The Faculty of Medicine’s (FoM) Resource Coordination team carries out an annual advance booking process, in which regularly occurring education and administrative sessions for the upcoming academic year are booked before rooms are released for general use.
Advance Booking submissions are now being accepted for Summer/Fall 2025 dates (July 1 – December 31, 2025) through the Advance Booking Manager (ABM) tool.
For January to June 2025 dates, please use RoomFinder to submit booking requests.
Watch the recording: Advance Booking Info Session
Booking Windows
The Advance Booking process applies a two-window approach: Summer/Fall and Winter/Spring. Each window is comprised of two rounds before the rooms are released for general booking.
Round 1 focuses on FoM curriculum and teaching sessions, followed by Round 2 for FoM non-curriculum, UBC, or Health Authority sessions.
The two bookable periods are:
| SUMMER/FALL | July 1, 2025 to December 31, 2025 |
| WINTER/SPRING | January 1, 2026 to June 30, 2026 |
Advance Booking requests outside the timelines below will not be accepted. Late submissions will be processed after the confirmations are sent for the applicable round.
For UBC or FoM users, please consider whether it is more advantageous to use your UBC Zoom accounts instead of booking a FoM Zoom.
Timelines
SUMMER/FALL WINDOW
BOOKABLE PERIOD: JULY 1, 2025 to DECEMBER 31, 2025
Round 1 – FoM Curriculum, Teaching Sessions, FoM Governance
| Submission Period | Monday March 3, 2025 — Friday March 28, 2025 |
| Confirmations Sent | Friday May 16, 2025 |
Round 2 – FoM Non-Curriculum Sessions, UBC, or Health Authority
| Submission Period | Monday March 3, 2025 — Friday May 2, 2025 |
| Confirmations Sent | Friday June 6, 2025 |
RoomFinder General Booking
| Submissions accepted as of | Monday June 9, 2025 |
WINTER/SPRING WINDOW
BOOKABLE PERIOD: JANUARY 1, 2026 to JUNE 30, 2026
Round 1 – FoM Curriculum, Teaching Sessions, FoM Governance
| Submission Period | Tuesday September 2, 2025 — Friday September 26, 2025 |
| Confirmations Sent | Friday November 14, 2025 |
Round 2 – FoM Non-Curriculum Sessions, UBC, or Health Authority
| Submission Period | Tuesday September 2, 2024 — Friday October 24, 2025 |
| Confirmations Sent | Friday December 5, 2025 |
RoomFinder General Booking
| Submissions accepted as of | Monday December 8, 2025 |
To learn more about the prioritization framework followed for advance booking of physical spaces, please refer to the Academic Learning Space Booking & Utilization Policy.
Submission Format for Advance Booking: ABM
Advance Booking Manager, aka “ABM” is the official method for submitting Advance Booking requests.
ABM is a web-based tool for drafting and submitting reservation requests. It aligns with our goal to provide a solution that is sustainable, efficient, and user-friendly. Advance Booking Manager empowers its users by saving time and effort while protecting the integrity of our booking prioritization framework.
How to access ABM
Please use the button below and bookmark it for your reference.
Note: You will require a UBC Enhanced CWL ID (multi-factor authentication enabled.)
If you are Health Authority staff and do not have a UBC Enhanced CWL ID , please complete the sign-up form here. All UBC staff have Enhanced CWL IDs.
We recommend watching the ABM overview video in order to help introduce yourself to the tool, as well as reviewing the User Guide. The User Guide is also accessible by clicking the Help button in ABM.
Help with using ABM
Here are additional materials for review in order to familiarize yourself with ABM:
Video: Advance Booking Info Session (recorded March 2025)
Advance Booking FAQ
Q: I’m having issues logging into ABM with my CWL. What do I do?
A: Please reach out to the Resource Coordination Team by email at fom.resourcecoordination@ubc.ca for assistance resolving your issue. In your email subject line, please enter “ABM access issue” and in the body of the email, please provide:
- Your CWL ID
- A screenshot of the error
Access issues associated with a CWL is primarily to do with how your CWL was created, and can be resolved with some help from our team as well as UBC IT.
Q: What is an “Enhanced CWL”?
A: Your CWL must be enhanced in order to access ABM. Enhancement of a CWL (campus-wide login) provides an additional layer of cybersecurity protection. Please refer to UBC’s Privacy Matters website for a more detailed explanation.
Advance Booking Best Practices
To help us accommodate your room booking needs, please:
- Submit one ABM reservation per booking (whether ad hoc or recurring series.)
- Follow the timelines posted above. Due to the volume of requests, we cannot process requests outside of these timelines.
- Please provide specific details in each field. Ambiguous request details (e.g., “either this date or that date,” “possibly online if our instructor asks for it,” “please hold both X and Y room as back-ups”) cannot be processed. If you need to make changes after the submission deadline, please email the Resource Coordination team after confirmations have been sent out.
- Kindly consider if a room is needed for all sites in a videoconference session – e.g., could single participants at a particular location join from their computer instead?
- Be honest and considerate with physical space requirements, as you would expect others to do for you. Overbooking means that other people are denied access to rooms that are not being used.
- When possible, consider scheduling virtual-only sessions on your UBC Zoom account rather than borrowing a FoM Zoom license. UBC Zoom offers increased privacy and flexible settings, such as mute-upon-entry and enabling polls. See here for more information.
Contact
Resource Coordination Team
Digital Solutions, Faculty of Medicine