Temporary Use of Space for Events Procedure

Procedure:

1. Applications for Space Booking

1.1 All requests for use of Space must be made in writing.

1.2 Applications should normally be submitted a minimum of fifteen (15) working days in advance to or by the appropriate Booking Authority, as specified in Appendix A to these Procedures.

1.3 Where an Event requires additional approval from the Department of Public Safety and Emergency Management, Department of Capital Development and Facilities Management, Student Services, the Office of Legal and Risk Management, or another College authority, the Booking Authority will ensure the required approvals have been obtained by the Applicant.

a. The booking of any Space will not be confirmed until all necessary approvals have been obtained.

1.4 Where any proposed use of a Space raises any risk concerns, the Booking Authority will consult with those identified in 1.3 as appropriate to determine whether additional risk mitigation strategies will be required for the Event and/or use of the Space.

1.5 Where any proposed use of Space may broadly impact general operations/services of the College, the Booking Authority will consult/inform them in advance (e.g. noise levels impacting classrooms/offices in event vicinity).

2. Approved Bookings

2.1 Applicants will receive notification in writing from the Booking Authority once permission has been granted to use a Space.

2.2 Once permission has been granted, the Booking Authority will provide the User with a ‘Temporary Use of Space for Events Permit’ (“Permit”) authorizing the use of Space; provide a copy of the completed Permit to the Department of Public Safety and Emergency Management for its records; and require Users to have Permits available for review upon request by a College representative or the Department of Public Safety and Emergency Management.

2.3 The Booking Authority will also:

a. Confirm the specific Space booked with the User;

b. Provide the User with any additional contractual documentation required;

c. Ensure the User has copies of, or a link to, all required College Policies, Procedures they are expected to comply with;

d. Provide contact information for the User to arrange services such as furniture, security services, event set-ups, food services, parking, audio visual, signage/promotional material;

e. Inform the User of any required risk assessment/management requirements and the deadline under which the requirements must be met to maintain the booking; and

f. Advise the User of any additional conditions, restrictions and obligations placed by the College on the use of a particular Space.

3. Fees

3.1 Where fees apply for the use of Space, the Booking Authority will:

a. Advise User of the fees;

b. Direct the User to the appropriate department regarding payment of fees and the method of payment prior to the event.

3.2 If a User does not return the Space to its original state following an Event, or there are damages for which the User is deemed responsible, the Booking Authority will notify the User of any additional fees owing within five (5) days.

4. Changes and Cancellations

4.1 A User must make any requests for changes or cancellations of a Space booking in writing to the Booking Authority.

4.2 Where the College must substitute an alternate Space or cancel the booking, the Booking Authority will make reasonable efforts to notify the User as soon as possible of the change. The Booking Authority will make all reasonable efforts to ensure the alternate Space meets the User’s needs.