Terms & Conditions

All room bookings are subject to the Faculty of Medicine Terms & Conditions and Privacy Statement.

Terms & Conditions

1. Privacy

The Event Organizer gives consent for the collection and use of their limited personal information (name, email, phone number) to facilitate the creation and management of reservations, in accordance with our Privacy Statement (below).

2. Cancellation of Reservations

The Event Organizer agrees to notify the Resource Coordination Team if an event is cancelled or a room is not longer needed.  Failure to do so may result in restrictions on future requests for reservations.

3. Room Access

The Event Organizer is responsible for coordinating participants’ access to buildings and rooms. Rooms are typically available during normal business hours (8:30 a.m. – 4:30 p.m.) but access does vary by building. Contact the Resource Coordination Team for access information prior to your event.

4. Recording

The Event Organizer agrees to collect the required consent from participants to record video images or voice recordings during an event, in compliance with UBC and Faculty of Medicine policies on privacy, consent, copyright and intellectual property. 

5. Food and Beverages

The Event Organizer accepts responsibility for any clean-up or costs associated with cleaning up after the event. Food and beverages are not allowed in video conference enabled rooms. Food and non-alcoholic beverages are allowed in rooms that are not video conference enabled. All food and beverages must be removed from the room at the end of the event.

6. Damages to Facility, Furniture or Equipment

The Event Organizer accepts responsibility for damages to the room, furniture or equipment during the event. Damages must be reported to the Resource Coordination Team immediately. Furniture must be returned to its original configuration at the end of the event.

7. Rental, Technical Support and other Fees

The Event Organizer accepts responsibility for any fees associated with this reservation. The Resource Coordination Team will advise the Event Organizer of any fees before the reservation is finalized. There is not typically a rental fee for the use of Faculty of Medicine rooms, if booked for Faculty of Medicine or Health Authority teaching and learning events, or for departmental or divisional meetings. However; there may be a fee for technical support if the event is scheduled outside of normal business hours. Other groups may be required to pay fees for room rental, technical support or building fees (e.g. security, custodian, HVAC).

Privacy Statement

When you reserve a meeting room using the Faculty of Medicine’s room booking services or Room Finder website, we collect limited personal information (name, email and phone number) to reserve facilities and communications services on your behalf, and to contact you in case of any issues in fulfilling your request. This information is shared with Faculty of Medicine’s room booking and support staff and their agents to fulfill your reservation request and improve your room booking experience. Your information is not shared with or disclosed to any other parties.

UBC collects this information under the authority of section 26(c) of BC’s Freedom of Information and Protection of Privacy Act (FIPPA).

Should you have any questions or concerns about the privacy or security of the information you provide, please contact the Faculty of Medicine Resource Coordination Team.