What you need to know
Booking Space On Campus
To book a classroom, please use the online booking form through the Examinations, Scheduling & Bookings office. Please review the booking rules prior to submitting a booking request.
Due to the high volume of requests please submit your request at least two business days in advance or five during busier periods (i.e. the beginning of term).
Larger On-Campus Venues
For larger events, clubs can book non-classroom spaces including Wilf’s, the Turret, Theatre Auditorium, Maureen Forrester Recital Hall, Paul Martin Centre or Senate and Board Chambers. These bookings must be through Ahad Naim, Clubs and Associations Administrator, at firstname.lastname@example.org.
Paul Martin Centre or Senate and Board Chambers are for one-time special events only and can’t be used for regular bookings throughout the year. The Office of the President reserves the right to bump your booking if required. There is no charge to book either room; however, fees may be incurred for other expenses related to the booking, such as Media & Technology, Food Services, and Physical Resources, set-up or tear-down.
Due to staffing and other expenses, charges will apply for the Turret, Wilf’s and the Theatre Auditorium.
All bookings for the concourse are handled directly through the OneCard office.
Clubs interested in booking space in the Athletic Complex, the Stadium, or Alumni Field should check the Facility Schedules page on the Athletics and Recreation website. Depending on the activity and facility required, charges may be incurred for usage.
Media & Technology
When planning an event on campus requiring media and/or technology, campus clubs can work with the Students’ Union or Media Technology Services.
If your club is having an event in a room that is not equipped with a projector, you may be eligible to reserve the Students’ Union’s projector cart. Reservations will depend on the accessibility of your location, whether the cart is available, and whether a staff member is available to meet you as the cart is in locked storage.
Media Technology Resources
There are two Media Technology Offices depending on your event’s building location. The Main Office, Bricker Academic Building 303, provides service for Bricker Academic, Science Building, Athletic Complex, and 202 Regina. The Peters Building office, room P1305, provides service for Peters Building, Arts Wing, Aird Building, Northdale Campus, Schlegel Building, Seminary, and St. Michael Campus.
Depending on your media and tech needs, a cost may be associated with the reservation. Requests for services must be signed by Ahad Naim, Clubs and Associations Administrator. If there is a cost associated with the request, please specify whether the charge will come from budget money or club generated funds.
If your event requires tables, chairs, set-up or tear-down, a work order will need to be placed through Ahad Naim, Clubs and Associations Administrator. Work orders should be submitted 5 business days in advance of the event. Requests will not be processed fewer than 2 business days prior to the event.
Charges will apply for any physical resources work orders. The charges vary based on the labor required and when the request takes place. For example, work orders taking place outside regular workday hours are considered overtime. When placing a request for the work order, please specify whether this charge will be from budget money or club generated funds.
The U-Desk is a great on-campus resource to help you find information about the Students’ Union and campus partners’ programming. The U-desk can provide you with information about the Health & Dental plan, Homecoming tickets, and multimedia resources through our Techshare program.
You can find them on the 2nd floor of the FNCC (Fred Nicholas Campus Center) in Waterloo and the 1st floor of the Student Centre in Brantford.
To host an event off-campus, the primary event organizer must submit an off-campus event-form twenty-one (21) days prior to the event and prior to any promotion of the event. This includes any event run by your club held off-campus, no matter how small or large. As all Clubs and Associations are insured through the Students’ Union, it is important to know where students are attending club events. The Students’ Union is responsible for anything that may happen to a Laurier student attending an event hosted by one of its clubs. The safety and security of Laurier students are of the utmost importance to us.
The Off-Campus Events Form allows the Students’ Union to understand the following:
Location/Venue – where the event is taken place; whether the venue has insurance; whether there are any existing/prior issues with the venue or location
Transportation – how students are getting to/from the event
Description/Activities – what activities are taking place; the level of physical activity/risk associated with the event
Events with Alcohol:
Off-campus events with alcohol must be limited to only Laurier students and their guests. Therefore, the entire venue or separated section/room must be reserved specifically for the event. If this cannot be accommodated, the event must be held elsewhere or must be a dry event. Additionally, an event-based around the consumption of alcohol is not acceptable.
Examples of Acceptable Off-Campus Events with Alcohol
Formal held at a hall or reserved venue with tickets sold only to Laurier students and their guests;
Social held at a venue reserved entirely for a club an event, e.g. Maxwells, and not open to non-Laurier students and guests.
Examples of Unacceptable Off-Campus Events with Alcohol
Brick Tours or Pub Crawls
Social at a venue open to non-Laurier students and guests
If your club would like to host an event off-campus with alcohol, speak with the owner/manager of the venue to find out about reserving the entire venue, or a separated area that does not allow other patrons to enter. Also considering hosting your event on campus at Wilf’s, Turret or the Grad Pub.
Transportation for Off-Campus Events:
If your off-campus event requires transportation, there are two main options:
Participants are responsible for own transportation: this is a good option for in-town events as it saves on cost and reduces liability
Chartered bus: this is the best option for transporting a group to an event outside the city or public transit limits
We strongly discourage the use of any personal vehicles or renting vehicles as this places responsibility on the student driving the vehicle. If chartering a bus is not a feasible option (e.g. under 10 students participating), please consult with Ahad Naim, Clubs and Associations Administrator, about options, which may include waivers for drivers and passengers.
For assistance booking a chartered bus, please contact Ahad Naim Clubs and Associations Administrator, at email@example.com.
Any club planning an event requiring a contract must have it reviewed and signed by a full-time staff. Please contact Ahad Naim, Clubs and Associations Administrator, at firstname.lastname@example.org for more details.
If a deposit is required with the contract, please allow for enough time to get a cheque cut using regular banking (i.e. submitting a reimbursement/expense requisition). Be sure to indicate the cheque is to be submitted with the contract.
Here is a list of information and instructions of where to go and who you should reach out to when planning your event.
Feel free to email email@example.com if you have any further questions