Dodson and Peña Room Booking Form

Please submit your request to book the Dodson and/or Peña Room. In order to effectively consider your request, provide full details of your event as best as possible.

Note:

- Fields marked with an asterisk are required to submit the form.
- Please allow up to 5 business days for a response.
- We process requests in the order they are received and suggest providing as much lead time as possible (within the period of 6 months of the submission date of the request to the date of the event).
- Bookings submitted more than 6 months in advance cannot be processed at this time.
- You will receive an automatic email reply when your form has been successfully submitted. Your booking is not confirmed until you have received an email confirmation indicating this.

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

Contact Information
Name of Requester
First Last
Email Address*
Please the email address you wish to be reached at.
UBC Affiliation*
- UBC Faculty
- UBC Staff
- UBC Student
- Other
If you are not a UBC employee, we require the sponsorship/support of a UBC faculty/staff member to assume responsibility for your event. This is to ensure our that our guidelines are followed.*
Please provide the faculty/staff sponsor's name, phone number and email address.
UBC Department*
Telephone*
Event Details
Name of Event*
Name of Event Facilitator(s)*
Nature of Event*
Please note that the following types of events are not permitted in these spaces: closed events, meetings (including strategic planning sessions, staff retreats), regular classes, fundraisers, receptions, events that are commercial in nature, or concerts/recitals.
- Instruction / Workshop
- Lecture
- Conference
- Film Shoot
Event is open to:*
Select all that apply.
- General Public
- All UBC Students
- Specific group of UBC Students
- UBC Faculty and/or Staff
Note: Dodson and Peña events must typically be open to the wider UBC community*
Events open only to small groups of Students or are Faculty/Staff only may be denied.
- I understand
Event Description*
Events and activities in the Dodson and Peña Rooms should contribute to lifelong learning and student academic success by enhancing information technology skills, learning skills, wellness and by promoting unique, open learning opportunities. Events must be public, open to all students and have campus wide impact.

Please provide a description of your event 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. This description may be edited to be made publicly available in UBC Library newsletters and on the IKBLC website.
Date Requested*
*If more than 1 date is requested (i.e: as part of a series of workshops), please ensure all requested dates are specified in the Event Description above. **Please note that events more than 6 months away will not be considered at this time.
DD slash MM slash YYYY
Alternate Date Requested
If the above date is unavailable, please specify an alternate date.
DD slash MM slash YYYY
This field is hidden when viewing the form
Start Time of Actual Event (excluding set up)*
Please reference our hours of operation.
Enter "00" under "MM" if event begins at top of the hour.

: Hours

Minutes

AM/PM
This field is hidden when viewing the form
End Time of Event (excluding take down)*
Please reference our hours of operation.
Enter "00" under "MM" if event begins at top of the hour.

: Hours

Minutes

AM/PM
What is the total booking time requested, including set up and take down? (Ex: 11:30 am - 1:30 pm)*
Pleas ensure that 30 minutes are added before and after your event to allow for set up and tidying activities. Room users are expected to perform general tidy up of the space and return the room to its original furniture configuration.

Floor plans are posted in each room and full room usage details are found towards the end of this form and are part of this booking contract.
Room Specifications
Room Requested*
Note: Specific Rooms are offered on a first-come, first-served basis. Both rooms are capable of supporting hybrid events.
Expected Attendance*
Note: Each room has a maximum capacity of 60 people.
Will you be charging for your event or soliciting donations?*
- Yes
- No
If YES, please elaborate:
Will food and drink be served?*
- Yes
- No
If YES, we require that you provide a Program Code to reserve this space.*
If a room requires extensive cleaning after an event, then this Program Code will be charged for the cost of additional custodian work. It will not be charged in any other circumstance.
If YES, specify 1) what items you will be having and 2) which caterer will be used:
*Please make sure to only serve cold foods. It is the event organizers' responsibility to coordinate drop off and pick up of all catering items with caterer (this can be specified in the 'Notes for Order' section of the UBC Food Services form), as well as to remove all uneaten food and garbage. Catering equipment must be taken away immediately at the end of the event. It will be the responsibility of organizers to remove equipment and take it with them offsite following the event's conclusion.
Will liquor be served?*
If YES, you will need to apply for a Special Event permit. Instructions on how to do this can be found here
- Yes
- No
Will there be music?*
- Yes
- No
Is A/V equipment required?*
- Yes
- No
If YES, please specify what equipment is needed:
- Projector and Screen
- Podium Microphone (one available per room)
- Handheld Microphone (one available per room)
- Lapel Microphone (one available per room)
- Speakers
- VGA cable
- Mac dongle (available for loan at the Library Help Desk with a valid UBC card)
- Webinar / videocasting related equipment and support
Is A/V Support Required?*
During regular weekday business hours (8 am – 4 pm), standard A/V support is included during the set up period of your event, if requested. Support on weekends and after-hours is available at a rate of $90/hour (rates may change without notice).
- Yes - (please elaborate in the field below)
- No - We will self-support
- No A/V equipment is needed for our event
Other A/V Support or Special Requirements:
Room Usage Terms and Conditions
In order to maintain the Dodson and Peña Rooms as premier spaces on campus for events and workshops, the following terms and conditions apply. 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 an email confirmation indicating this.
Booking Times*
• Events must occur within the Chapman Learning Commons’ hours of operation. We cannot open early for event setup.
• We generally open at 8:00 am on weekdays and at 11:00 am on the weekends. See the above link for complete hours including holiday closures and reduced hours during intersession periods.
- Organizer acknowledges the above statement regarding Booking Times
Capacity*
• The maximum room capacity is 60 people due to firecode.
• It is highly recommended that you use Eventbrite or any other RSVP management system to oversee your attendance list.
• If you anticipate or know that your booked event will exceed this amount, it is expected that you will notify the Program Assistant and make arrangements for an alternate venue.
- Organizer acknowledges the above statement regarding Capacity
Furniture and Custodial*
• No provisions are provided for configuration or clean-up of room.
•Users are responsible for general tidy-up and removal of excess garbage and returning the room to its original layout, free of debris.
•If there will be food/beverages provided at an event, organizers are required to provide a Program Code to reserve these spaces. If a room requires extensive cleaning afterwards, this Program Code will be charged for the cost of additional custodian work.
• Furniture may be moved within the rooms, but not between the Dodson and Peña Rooms or into the Chapman Learning Commons or elsewhere in the Learning Centre.
• Note that tables in the Peña Room are collapsible.
• Reception tables may not be set up outside of the rooms, as it disturbs students studying in the space.
• Users are responsible for general tidy-up and removal of excess garbage and returning the room to its original layout, free of debris (floor plans are posted at the back of each room).
- Organizer acknowledges the above statement regarding Furniture and Custodial
Food and Drink*
• Food and drink are permitted in the rooms, but no hot foods are allowed.
• No access to kitchen facilities.
• There are no restrictions on who provides catering.
• Following the end of your event, you must remove catering items from the space.
• Catering equipment not picked up immediately following the conclusion of the event must be taken offsite with the organizers.
• Do not leave leftover food or any disposable food containers in or outside the room or at the Help Desk.
• A liquor license is required to serve alcohol at any event at UBC. Organizers are responsible for obtaining all necessary licenses through an application with Student Services and having them on hand the day of.
- Organizer acknowledges the above statement regarding Food and Drink
Event Signage and Other Provisions*
• Directional signage to event must be coordinated beforehand with the Program Assistant.
• Posters may not be taped, tacked or glued to the walls within the rooms or around IKBLC.
• Unauthorized signage and posters will be removed and room users will be billed for all damage incurred for their removal.
• No provisions for printing, photocopying, or faxing. A Library print card can be purchased for printing and photocopying and faxing is available at CopyRight.
• No storage space is available. Lost items left in the rooms after events will be kept at the Level 3 Help Desk.
- Organizer acknowledges the above statement regarding Event Signage and Other Provisions
Booking Changes or Cancellations*
• Please notify the Program Assistant of changes to your confirmed booking or if the room is no longer needed as soon as possible.
• Changes can be made up to 24 hours prior to the event.
• Under special circumstances and with as much advance notice as possible, a booking may be asked to move to a different room.
- Organizer acknowledges the above statement regarding Booking Changes or Cancellations
Audio and Visual Resources*
• A/V equipment and services are available for use upon request, subject to availability.
• There is no charge for the equipment listed in the booking form.
•A/V equipment provided in the space may not be unplugged.
• Rental fees may apply for special equipment or for services such as on-site support for the duration of your event.
- Organizer acknowledges the above statement regarding Audio and Visual Resources
Parking and Storage*
• There are no special provisions for parking provided.
• Equipment and presentation materials can not be stored in either room overnight.
• It is the individual requestor's responsibility to book adequate time for setting up.
- Organizer acknowledges the above statement regarding Parking and Storage
Statement of Agreement*
This form represents the complete understanding and agreement of the parties with respect to the booking of the Dodson and Peña Rooms in the Chapman Learning Commons, 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 event.
- I have read and agree to the Terms and Conditions listed above.
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Name
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Dodson and Peña Room Booking Form

Contact Information

Event Details

Room Specifications

Room Usage Terms and Conditions