Booking

Booking

How to book a room?

Before you proceed with your room booking, select your category:

Room bookings
  • 15 hours per week of subsidized room bookings for SSMU Clubs and 10 hours for SSMU Services and ISG groups.
  • Possibility of booking rooms within 3 months of advance from the date of the event
  • Includes tables and chairs already available in the room
  • Includes AV equipment already built in the room
  • Includes AV equipment that can be brought into the room provided availability
Table bookings
  • Possibility of booking tables for 10 hours per week within 6 weeks in advance.
Extra charges
  • If your booking is required beyond building hours, you will incur in extra charges
  • If special cleaning is needed after your event, you will incur in extra charges
  • If crowd control was necessary, you will incur in extra charges
  • Alcohol service has a cost apart; please see here for more information
  • If you book more than 15 hours in a given week, you must pay the “McGill Community rate” starting the 16th hour and every subsequent hour.
  • Rooms include tables and chairs that reserving parties may arrange as they wish. Setup and takedown time should be taken into consideration when making the booking. Rooms can be set up by SSMU staff in the following styles for 25$, with an additional 0.25$ for every additional chair after 50 chairs. Prices for a custom setup are available upon request. Please contact eventsadmin@ssmu.ca
    • Workshop
    • Classroom
    • Presentation
    • Meeting
  • Services such as porter services, security, stage relocation, cleaning, AV technician, event coordination, alcohol service, etc., generate extra charge and require the signature of a “SSMU Event Contract and Rental Agreement Terms and Conditions”.
Requirements
  • Booking must be submitted via EMS booking system at least two business days in advance and within 2 months before the date of the event
  • Provide all the information regarding your event to the best of your knowledge.
  • The more information you provide, the more promptly your request can be processed
  • When you book a room with SSMU, you agree to respect the Bylaws and these Terms and Conditions
To use SSMUEMS /EMS
  • You will need to create an account using your club e-mail in the EMS systemOnly accounts made with club emails will be accepted.
  • Incoming SSMU community group executives should consult outgoing executives for EMS account information prior to creating a new account.
  • When an account is created, please contact eventsadmin@ssmu.ca to activate the account.
  • Bookings can be made up to 3 months in advance.
  • The SSMU Ballroom cannot be booked online. Requests for the ballroom should be sent to eventsadmin@ssmu.ca
  • Confirmations will be sent out for online bookings minimum 1 week prior to the requested date. Those who do not receive a confirmation 48 hours prior to their booking should contact eventsadmin@ssmu.ca
Room bookings
  • Please fill up the Event Booking Form. We will get back to you with availabilities and prices. If you need additional information, please contact the Events Administrator
  • Terms and Conditions
Table bookings
  • Please contact directly our Sponsorship Representative at sponsorship@ssmu.ca. Please indicate the dates that you plan to have your event.
Room bookings
  • Please fill up the Event Booking Form. We will get back to you with availabilities and prices. If you need additional information, please contact the Events Administrator.
  • Terms and Conditions
Table bookings
  • Please contact directly our Sponsorship Representative at sponsorship@ssmu.ca. Please indicate the dates that you plan to have your event.

Rooms Available

Looking for a room for your next meeting, conference or event?Check out all the possibilities at the University Centre.

How to Get Equipment

Items available for rent

AV ($18 flat rate): Microphones, Speakers, Screen and projector and DVD Player
Furniture/ Equipment ($18 flat rate): Podium, White board, Blackboard, Flip chart, Coat Racks, Piano, Yoga Mats
Outdoor Equipment*: BBQ ($35/day)**, Tables ($8/table/day), Chairs ($3/chair/day), Tent ($15/day)*Only outdoor equipment is permitted to leave the University Centre
** BBQ: Propane tank is provided with the BBQ. Propane tanks must be returned full with  receipt or empty in which case there will be an additional $30 fee.
SSMU Event Contract and Rental Agreement Terms and Conditions

 

This is how you book it

SSMU Community groups may book equipment to accompany their room bookings through EMS booking system. All other requests should be sent to Events Administrator at eventsadmin@ssmu.ca.

 

Retrieving rented equipment

  1. At the start of the reserved time of your booking, contact the porters 514-617-0081 or 514-617-0082.
  2. Exchange your McGill ID for the equipment, bring it to the room
  3. At the conclusion of the event, exchange the equipment for your ID.

This is your responsibility while renting it

You are responsible for any damages that happen to the equipment during use. The necessary repairs will be invoiced to your group. If you lose an item, its replacement will be invoiced to your group as well.

 

Useful information

  1. Never leave the equipment unattended.You are responsible for any damages or loss that occur during the rental period. Repairs or replacement will be billed to the renting party.
  2. The availability of the equipment is on a first come first serve basis.
  3. AV technicians are available upon request at an additional cost.
  4. Never leave the equipment unattended.

Other sources of equipment on Campus

ICS McGill is another source to get your equipment. Contact ICS McGill for availabilities and pricing.

How to Request Food & Alcohol Service

Tabling

Throughout the year, tables are available for booking in the University Centre’s lobby and near the second-floor cafeteria. The building has a constant flow of between 1,000 to 1,400 McGill students, faculty and staff streaming in and out on any given day.

 

Note: Food is not allowed at the kiosk