All event bookings are subject to the Faculty of Medicine Terms & Conditions and Privacy Statement.
Cancellation of Reservations
The Event Organizer agrees to notify the Resource Coordination Team if an event is cancelled or a resource (academic learning space or FoM Zoom ID) is no longer needed. This is to ensure fairness and availability for all groups as resources are limited.
Room Access
The Event Organizer is responsible for coordinating participants’ access to buildings and rooms. Most academic learning spaces are accessible during normal business hours; however, access conditions vary by site.
If you are unsure, consult RoomFinder for specific access information or contact the Resource Coordination Team prior to your event.
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.
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 videoconferencing-enabled academic learning spaces. All food and beverages must be removed from the learning space at the end of an event.
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.
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.
Typically, there is no rental fee for the use of Faculty of Medicine academic learning spaces 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. You may also be required to pay building fees (e.g., security, custodian, HVAC.)
Contact the Resource Coordination Team with any questions about potential fees associated with your booking.
Privacy Statement
When you reserve a meeting room using the Faculty of Medicine’s room booking services or RoomFinder 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.