Room Bookings
Book our Boardrooms
Graduate students, campus unions, student groups or clubs, UVic faculty, staff, and external groups are welcome to book our boardrooms for a variety of uses. We operate a payment scale for internal and external bookings. As a general rule, graduate students using the space to study, have meetings related to their studies, to defend, or hold presentations or meetings involving other graduate students do not pay to use the room.
- Bookings are made on a first-come, first-served basis.
- Graduate student groups (including writing groups, study groups, colloquia, or department graduate councils) may book to the end of the current term.
- A non-graduate student/organization can only make four (4) consecutive bookings at a time. After the date of their last booking, groups may make another four (4) consecutive bookings.
- Rental fees must be paid in full before further bookings can be made.
- The GSS will consider room bookings outside standard operating hours at its own discretion.
- Requests for room bookings outside standard operating hours must be submitted no later than one (1) week before the requested date.
- Rooms cannot be booked for birthday parties.
Book a room
Please fill out a Room Booking Form and submit to gssoffice@uvic.ca for approval. You will receive an email when your booking is confirmed.
Room 112
Room 112 is the smaller of the two boardrooms. This room is used mostly for smaller meetings and functions and it offers a white board. The room can accommodate 10-12 people around a table.
Room 108
Room 108 is the larger of the two boardrooms. It can seat 16 people around the meeting table, and more with additional seating along the wall. The capacity limit is 40. The room has a white board and screen for use with a projector.
Room 108 and 112 Combined
Rooms 108 and 112 are divided by a retractable wall and can be combined. Combined, the rooms can accommodate approximately 20-25 people seated at a table, and additional people in seating around along the wall. The room has white boards and projections screens for use with a projector
Rules and Regulations
(see Room Booking Policy for details)
Room Configuration
Please note that you can set up either Room 108, 112, or the combined rooms according to your needs as long as you return it to its original format afterwards.
There is a room set-up map posted in each room and failing to return the room to its original format may result in resetting fees.
Catering and alcohol
Due to BC Liquor License restrictions, any alcohol on the Grad Centre premises must be served by a Grad House staff members and can only be consumed in the restaurant area. Failure to adhere to this policy will result in a total loss of booking privileges. Alcohol cannot be consumed in the board rooms, hallways, or foyer.
Making a booking or catering order
If you would like to hold a catered event in one of our boardrooms, please coordinate your catering order through ghevents@uvic.ca. In your email, please specify the date, time, and approximate numbers for your event. We require at least two weeks notice for all catered events (although we always appreciate more!).
Please note that you should also still book the room through gssoffice@uvic.ca, so that we can ensure that our space is able to accommodate you.
Get Involved
Join us in shaping the grad student experience at UVic! Connect, advocate, and gain valuable skills. Explore opportunities to get involved today!