Room booking for admins:

Rules

The room bookings has changed and evolved over the years, and due to the most recent staff additions, it seems prudent to clarify some points when it comes to room bookings:

Undergrad events should be booked by sending emails to undergrad-info@cs.ubc.ca
Grad events should be booked by sending emails to grad-info@cs.ubc.ca
Committees should ask their support staff to book rooms
Faculty and grad students should make room booking requests through the group assistant
Undergrads requiring a room should either be using the undergrad meeting rooms located on the first two floors of the new part of the building, or else booking through their TAs
Anyone outside of the department requiring a room booking in this building need to provide have a host from this department who is willing to be used as the contact person
All functions should include the name of the person who booked it.
Events that occur on a regular basis should only be booked until the end of classes (ie. end of march)
Do not book any events that are occurring in less than an hour from booking time. This way, a group who has checked the schedule and moved in cannot be kicked out because of any last minute bookings.
The atrium, and rooms 162 and 289 do not belong to us, so if you need to book the following, please email info@icics.ubc.ca.. As admins, we have the ability to look at the calendar to see if it’s available, but not to book them.

Under NO circumstances should you delete someone else’s booking. Contact the person who put in the original booking and see if he or she can move it if the meeting you are trying to set up won’t work in any other space. Please remember that we have expanded the number of available meeting rooms with the addition of the new building.

As part of best practices, please cancel any meetings that you know aren’t taking place, as soon as possible. We all have regularly scheduled meetings that don’t always happen, so it would be nice to give someone else the opportunity to use the room.