Information and Display Booth Booking Form

Please submit your request to have an information and display booth (map) in the Level 2 concourse of the Irving K. Barber Learning Centre.

In order to effectively consider your request, provide full details of your proposed booth as best as possible.

Note:
- Please allow between 3-5 business days for a response.
- We cannot process bookings less than 5 business days in advance of the booth date.
- Fields marked with an asterisk are required to submit the form.

For any questions, please contact ikblc.bookings@ubc.ca.

  • Contact Information

  • Please provide that person's name, phone number and email address.
  • Booth Details

  • Information and display booths may be reserved by UBC organizations and departments only to promote learning-related activities and opportunities. Our vision is to highlight learning support programs and services that engage and enhance students' academic success and wellness. Note that we cannot host UBC clubs.

    Please provide a detailed description of your proposed booth below, specifying how it will contribute to the above vision and including any relevant website links. Your request will not be processed without a valid description and that this description may be edited to be made publicly available in UBC Library newsletters.

  • If more than 1 date is requested (i.e: as part of a series of booths), please specify other dates in the Booth Description below.
  • In the event the above date is unavailable, select an alternate date below.
  • Booths are available Mondays to Fridays between 9:00 am and 4:00 pm.
    :
  • :
  • For example, if your booth runs from 12:00 - 2:00 pm, your total booth booking time might be 11:45 am - 2:15 pm to account for set up and take down activities. Specifying the total booth booking time allows IKBLC staff to know at what time the furniture will be picked up and returned to our office.
  • Booth Specifications

  • If NO, a standing sign holder may be loaned to you, pending availability. The sign is landscape or portrait-oriented and can hold up to tabloid-sized paper.
  • This entails the promotion of your event on electronic screens in the Irving K. Barber Learning Centre concourse up to 2 weeks before your booth event.

    For event promotion elsewhere on campus, visit UBC Digital Signage.
  • Booth Terms and Conditions

    The following terms and conditions apply for requests and if confirmed, for the duration of your booth in the Barber Learning Centre. Non-compliance with the following policies may result in the denial of future booking requests.

    Please scroll down to review our policies and to submit your agreement and completed form below.

    You will receive an automatic email reply when your form has been successfully submitted. Your booking is not confirmed until you have received email confirmation indicating this.
  • Requests

    • Booth requests are confirmed on a first-come, first-served basis and are subject to approval and availability.
    • IKBLC reserves the right to decline requests that:
        - Do not fit with our mandate
        - Are commercial in nature
        - Involve the solicitation of funds or membership
        - May disrupt Library operations
        - Generate security or safety concerns for the building and its patrons
  • Building Operations

    • For health and safety reasons, the distribution of beverages, baked goods, or other open food is not permitted.
    • Single serving packaged food, such as granola bars and tea bags, are acceptable.
    • In order not to disrupt nearby patrons and because sound travels easily to upper floors, music is not permitted.
    • Posters and banners are not to be attached to any part of the building and will be removed immediately; groups may be charged for any resulting damage to the building interior.
    • Standing sign holders for promotional material may be available for borrowing upon request, subject to availability.
    • IKBLC does not have any provisions for the storage of any booth materials.
  • Cancellations

    • In the event a booth has to be cancelled by the booker, please provide notification as soon as possible.
    • IKBLC reserves the right to cancel booths if:
    - Booth representatives do not show up within 15 minutes of the requested time
    - IKBLC staff members are absent - we shall attempt to notify booth representatives with as much advanced notice as reasonably possible. The booth may be re-scheduled pending availability.
  • This form represents the complete understanding and agreement of the parties with respect to the booking of an information and display booth in the Irving K. Barber Learning Centre.

    The Administration reserves the right to modify these guidelines or make additional conditions, as it deems necessary to ensure the success of your booth.
  • This field is for validation purposes and should be left unchanged.