your request, please fill in the Art Exhibit Booking Request Form and provide all details of your proposed exhibit as best as possible. Your request is NOT confirmed until you have received an email indicating that your exhibit has been booked.

Allow up to 5 business days for a response to your request.

Fields marked with an asterisk (*) are required to submit the form.
  • Contact Information

  • Exhibit Details

  • Please include any relevant website links. Your request will not be processed without a valid description. Note that this description may be used or edited and made publicly available in UBC Library newsletters.
  • Space Use Information

    The IKBLC Display Gallery has six free-standing display cases available (6 feet width x 23 inches height x 22 inches depth) with clear Plexiglas lockable covers.

    Gallery hours are Monday to Sunday – 6 am to 1am
  • Criteria

    Exhibits should be educational in content and encourage learning through the exploration of themes, issues or unique perspectives.
    • Exhibits should provide opportunities for educational programming and related activities.
    • Relevance of subject to library collections and/or the Library’s role in supporting the teaching and research activities of the University.
    • Appropriateness of subject for location and audience.
    • Broadness of appeal of the primary subject.
    • Relation to other community programs, events or exhibits in the library or university.
    • Does not promote the financial gain of any individual, organization, or commercial entity.
    • Inclusion of descriptive materials which contextualize the content of the exhibit.
  • Requests

    Exhibits in the Irving K. Barber Learning Centre are selected in accordance with the exhibit policy and goals and within the specified criteria. Exhibit spaces are made available to UBC and UBC-affiliated departments, groups, and organizations, and to external exhibitors sponsored by IKBLC. Upon approval, requester(s) are required to sign, complete and submit the Exhibit Agreement Form.

    IKBLC is not responsible for contents, loss, or damage and does not have storage capacity. Installation and take-down is up to the organizer(s). IKBLC reserves the right to decline requests that:
    • Do not fit with our mandate
    • Are commercial in nature
    • Involve the solicitation of funds

    Please note the IKBLC does not participate in commercial sales. No prices will be displayed with items. With permission we will make the exhibitor’s name and phone number available to the public.

    Further information about Art Exhibits may be found here.

    If you have further questions, please contact Allan Cho, Community Engagement Librarian.
  • This field is for validation purposes and should be left unchanged.

a place of mind, The University of British Columbia

UBC Library

Info:

604.822.6375

Renewals: 

604.822.3115
604.822.2883
250.807.9107

Spam prevention powered by Akismet