Room Booking Form | Centre for Student Engagement

UTM student groups recognized in UT’s Student Organization Portal (SOP) should use this room booking request form to seek on-campus classrooms and/or meeting spaces for student activities. Requests must be submitted at least ten working days in advance of the requested booking date. The University will attempt to respond to requests within four (4) working days.

Important note: Not all requests are granted, so groups are advised not to confirm or promote an event until a booking is approved. Planning events well in advance is key.

Booking Conditions & Regulations:

Do not use this form if requesting space for shared or others’ use, including non-SOP-registered student groups or other clubs, organizations, companies or vendors. Do not use this form if requesting use of gyms, courts or studios, playing fields or other outdoor spaces, residence spaces or rooms within the Student Centre. Other processes and considerations apply when requesting those.

The provision of space, resources and the approval of an SOP-recognized group's room booking request is provided on the assumption that the information provided on this request form is a full and accurate disclosure of the nature of the activities planned to take place. UTM reserves the right to withdraw approval at any time should the activities, number of participants, or other details differ from the information provided on this request form, and is not liable for any related losses that occur. UTM reserves the right to refuse/cancel bookings of organizations that have not complied with conditions established and/or have a balance owing to UTM.

University users, including SOP-registered student groups, must abide by the UofT Policy on the Temporary Use of Space and its procedures, all applicable University policies including the rights of the individual and the University, and federal and provincial statutes and municipal bylaws relating to private property and use of copyrighted media.

Organizers and group members are encouraged to arrange a meeting with the Student Engagement Coordinator to discuss activities and seek guidance and support to ensure a safe and successful event for attendees and organizers. Please direct any questions to UTM’s Centre for Student Engagement at studentgroups.utm@utoronto.ca.

Additional conditions

Charges

Charges for booking requests that, at the University's determination, may require additional caretaking and/or security, including late evenings, weekends, holidays, long-duration bookings, and/or services that generate staff overtime charges, may be assigned/billed to the organizers. Late changes and/or cancelations may result in other booking-related charges, depending on the particular services and the notice provided.

Groups are responsible for leaving any booked space in a clean, usable condition and set up in the same manner in which it was provided, and are responsible for any related charges for not doing so.

Affixing any materials to walls, windows, surfaces, etc. is strictly forbidden, and any related charges for repainting or repairs may be assigned/billed to the organizers.

Helium balloons are not permitted inside any building on campus as they may trip ceiling-level smoke/fire sensors; any financial charges for fire department false alarm responses may be assigned/billed to the responsible organizers.

Safety

If the booking is for an event or activity in situations where controversy is likely to arise and/or debates are likely to become heated , additional steps/modifications may required to ensure the physical safety of University, its members (including students, faculty and staff), activity attendees, and the organizers. These may include:

hiring security/police to monitor the meeting or event;
relocating a meeting or event to an alternate room/location;
promoting that the University, while the site of such an activity, is not a sponsor
developing a communication plan with the Student Engagement Coordinator;
in some instances, a meeting or event may be deemed so risky that a postponement may be required.

Food

All food provided on campus must be arranged and/or approved by Conference Services. This includes snacks, refreshments and meals for attendees. Potlucks are not allowed.

Please note that if food will be provided or consumed at your event all UTM buildings and outdoor locations on campus require the use of the campus food service provider (except for Student Centre food operations) arranged through UTM Conference Services. This must be arranged in conjunction with your space booking request, although specialized catering requests may require even more advance planning. Special menus and pricing are available for UTM-recognized student groups .

A/V

Amplified sound or use of in-room media is not permitted unless pre-authorized and arranged through UTM information and Instructional Technology Services’ classroom audio and visual service. To request audio/visual equipment, please fill out the Audio and Visual Services Request form for Recognized Student Groups at the UTM Service Portal; this form can be found by searching “AV” under Information & Instructional Technology Services at the UTM Service Portal (https://uoft.service-now.com/utm). For questions or concerns regarding audio/visual equipment bookings, please call 905-569-4300.

UTM (SOP) Recognized Organization Name (Full Group Name; no abbreviations):

First & Last Name of Group's SOP Contact:

SOP Contact's uToronto E-mail:

SOP Contact's Phone Number:

First & Last Name of Group's President:

Group's President's utoronto E-mail:

Topic/Event Name:

Please Provide a Detailed Description of your Event/Meeting Piurpose(s)/Agenda (minimum 2-3 sentences):

Provide an Ample Description of Your Event/Meeting Activities (minimum 2-3 sentences):

Proposed Date of Event/Meeting:

Proposed Start Time of Event/Meeting:

Proposed End Time of Event/Meeting:

Is Set Up Time Required Before and/or After the Event?

Yes

If yes, please explain & indicate how much time is needed:

Type of Booking:

If recurring, please indicate the additional event/meeting times:

There is a $500.00 +HST space rental fee for the Kaneff Rotunda and MN Grand Hall

Preferred Space:

To increase the possibility of your meeting/event being accommodated on campus, consider requesting alternatives to your preferred space.

Alternative Space 1:

Alternative Space 2:

If you will need more rooms or spaces in addition to the preferred space noted, explain how many and what kinds of additional rooms or spaces and why:

As student group booking privileges are only for meetings and events exclusively for UTM and UT students and that each room has particular capacities, what step(s) are you taking to assure that attendees will all be UTM/UT students and that the maximum capacity of the room will not be exceeded? * (Examples: preregistration required using utoronto.ca email address,; confirmation of student status through checking of IDs at entry door, attendee counts at doors, etc.):

Are There Likely to be Attendess Other Than UTM Students?:

Yes

If Yes, please provide further detail:

Is there a cost to attend? If yes, please note the csost (including costs for different cateogires of attendees if that is the case):

If there is a cost to attend, please briefly describe how the money collected will be used:

Estimated Total Attendance:

Safety Factors for Organizers’ Consideration

Physical and/or Personal Safety - Is there a reasonable/significant risk to physical and/or personal safety to attendees?

Yes

If Yes - please expand on the possible risks that may be affiliated with your event and the steps you will take to mitigate the risk for all participating (ex. Youth in attendance, animals present etc):

If Yes - Will You be Collecting Emergency Contact Information for Participants?

If Yes - Do You Have an Emergency Action Plan in the Case of Injury, Distress, etc.?

Will Promotions for This Event be Posted on a Public Forum (ex. Social Media, Off Campus Bulletins, Websites):

Yes

If Yes – do you plan to allow people from outside of UTM to participate in your event?:

Alcohol & Cannabis - Will Participants be Drinking Alcohol or Consuming Cannabis During This Event?

Yes

If Yes - Have the Expectations of Alcohol Consumption for Participants been Clarified?

If Yes - Will Participants Consuming Alcohol/Cannabis be Limited in the Number of Drinks They Can Consume?

If Yes - How Will You Ensure Participants are of Legal Age of Consumption? How Will you Minimize the Risk of Over-consumption?

Do you require audio/visual equipment?

Yes

Would you like to request any of the additional items? All items are free to request outside of the cocktail tables and table cloths.

Chairs

Flipcharts/Easels

You are responsible for your own paper and markers.

Potable Whiteboards with Eraser

10ft x 4ft - you are responsible for your own markers.

Portable Blackboards with Chalk and Eraser

10ft x 4ft

Poster Boards

4ft x 6ft

Tables

6ft Tables

Cocktail Tables

This is a paid option.

Table Cloths

This is a paid option.

Will refreshments be offered/available? ** Food and beverages must be arranged and purchased through UTM Conference Services. Student group pricing and menus may be available with at least a 7 day notice, and for large events, at least 2 weeks notice

Yes

You can contact UTM Conference Services by calling 905-828-5279, or by emailing confserv.utm@utoronto.ca

Booking Conditions & Regulations

Yes I have understood and read the Booking Conditions & Regulations statement

I acknowledge that I am responsible for the booking conditions

I acknowledge

Initials of Organizer:

Date of Acknowledgement: