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UFV/Office of the Registrar/Rooms & Scheduling/Room bookings

Room bookings

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Guidance for In-Person Meetings and Events at UFV

A meeting serves a UFV business or organizational purpose. It is held to make decisions, discuss tactics and strategies or review plans. The participants are all known to the organizer and they are aware of, and adhere to, UFV health and safety protocols. An event serves an educational, entertainment or external community purpose. The participants are not all known to the organizers and/or may be from an external organization or the community.

In-person events:

UFV employees planning an in-person event will be required to submit an Event Application form. See here for additional information. 


Weekend access:

In some instances, other than scheduled classes, access on weekends will require an access request and approval from Security. For questions about room and building access, email safetysecurity@ufv.ca or phone 1-855-239-7654 (local 7654).

Room Bookings Portal

The Room Bookings Portal is available to UFV employees for booking meeting rooms and classrooms for UFV business purposes. Refer to the user guide below for step-by-step instructions. 

UFV Room Bookings Portal - User Guide

Note: Use of institutional space for activities outside an employee's UFV role is considered an external booking and must be requested through Conference Services. 

UFV Meeting Schedule (MSCH) requests:

Ad-hoc (ADHC) requests:

  • Requests are processed based on the activity date, not the submission date. Submit any time through the Room Bookings Portal; meeting rooms are bookable only up to August 31 each year. 

Catering reminder:

  • Please ensure that all catering items are collected promptly after your activity. 

Course-related classroom or lab needs:

  • If a classroom or computer lab is required for a course, email scheduling@ufv.ca with the course and section, date and time, and a brief description of the purposes (e.g., midterm exam). 

Ad-hoc classroom requests (meetings or activities):

  • Requests may be submitted at any time through the Room Bookings Portal or by emailing room.bookings@ufv.ca.  Classrooms become available only after the Scheduling Office has completed semester-based room assignments:

    • Early April (Summer)

    • Mid-August (Fall)

    • Mid-December (Winter)

Requests during final exam periods:

  • Ad-hoc classroom requests for meetings or activities during the final exam periods are confirmed only after final exam schedules are posted (approximately four weeks after the start of classes).  

Upgraded classrooms:

Room features:

  • Lecture Capture rooms are identified by the "LCAP" attribute in the Room Bookings Portal and include a camera, speakers, and microphone. 

Important note:

  • Lecture Capture rooms are intended for recording lectures only; live streaming is not currently supported. 

Student Clubs and Associations:

  • Classrooms may be booked by submitting an Event Request Form through your Club or Associations Rubric portal. A link is available on the UFV Student Union Society website.  

Individual students:

  • Requests must be made through your department coordinator or course instructor.

Employees booking on behalf of students:

Faculty or department coordinators may book classrooms for UFV-related student activities and assume full responsibility for the booking, including student conduct, damages, and related services. 

UFV Campus Floor Plans are available for the following locations: 

Abbotsford
Aerospace Centre
Canada Education Park (CEP)
Clearbrook Centre
Mission (Heritage Park)
Hope Centre

Additional resources

  • UFV Campus Security: Contact Campus Security at local 7654 or 1-855-239-7654 (including if a classroom/meeting room door is locked).

  • Catering: Contact Dana Hospitality at catering@ufv.ca or local 4353. 

    Attention Catering Users: Please ensure that all catering items are collected promptly after your activity.

  • Information Technology Services: Contact the IT Service Desk at itservicedesk@ufv.ca or local 4610. Visit Audio Visual Services to reserve audio-visual equipment, view technical guides, and request audio-visual support.  

  • Facilities Service Desk: Contact the Facilities Service Desk at 604-854-4542 or submit a work request form. 

Questions?

Contact the Office of the Registrar at room.bookings@ufv.ca

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