How To make Event Bookings
All event bookings are made on the .鈥 Each event request required the group to fill out four pages giving the following information:鈥
Date and Venue鈥
Event Details鈥
Event Services鈥
Risk Assessment
After you make the request, wait for the OSEW to approve the request鈥. Then you will see icons representing room, food, AV, etc. if requested鈥. We will contact you by email to discuss setup of event if needed鈥. Have patience, but come speak to us one week before your event if you haven鈥檛 heard anything鈥
Only the club鈥檚 Primary contact and administrative offer in Student Organization Portal (SOP) can book spaces through the Intranet!鈥
Event Space Confirmation
You will get an automatic email when your space booking is confirmed!鈥 It gets sent to whoever booked the space on the Intranet鈥. That person is either your/primary or secondary contact鈥. A staff member from our office will contact you by email if we have questions about your booking or would like to follow up about AV, work orders etc.
Booking Classroom Space
Getting classroom space for the first three weeks of the term is very difficult鈥. The Registrar鈥檚 Office requires this period to finalize lecture and tutorial schedules鈥. Beyond that, wait until the last day to add classes to schedule weekly meetings鈥. That is the day the room schedule is finalized鈥. Use the room schedule viewer to see the availability of multiple classrooms鈥. You have to select three preferred rooms so ensure one of them is available.
Booking Athletic Space (TPASC)鈥
Keep in mind 鈥 space is very limited (a lot of users currently program there)鈥. If you鈥檇 like to use TPASC, you need to be very flexible with your dates/times鈥. Best practice would be to touch base with us before even starting to plan鈥.
Bookings have to be in 3 full weeks before your event.鈥 You MUST book directly with us through INTRANET.鈥 We have to meet with you at least 2 full weeks before the event date鈥.
Sign your contract & actually use the space.
We have two clubs tables for use鈥. You can book a table on the Intranet.
First click the normal booking link, then at the top of the page it will prompt you to 鈥榗lick here鈥 for a BV hallway booking鈥.
There are three time slots 鈥 morning, afternoon and evening鈥:
9补尘-1辫尘鈥
1辫尘-5辫尘鈥
5pm onwards鈥
You can select 8 time slots per term鈥 and can only make a booking 4 weeks prior to the day鈥. We don鈥檛 want a few clubs booking up each and every timeslot in the hallway鈥.
You cannot have Bluetooth speakers or music playing when tabling here as it can be disruptive to classes/tests taking place in the vicinity.
Please make note that you cannot book the entire IC atrium or the Meeting place for tabling. Those spaces are for larger events and will not be approved for tabling. The only exception is Clubs Fair where almost 20+ clubs table at the same time.鈥
Tabling options on Campus鈥:
BV hallway (booked through Intranet, see above)鈥
IC vestibule (only 2 tables will fit in that space and you will have to request for them)鈥
Student Center (booked via SCSU)
鈥
Recognized cluibs are able to book D茅cor items through us for your events. We are always updating and expanding the list of items that are available so please feel free to give us suggestions on what kind of items are most commonly used for your events and we will see if we are able to add them.
Food and Beverage
It is not permitted to sell/distribute food that was prepared 鈥渁t home.鈥
Any food that is served/sold must be either individually wrapepd or kept under cover to prevent contamination. In addition, cooked food must be kept CONTINUOUSLY HEATED during transport and service (e.g. with chafing dishes).