In acknowledgement of the value of our many community partnerships, the Cowichan campus of Vancouver Island University makes classroom and meeting space available for community use via VIU’s room rental policy. Since our re-location to the new building at 2011 Cowichan Way, the campus has experienced significant growth and thereby classroom space available for external bookings is limited. In order to prioritize VIU instructional activity and ensure we’re meeting campus use needs, we have had to implement a new procedure regarding room rental agreements for external user groups.

Rental requests will be accepted ongoing, but please be advised that a ‘hold’ period is in effect for external room booking confirmations until the first 3 weeks of each academic semester has passed. This allows faculties the required time to process any room changes necessary due to their instructional activity.

Thank you for taking this into account in your event planning. To request a room, complete our Room Booking form.


Once you have booked your event with us, a non-refundable deposit is required once the contract has been issued and signed by Vancouver Island University. Upon your receipt of the contract, payment must be received within 3 business days. The deposit requirements are:

  • $500 or less - deposit of $100
  • $501 to $1000 - deposit of $200
  • Over $1000 - to be determined at time of booking.

If not received within 3 business days of booking, the reservation will automatically be cancelled. The balance of the contract amount is to be paid 14 days prior to the event.


Notice of cancellation must be received in writing no later than six (6) working days before the event. Cancellations made within five (5) working days, will result in 100% forfeit of the amount paid.

Vancouver Island University reserves the right to change or cancel the rental agreement if deemed necessary without further liability of any nature, upon return of the Renter's deposit. In such event, Vancouver Island University will endeavor to accommodate the Renter requirements for event space to the best of its ability.


The Renter is required to meet Vancouver Island University’s insurance requirements. Please contact Room Rentals for details.

If you have any questions please email: