Room & Space Bookings
Things to keep in mind:
Only “Room Booking Authorities”, which include only union executives and those designated in club packages the club portal, may request rooms on the club/student union/graduate caucus’s behalf.
Request may take up to 5 working days to process, so plan in advance to avoid disappointment.
Your location of first choice may not always be available, so always have one or two alternatives in mind.
Some spaces, such as Harbour Centre, can cost upwards of $200 for a room
Fees must be paid before booking is finalized – so make sure you have the $ available (whether from fundraisers, donations, grants, or core, etc.)
Harbour Centre charges an hourly security fee for weekend bookings after 6pm
Room booker must be available to sign room contract after submitting room request.
The Halpern Centre is likely to only grant spaces to academics-related events
Groups may request weekly or monthly bookings (e.g. for weekly meetings)
How do I make my event/meeting accessible?
The SFSS Accessibility Fund began in 2005. Students with disabilities and event organizers can use this fund to increase accessibility and remove barriers for students with disabilities wanting to participate in club activities. Please come into the SFSS General Office to pick up a Requesting Accessibility Form.
Example: Movie Night in a Lecture Theatre
Decide on a location for your event, review your finances and decide how much you can spend.
Come into the GO and request your space, with a few backups, at least 2 weeks in advance.
The SFSS has a site license with Criterion. Review their database (www.criterionpic.com) to determine if the movie you want to show is on the list. If it is, then go ahead and view it.
If the movie is not on the list, you will need to purchase a viewing license from the film’s distributor to show the film.
Once you have your license in order, and your room booked, you will need to come into the SFSS General Office and book AV at least 3 days in advance of the event date:
A work order can be used to ask AV to directly hook your DVD or VHS into the lecture theatre’s projection and sound system.
Alternately, you can book a data projector and speakers to show the film.
Be aware there is a cost to either option (labour for the first option, around $15 $50 for the second).
If you will be serving snacks, and only to club members, no health permit is required.