How to Meet

Room Booking Instructions

The following pages provide step-by-step instructions for booking rooms, videoconferences, and virtual meetings using RoomFinder:

• How to Book a Room
• How to Book a Virtual Meeting
• How to Add a non-Faculty of Medicine Room to a Booking
• Roles and Responsibilities for Event Organizers
• Room Booking Process Changes Due to Covid-19

Conferencing Options

There are a number of ways to meet with people at different locations, including videoconferencing from a vc capable room or from your computer through one of the supported collaboration tools. To help you choose the right option for your session, see comparison of current options below:

• Videoconferencing and Virtual Session Options

Faculty of Medicine Room Types

The following room types are bookable using RoomFinder. See RoomFinder for information about specific rooms, including capacity and room images. 

Image	Room Type	Used For	VC Capable?
	​Lecture Theatre	​Large rooms (capacity of 50+) used for lectures and other events.	​Yes
	​Case Based Learning Rooms	​Used for teaching sessions and examsAvailable to Faculty of Medicine learners only Access code is required	​No (some exceptions)
	​Clinical Skills	​Used for clinical skills practiceSet-up like a doctor’s office with a patient bed and examination equipmentBooking requires approval	​No
	​Enhanced Clinical Skills	​Used for clinical skills practice including simulation sessions Similar to Clinical Skills rooms, with the capacity to observe interactions from an adjoining room. Booking requires approval	​No
	​Meeting Rooms	​4-50 person capacity rooms with various furniture set up such as Boardroom or U shapeUsed for administrative meetings, workshops and other events	​Some
	​Gross Anatomy Laboratory	Clinical laboratories used to teach human anatomyAccess is limited and must be approved	​Yes
	​Multipurpose Laboratory	​Large capacity room with computer stations, used for lectures, labs or exams	​Yes
	​Atrium or Foyer	​Used for large events that require overflow space or room for catering/receptions Generally booked with adjoining rooms (for example, lecture theatres)	​No
	​Plinth Laboratory	Physiotherapy teaching laboratory with beds and equipment Generally only booked for Physical Therapy	​Yes

Community Group Events

Community groups that meet the following criteria can book Faculty of Medicine rooms: not-for-profit health education-related organizations that have an affiliation with UBC Faculty of Medicine, the University of British Columbia, the Provincial Health Authority, or the Federal or Provincial Ministries of Health.

Fees

Community groups are subject to rental fees, a short-term rental agreement, general liability insurance and technical support charges (if they request and are approved for technical support). Depending on the building being used and event dates/times, there may be additional building-related costs such as security, custodial services, HVAC, etc.

Rental Rates

The following rental rates apply for use of rooms by community groups. Rooms are rented for a minimum of 4 hours. Use of in-room AV equipment is included in the rental fee.