Booking and Use of University Space Procedures

Purpose

This Procedure sets out the process for the reservation of Bookable Space, and the review and mitigation of risk related to proposed Events.

Definitions

For the purposes of this Procedure, the definitions in the Booking and Temporary Use of Space Policy (‘the Policy’), as well as the following definitions apply:

“Applicant” means an individual or organization seeking to use Bookable Space.

“Certificate of Insurance” means a standard document issued by an insurance company or broker which evidences an insurance policy exists for a particular External Service Provider.

“Event” means any short-term organized gathering, meeting, display, activity, or form of public address that occurs outside of the University’s primary scheduled academic and operational activities. Primary activities include, but are not limited to, classes, lectures, labs, tutorials, seminars, examinations, coursework, research, study, administrative or academic meetings, and office work. Events may include, but are not limited to, conferences, performances, non-credit lectures or public addresses, displays, banquets, film screenings, and activities open to the public.

“Event Risk Bulletin” means a bulletin issued by the Director, Risk Management, that identifies Risks associated with specified Event activities or characteristics and sets out recommended and mandatory Risk mitigation measures for Events encompassing such risks.

“External Service Provider” means any organization providing any form of goods and/or services. Goods and services include but are not limited to guest or keynote speakers, catering, equipment and rental, photography, animal therapy, décor, and transportation.

“Internal Services” means departments which exist within the University, such as but not limited to the Office of Campus Safety, Office of Campus Infrastructure and Sustainability, Media Services, Parking, Facilities and Logistical Management Services.

“Request” means an application for temporary use of Bookable Space for an Event.

“University-Hosted Event” means an Event hosted, sponsored, or organized by the University, to the University’s benefit.

“Student Group” means any society, club or other type of student-formed organization that is duly constituted and recognized under the Policy on the Recognition of Student Organizations.

“University Member” means any staff member, faculty member, student of the University or individual holding an appointment with the University, including paid, unpaid or honorific appointments.

Scope and authority

This Procedure applies to the booking and use of all Bookable Space for Events.

This Procedure applies to all University Members as well as visitors or external organizations.

The Chief Risk Officer or delegate has the authority to impose risk mitigation on the use of Bookable Space.

A member of the Senior Leadership Team, or delegate, can waive specific time limit requirements set out herein, having regard to the University’s core mission and objectives, and the operational requirements of the University on a case-by-case basis.

The Vice-President, Administartion is the Policy Owner and has responsibility for overseeing the implementation, administration and interpretation of these Procedures.

Procedures

The University prioritizes the allocation of Bookable Space as set out in the Policy. The University may refuse any Request in its sole discretion, including in circumstances where:

1. there are health and safety concerns related to the use of the Bookable Space requested;

2. there has been misrepresentation, unusual wear and tear, health and safety concerns, and/or breaches of University policy or any applicable laws regarding previous Events involving the Applicant;

3. insufficient notice is given or staff is not available; and/or

4. there has been a failure to pay outstanding invoices.

Applicants must demonstrate that they have identified Event risks and taken steps to mitigate them prior to a Request being confirmed. Applicants are expected to:

1. Complete an Event risk trigger checklist which identifies Event characteristics that may require early submission and/or review by university authorities.

2. Read all applicable Event Risk Bulletins and agree to implement the described risk mitigation requirements.

3. Obtain any required approvals from the Office of Campus Safety, Office of Campus Infrastructure and Sustainability, the Office of the Deputy Provost or other applicable University authority.

4. Identify all Internal Service Providers and External Service Providers including for furniture, event set-up, food services, parking, audio-visual services, and signage. Users may only book and use External Service Providers for Events with the approval of the appropriate Internal Service.

An Applicant making a Request on behalf of a University academic or administrative unit must have appropriate authorization from that academic or administrative unit prior to submitting the Request. Requests for a Student-Organized Event must be submitted by the Ontario Tech Student Union or by a Student Group through the Ontario Tech Student Union. University Members may not book academic facilities for private use. Weddings and other private gatherings must be booked through Campus Conference Services.

Making a Request

1. Applicants are encouraged make their Request as early as possible. In normal circumstances, Requests must be made at least 15 Working Days in advance. Requests for complex, large-scale Events, or Events featuring Event risk triggers must be submitted at least 25 Working Days in advance. This includes, but is not limited to, Events that involve large numbers of participants, are Open to the Public, include specialized equipment or structures, service of alcohol, and Events that may unduly interfere with the operations of the University.

2. The University will establish one or more space booking application form(s) on its website. Applicants can make a Request by submitting through the applicable form an accurate description of the Event, including, but not limited to:the date(s)/time(s)

   1. the expected number of participants;
   2. the nature of the participants;
   3. the name of any invited participants or speakers;
   4. the activities and equipment to be used as part of the Event;
   5. applicable Event risk triggers; and

   6. questions to establish what risk mitigation strategies are being implemented.

3. When a Request is received the applicable Booking Coordinator (as set out in Appendix A) will: (i) place a temporary reservation on the Bookable Space if it is available and notify the Applicant in writing; or (ii) notify the Applicant in writing that the Request is denied. Temporary reservation of a Bookable Space for an Applicant does not constitute permission to use the Bookable Space. A Booking Coordinator, may release a temporary reservation in their sole discretion.

Review of Request

1. The Booking Coordinator will review the information provided. Where there are concerns about Event risks, the Booking Coordinator will consult with appropriate university authorities, including the Office of Risk Management, to identify any necessary risk mitigation requirements.

2. The complexity and scale of an Event and the active participation of the Applicant will impact the length of time required to complete a review.

3. The Booking Coordinator will notify the Applicant in writing of any:

   1. contractual documentation required;
   2. documentation required for compliance purposes, including, but not limited to, a Certificate of Insurance for External Service Providers;
   3. additional conditions, restrictions and obligations placed by the University on the use of the Bookable Space, including any risk mitigation requirements and the deadline under which the requirements must be met to maintain the reservation; and

   4. required deposits, fees or other charges for use of the Bookable Space.

4. Once the Applicant has fulfilled any applicable conditions, the temporary reservation will be confirmed in writing by the Booking Coordinator. The failure of an Applicant to fulfill the necessary requirements within the required time limits will result in the release of the temporary reservation.

5. A University Member whose Request has been denied can make a written request for a review of the refusal to the head of the relevant Booking Coordinator and thereafter to the Vice-President, Administration or delegate, whose decision on the matter will be final.

Users are responsible for:

1. Making arrangements for Internal Services and any External Service Providers.

2. Ensuring that all required confirmations, permits and licenses are secured prior to the Event and displaying, when required.

3. Complying with all legal requirements including, but not limited to, ensuring that maximum room occupancy is not exceeded and corridors, stairways and aisles remain free of obstructions, and any non-University electrical equipment (including public address systems, amplifiers, overhead or film projectors) utilized by a User for an Event, including by a User’s External Service Providers, bears a CSA or Electrical Safety Authority approval.

4. Complying with any risk mitigation requirements as directed by the Booking Coordinator or the Director, Risk Management.

5. Returning the Bookable Space to its original state at the end of the Event and ensuring that arrangements have been made with the appropriate service providers to return the Bookable Space to its original state (e.g. removing additional furniture by the specified time). If a User does not return the Bookable Space to its original state following an Event the Booking Coordinator will notify the User of any additional fees owing and the User will be required to promptly pay such fees to the University.

6. The cost of repairing or replacing damaged University facilities incurred as the result of an Event. Such repairs or replacements will be undertaken by the University.

7. The actions of all Event attendees.  All Users and attendees to an Event are required to comply with all applicable University policies, federal and provincial statutes and municipal by-laws relating to private property, the rights of individuals, and the University while on University property.  Users are required to monitor the conduct of attendees at their Event and their use of the Bookable Space to ensure that noise and other activities are not unduly disrupting the normal activity of the University or interfering with the ability of others to use other University space. Notwithstanding the foregoing, any security matters, including any use of physical restraint, are the sole responsibility of Campus Security.

Event Communications

1. All signage and advertisements for Events must be approved pursuant to the Postering in University Spaces Procedures prior to being posted and/or published. Promotional material and signage for an Event may only be posted on notice boards provided for that purpose in accordance with the Postering in University Spaces Procedures or as directed by the Booking Coordinator.

2. Use of any University logos or official marks requires the express written permission of University Communications. No advertisements or signage may state or imply the endorsement or approval of the University for an event, cause, speaker, or group. No third-party advertisements or signage may state or imply an official affiliation or connection with the University.  For non-University-Hosted Events, Users must ensure that all communications and promotional materials do not state or imply that the University is connected with the Event, unless prior written permission is obtained from the University.

Alcohol Use and Licensing

1. Permission to use a Bookable Space does not automatically convey the privilege of alcohol licensing. Alcohol use and service within a Bookable Space is governed by the Liquor License Act of Ontario, the associated regulations under the Act, the University’s Alcohol Policy and, where alcohol is to be reimbursed, the Expenses Procedure.

Changes and Cancellations

1. Requests are considered based on information provided by the Applicant. Misrepresentation or omission of relevant information concerning the Event may result in the cancellation of the reservation or permission without notice to or recourse by the Applicant or User.

2. A User must make any requests for changes or cancellations of a Bookable Space booking in writing to the Booking Coordinator. Material changes that deviate from the Event description, conditions, restrictions and obligations require the permission of the Booking Coordinator and cannot be made within 15 days of the Event. This includes any changes in approved External Service Providers, speaker(s) or maximum attendee numbers.

3. A confirmed reservation may be pre-empted by academic use or other Requests in accordance with the prioritization of the allocation of Bookable Space set out in the Policy. In such circumstances, the Booking Coordinator will make reasonable efforts to notify the User as soon as possible of the change and to reschedule or relocate the pre-empted reservation.  Where the University must substitute an alternate Bookable Space, the Booking Coordinator will make all reasonable efforts to ensure the alternate Bookable Space meets the User’s needs.

4. The University may cancel any booking with notice to the User in its sole discretion having regard to the University’s core mission and objectives, and the operational requirements of the University. In such circumstances, the Booking Coordinator will make reasonable efforts to notify the User as soon as possible of the cancellation and will return any deposits paid to the University. 

Restricted Spaces

1. Facilities designated as restricted spaces in Appendix A may require additional approval for use for Events. In addition, they may establish separate processes and timelines for booking space, with the approval of the Director, Risk Management.

Monitoring and review

This Procedure will be reviewed as necessary and at least every three years. The Vice-President, Administration, or successor thereof, is responsible to monitor and review this Procedure.

Relevant legislation

Human Rights Code, R.S.O. 1990, Chapter H.19

Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c. 11

Liquor Licence Act, R.S.O. 1990, Chapter L.19

Occupational Health and Safety Act, R.S.O. 1990, Chapter O.1

Related policies, procedures & documents

Booking and Use of University Space Policy

Access Control Policy and Procedures

Administrative Guidelines for Determining the Academic Schedule

Alcohol Policy

Freedom of Expression Policy

Policy on the Recognition of Student Organizations

Postering in University Spaces Procedures

Respectful Campus Policy

Risk Management Policy

Student Conduct Policy

Student Sexual Violence Policy

APPENDIX A

1.  Booking Authority Schedule

The following table specifies the Booking Coordinator based on the type of Event for which Space is being requested.  Applications must be submitted directly to the Booking Coordinator.

Type of Event	Booking Authority
Academic or Administrative	Scheduling Office   (scheduling@ontariotechu.ca)
Student- Organized	Scheduling Office, through the Ontario Tech Student Union  (scheduling@ontariotechu.ca)
External*	Campus Conference Services (conferenceservices@dc-uoit.ca)

 2.  Booking Authority for Restricted Spaces

The following Spaces have restrictions on their use and as such any requests to book them must be made to the Booking Coordinator identified below.

a) University Meeting Space

1. Meeting Rooms - Meeting Rooms may be requested by sending an invitation for the Room through Outlook, using the university’s automated portal, or contacting the individual with responsibility for coordinating use of a particular Meeting Room.
2. Faculty and Department Designated Spaces – Applications for use of Faculty designated spaces (e.g. teaching laboratories) must be made directly to the Faculty or Department that is responsible for the requested Space.

 b) Outdoor Space

1. Outdoor Space - Applications for outdoor space must be made to the Director, Office of Campus Infrastructure and Sustainability. If the proposed use of the space may affect Durham College, the application is also subject to approval by the Associate Vice President, Facilities and Ancillary Services for Durham College.

2. Parking Lots - Applications for the use of parking lots on the North Campus must be made to the Manager, Ancillary Services, Durham College (parking@dc-uoit.ca).

 c) Commercial Space

1. Regent Theatre – The Regent Theatre is an academic space that also accommodates community and commercial bookings. Requests to book space are made through the Manager of the Regent Theatre (gm@regenttheatre.ca) 

2. Campus Recreation and Wellness Centre (CRWC) – Applications for use of any of the facilities within the CRWC must submitted to the Facility Coordinator for the CWRC (www.campusrecreationcentre.com).

3. Campus Ice Centre – Applications for use of Space at the Campus Ice Centre are made to the Campus Ice Centre (www.campusicecentre.com).