Room Bookings

To book an ECE room in the Fred Kaiser or MacLeod Buildings, please check its availability via https://mrbs.ece.ubc.ca (requires the use of MyVPN to view) and send a request to bookings@ece.ubc.ca.

Classroom bookings are not booked through ECE and must be booked through Classroom Services directly

Important reminders about room bookings:

• Requests can take up to 2-3 business days to receive a response. During peak times (such as the beginning of an academic term) please expect longer delays when submitting a request.
• Availability on the meeting room booking system and a request sent to the bookings administrator does not guarantee your booking; bookings are only confirmed once you receive a response from an ECE staff member
• ECE staff are not available to assist with set up or take down, but are available in Kaiser 5500 during normal business hours (Monday-Friday from 8:30am-4:30pm) to unlock room doors if you find them locked on your arrival.
• If you would like to take a look at a room in advance of your event, an ECE bookings administrator can grant you access to the room by request.
• If you would like to arrange for extra AV support on the day of your event, or if you need additional equipment that is not already in our rooms, the UBC IT AV team can assist subject to availability. For our rooms with AV equipment, please note that the UBC IT AV team does not do onsite support for restricted meeting rooms without prior arrangement. We try to keep our equipment running and up to date, however issues can still occur. You can view more information here: https://it.ubc.ca/services/audio-visual-creative-services/events
• Please be courteous to subsequent users of the facility by returning the venue to a ‘normal’ seating pattern and by removing all event materials (papers, catering trays, etc.). ECE staff or custodians will not remove these items for you.

If you are planning on booking the Kaiser Atrium, please note the following:

• Atrium requests need to be processed a minimum of 4 weeks before your event.
• All furniture moving and set up of the Atrium must be done by UBC Movers. If you need to rearrange furniture in these areas for your event, your booking request must include a desired event floor plan and a worktag/speedchart. This includes resetting the furniture at the end of your event.
• We ask that you do not move furniture independently, as this can lead to injury.
• In order to officially confirm a booking that requires different furniture arrangements, a moving request must have been submitted and approved. Event bookings will not be completed until this has been received. Please let us know if you have any questions about this through bookings@ece.ubc.ca

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Rooms Available for Booking

Please contact bookings@ece.ubc.ca for more information.