UVic Libraries Space Booking Procedures

The procedures on this page are intended for UVic units (student groups, academic and admin support units, etc.) who wish to book space in the Libraries for tabling, events, etc. This booking procedure does not apply to students wishing to book study space. Students, please view our guidelines on study rooms and Tek booths.

In accordance with UVic policy BP3440, the Libraries will consider space booking requests for “Primary Purpose” activities on a case-by-case basis.  These are activities related to the regular designated use of Libraries space for its core operations, including but not limited to: study, research, artistic activity, etc.  Priority is also given to proposals that align with the Libraries’ strategic directions and priorities.      

All booking requests should be submitted by a Request Lead who represents the individual or group making the request.  Requests also require a Sponsor from within the Libraries who has been consulted about the request in advance, and has confirmed their support.  

The Libraries has limited resources and does not supply technical, communications, or support staff.  Advance room setup cannot be guaranteed.   

General Information on Booking Requests 

• The Libraries is an inclusive, interdisciplinary, and collaborative space that supports all UVic community members.  
• Booking requests must be submitted well in advance of the proposed date. More complex requests may require significant notice in excess of a year.  Requests made without adequate notice may be rejected. 
• The Libraries reserves the right to decline requests or cancel bookings which may conflict with other Libraries activities. 
• All requests must respect the Libraries’ Guidelines on Conduct.  
• If an intended use includes food or drink, it must be indicated in the request and provided in alignment with the Libraries’ food and drink policy. Leave no trace of food or drink. 
• All changes and cancellations to requests should be submitted with as much notice as possible to libadmin@uvic.ca 

How to Make a Request 

• To make a space request, the Request Lead or Sponsor should request and complete a Booking Request Form from libadmin@uvic.ca  
• The Libraries may request more information before making a decision. Please note that submitting a request doesn’t guarantee acceptance.