Office of the Registrar

Room bookings

Room Bookings for UFV Staff and Faculty

This information is for UFV Staff & Faculty who wish to book rooms for purposes that are related to UFV business. For example, meetings, workshops, and mid-term exams, etc.

External Room Bookings requests, please contact UFV Conference Services here.

Classroom Requests

  • If a classroom or computer lab is required for a course, please email room.bookings@ufv.ca including the course, section, date, time, and a brief description of the purpose (midterm, etc).

  • Ad-hoc classroom requests can be submitted at any time through the room bookings portal. Classrooms are bookable only after the Scheduling Office and Continuing Education have completed their room assignments for each semester: typically, late March (for Summer), late July (for Fall), and late November (for Winter).

  • Ad-hoc classroom requests during the final exam period(s) are confirmed after the Final Exam schedules are posted: end of September (for Fall), end of January (for Winter), and end of May (for Summer - all sessions).

Please note: the room bookings portal is only accessible on campus within the UFV Network. If you're off campus, please email room.bookings@ufv.ca

Meeting Rooms

  • Ad-hoc meeting room requests are processed based on the date for which they are required, and not by the date they are received. 

  • Ad-hoc meeting room requests can be submitted at any time through the room bookings portal; however, meeting rooms are only bookable until August 31 (of any given year).

  • UFV Meeting Schedule requests can be submitted between February to May (of any given year) by either an email to room.bookings@ufv.ca or using the room bookings portal. The meeting schedule requests will be processed in late July and Room Bookings will send an email confirmation upon completion. 

Please note: the room bookings portal is only accessible on campus within the UFV Network. If you're off campus, please email room.bookings@ufv.ca

UFV Students

  • Any student associations or clubs wishing to book a room must do so through Student Life

  • Individual student request(s) must be booked through your department assistant or instructor.

*Note for Employees: A faculty member or department assistant may book a room on behalf of a student for UFV-related activity. In this case, the faculty member or department assistant accepts full responsibility for the booking (student conduct, loss or damage or equipment and furniture, janitorial services, etc) and will be the contact for the booking. 

How to Submit a Portal Request

Please note: the room bookings portal is only accessible on campus within the UFV Network. If you're off campus, please email room.bookings@ufv.ca with these details below.

  • Go to the portal. Login with your UFV network username and password.
  • Under Requests, select 'Make a request' on the left hand column.
  • Select Ad-hoc meeting or classroom booking.
  • Select the location and specify which building/campus is required.
  • Click on the calendar icon to show calendar dates.
  • Enter the start date and duration.
  • If further occurances are required, please check the recurrence box.
  • Click proceed.
  • Indicate how many attendees there will be.
  • Optional: Please enter additional time requirements.
  • Optional: Please enter additional room requirements.
  • Enter Department, this must be filled in to proceed.
  • Provide a brief description/purpose of the booking. For example: meeting, interview, etc.
  • Description must be filled in to proceed.
  • Please specify the campus.
  • Click submit. 
  • You will receive a copy of your request and Room Bookings will send a confirmation once booked. 

Additional resources

  • UFV Campus Security (Emergency or if a classroom/meeting room door is locked). Please contact Campus Security at local 7654 or 1-855-239-7654.
  • Catering please contact Dana Hospitality at catering@ufv.ca or local 4353. 
  • Information Technology Services please go to Audio Visual Services for a list of classrooms and meeting rooms including audio visual services.
  • Facilities Service Desk please contact the Facilities Service Desk at 604-854-4542 or submit a work request form
  • UFV Campus Floor Plans for the following locations: Abbotsford, Aerospace Centre, Chilliwack Education Park (CEP), Clearbrook Centre, Mission Heritage Park, Hope Centre.

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