* To request sections/rooms for tuition-based courses, contract/core client or special events with registration please use the Course Section Request Form or contact Scheduling.
Miscellaneous Room Booking Form
Use the Miscellaneous Room Booking form to book JIBC staff meetings, JIBC campus wide activities or events, student focused activities (no registration required), overnight holds for instructional and non-instructional events, maintenance, rentals, etc.
Filling Out the Form
Requestor and Account/Department will automatically populate once you are logged into Team Dynamix
Event Type and Approvals
- JIBC Staff Meeting – no approval required
- JIBC campus-wide Activity or Event – approval by Dean for schools, approval by Director for non-academic and Janice Klarner
- Student Focused Activity (Registration not required) - SafeTALK, Student Exams or Activities – approval Janice Klarner
- Rental - JIBC program affiliated – approval Facilities
- Rental (Rental agreement in place) – approval Facilities
- Overnight/Hold - Secure equipment storage for instructional and non-instructional activities – approval Janice Klarner and send email to Facilities Service Desk to inform Facilities that you are requesting an over night hold and why
- Maintenance - Facilities, Tech Services – approval Janice Klarner
Rentals
Event Details
- Event title - enter the name of the event as it should be seen on the monitors, enter any additional information (i.e date) in brackets for your own information. This will assist when searching tickets. Anything in brackets will not be entered in Colleague.
- Provide a brief description of the event.
- Enter number of days of event within the same month
Event times
- Select start and end day and time for each day of the event
Space Requirements
- Choose campus; a selection of rooms will appear in the drop-down menu
- If a booking is not to appear on the monitors a XPR is entered in front of the name of the event title. The XPR will not appear on the monitors but will show in Colleague and on Excel reports
- Preferred Room - this is an optional field, if you would like a specific room, please list room(s) in order of preference
- Do you need room for equipment - space to lay out equipment / tables and chairs?
Participant Details
- Enter total number of participants
- External participants - yes/no
- If yes, enter number of external participants (this is needed for facilities, parking/cafeteria)
Additional Information for Room Booking Staff
- Enter any additional information that may be helpful when booking space
- * Please contact Facilities, Service Desk, or the Library to make arrangements concerning parking, tables/chairs or technical equipment
To Cancel, Change or Add New Details to a Booking
- Locate the booking confirmation email from Team Dynamix
- “Reply all” to the email with a message to cancel, change or add new information to a booking
Miscellaneous Room Booking General Guidelines
- Book within your division’s footprint first
- Prior to submitting requests to Room Booking for space at regional campuses, check availability with the campus administrator
- Requests for regular staff meetings should not be submitted before 30 days of the request date
- Set up/overnight booking will not start until after 5pm
- Overnight holds for running sections will start at the end of the day until closing and again in the morning until the section starts
- Non-course related evening bookings will start at or after 5pm
Allocation of Space
- All learning spaces, assigned or otherwise, will be managed by Scheduling and Room Booking.
- Scheduling and Room Booking will refer all out-of-process requests/inquiries and unresolved matters from program areas to the Registrar for resolution.
- Learning space allocations for instructional activities are categorized as either assigned or unassigned for open booking and, in some instances, prioritized for specific users.
Assigned Spaces
- Specific schools and program areas with predictable and continuous enrollment, specialty equipment needs, and adjacency requirements have been assigned space.
Unassigned Spaces
- Remaining space is designated as unassigned and available for open booking by all program areas
Priority Users of Unassigned Spaces
Notes and Reminders
- Miscellaneous Room Booking will be able to process miscellaneous requests when all course related requests have been scheduled
How do I contact Miscellaneous Room Booking?
Steps to produce a Building Room Calendar Summary (BRCS) report:
- Select BRCS in drop down list and then Search
- Enter building name in Building Name Lookup box
- e.g. NWCL - classrooms, NWRX - Rix Building, NWAD - Admin block, NWGY - Gym and Gun Range
- Enter room description in Rooms Lookup box
- Room code is the building code followed by room number, e.g., NWCL110 = Theatre
- Enter start date (e.g. 2025 05 07 = May 7, 2025)
- Enter end date (same as above)
- * You must cancel out of the BRCS screen as soon as you have finished your query or the queried room will be locked and cannot be queried or booked by another user.