Booking Centrally Available Space for Recognized Campus GroupsThe Academic and Campus Events will book classrooms free of charge to recognized Campus Groups with the following conditions:
How to BookTo make a booking, the contact person listed with Ulife has to fill out and sign a Facilities Request Form (download with red button -->). Note: bookings will not be made over the phone & ACE will only take bookings from the contact person registed with Ulife. The signed form is submitted my mail, in person or by fax to our office.
Advance bookings are continuing to be permitted. Groups will be permitted to book rooms in advance within the term.
The dates for bookings are as follows:
· Fall Term (September to December) 2016 bookings will open August 11, 2016
· Spring Term (January to April) 2016 bookings will open December 8, 2016
· Summer Term (May to August) 2016 bookings will open April 8, 2016
* Please note that requests for special event bookings (such as conferences, ticketed events, etc.) are booked outside of this system. Please contact the Academic and Campus Events for more information.
Booking deadlineRequests require at least five business days notice before the date of the booking. See the PDF ("policy" link above) for the how long in advance you can make an advance booking
CancellationThe contact person has to notify Academic and Campus events at least three business days before the booking if the space is not being used. Failure to cancel will result in charges for the space
Who can use the space...Recognized Campus Groups may not book space for, or sponsor, non-university groups or activities. This will be strictly enforced
A/V, furniture, CaretakingThe group booking the space is responsible for any direct charges such as furniture delivery and/or setup, weekend caretaking etc. (Caretakers are required if the space booked is used after 6:00 p.m. Friday until the building's regular weekday hours resume). See the PDF for new A/V policy for Campus Group bookings
PaymentOnly cheques drawn on either the group's account or that of the contact person will be accepted.
There is a $20 service charge for any returned cheques.
Once a Recognized Campus Group has had a payment returned to the University by their bank, they must have all future payments certified.
If a Recognized Campus Group has an outstanding debt with ACE all future bookings, including those already confirmed, will be denied until the debt is settled.