Organizing Events

The University Centre, located at the heart of McGill University’s campus, is a vibrant hub for student activities, events, and services. As the home of the Students’ Society of McGill University (SSMU), we offer multiple event spaces, a range of services, and various amenities to support student life and engagement.

To browse our available event spaces, please visit the View Our Spaces page on the SSMU website.

The operating hours of the building are: 

• Monday & Tuesday – 8:30 am-9:30 pm
• Thursday & Friday – 8:30 am-10:30 pm
• Saturday & Sunday: Closed. 

Weekends,  Holidays and Reading Weeks are treated as special requests; please contact us for more information.

SSMU-Affiliated Groups receive subsidized hours:

Interim Status Clubs & ISGs: 5 hours/week + 2 hours/week of tabling.
Full Status Clubs: 8 hours/week + 5 hours/week of tabling.
Services: 8 hours/week + 5 hours/week of tabling.

Room hours are calculated based on each space used, not per reservation.
Example: (2) rooms being utilized for the same event for a (2) hour period = (4) hours total, not (2) hours total. 

Please note that:

• After exceeding these hours, regular room rates apply at a 50% discount.
• Additional add-ons and amenities incur extra fees.
• SSMU groups cannot book spaces on behalf of third-party organizations that are not SSMU-affiliated. The event must always be a true collaboration, booked in the name of your group, with your members present and serving as the primary point of contact and organizers.

Additional fees may apply for:

• Cleaning/maintenance/damages
• Porter setup /take-down
• No-show/cancellation fees

Please note events held inside the University Centre do not require a Declaration of Events & Activities Form to be submitted.

1. Familiarize yourself with our facility and booking guidelines, where you’ll find important information about booking rules.
2. Submit Your Request → Minimum (7) business days in advance via the Virtual Event Management System (VEMS).

• This is where requests are submitted, but you need to wait for an official approval;
• Reservations are handled on a first-come, first-served basis, subject to availability.

1. Receive response from the Events Specialist (internalevents@ssmu.ca)
2. Address follow-up questions from the Events Specialist
3. Review & sign the booking agreement (if applicable)
4. Receive confirmation: No Fees vs. Fees
5. Make payment to SSMU and Service Providers (if applicable)
6. Archive documentation for audit purposes

Special Booking:

• To request the use of Room 301 – Ballroom, please fill out the Ballroom Booking Request Form.
• To submit a request for a special event with certain complexity (out of the regular opening hours, special activities, multiple rooms, food, alcohol ), submit the University Centre Request Form
• To host an event at Gerts Bar, please make sure to fill out the Gerts Booking Request Form

Enhance your event with various amenities and services available through the Events Department. For pricing and additional details, please contact them directly. Some options include:

• Gerts Cafe Catering (coming soon)
• Gerts Bar Service (coming soon)
• Coat Check
• Audio/Visual Equipment
• Furniture
• Overnight Storage
• Security

The SSMU Events Department provides a variety of equipment rentals to enhance your event. While some rooms include fixed equipment at no extra cost, additional rentals are available. 

Indoor Equipment with Room Bookings

SSMU-affiliated groups can select equipment online via the SSMU VEMS portal. Any additional equipment will be delivered to your reserved space. Please note that indoor equipment cannot be used outside, but outdoor equipment is available for both settings.

Requesting Outdoor Equipment

1. Submit an Outdoor Equipment Request Form at least (5) business days in advance.
2. Receive a response from the Events Specialist (internalevents@ssmu.ca)
3. Address any follow-up questions.
4. Review and sign the rental agreement.
5. Receive confirmation.
6. Coordinate pickup and drop-off with the Building Porters (514-617-0081)
7. Make payment to SSMU.
8. Archive documentation for audit purposes.

Our offerings include:
Chairs, Tables, Podiums, Directional signs, Ballot boxes, Coat racks, Electric pianos, Flip charts, Food warmers, Linens, Mobile blackboards and whiteboards, Water coolers, Cables, Microphones, Speakers. Media carts, Tents, BBQs, Portable speakers.

Building Porters ensure the smooth operation of events at the University Centre. 

Their key responsibilities include:

• Venue Access: Unlocking event spaces for your convenience.
• Room Setup: Assisting with arranging rooms and organizing equipment rental pick-ups and drop-offs (upon request).
• Setup and Takedown: Preparing the event space before and after the event.
• A/V Assistance: Providing support with audio-visual equipment as needed.
• Building Access: Opening and closing the building.
• Maintenance Support: Addressing any maintenance issues to ensure the venue is in optimal condition.

Fees and Availability:

• Building Porters are mandatory for access beyond regular operating hours at a rate of $50 per hour.
• Porters will be present at the end of your event to begin takedown and prepare for the next event or to close the building for the evening.
• Additional fees may apply for setup, takedown, maintenance, or A/V troubleshooting if requested.
• For assistance, please contact them by phone at 514-617-0081.

Security Agents maintain safety and security during events held at the University Centre. Their primary responsibilities include:

• Creating a Safe Environment: Ensuring the safety of all participants.
• Enforcing Policies: Upholding relevant laws and internal regulations.

Event Planning Requirements:

• Events with +100 participants or those involving alcohol must have Security personnel on-site.
• Additional Security may be mandated by the Building Director or the Student Life Operations Director based on:
  • The number of SSMU staff present
  • Anticipated crowd size and behaviour
  • Nature of the event and activities taking place
  • Relevant historical factors

Fees:
Security agents are billed $38 per hour, with a minimum requirement of 4 hours. This investment ensures that trained and experienced personnel are dedicated to managing the safety and security of your event, allowing you to focus on its success.

An external event is any event that occurs outside the University Centre (UC).

On-Campus Venues: Such as Leacock, Athletics, and other university facilities.
Off-Campus Venues: Including bars, parks, gyms, conference halls, and similar locations.

Different venues may have varying reservation protocols and requirements.

Helpful links:

• McGill Athletics Centre Booking Guide
• Booking with McGill Housing & Conference Services (under revision)
• McGill Campus Outdoor Bookings/Tabling

All events held outside the University Centre (UC) must be declared to the SSMU Events Department via the Declaration of Events & Activities Form. 

Declaring events assesses risk and ensures proper insurance coverage. It helps identify potential hazards and ensures all necessary precautions are in place.

1. Submit a Declaration of Events & Activities Form a minimum of (20) business days before the event, depending on the complexity.
2. Receive a response from the Events Coordinator (externalevents@ssmu.ca)
3. Address follow-up questions and submit supporting documentation (as required)
4. Once all follow-up details are addressed and documentation is completed and signed, the group will share the completed documents with the venue. The Events Department will email the group an ‘Event Approved’ email.
5. Make payment to venue and service providers (if applicable)
6. Archive documentation for audit purposes

Special Note: Some external venues, such as parks or on-campus locations, may need formal contracts. In these cases, a screenshot of an approval email or booking confirmation will suffice or may not be required.

Please note that SSMU Clubs and Services do not have signing authority. All documents requiring signatures must be signed by the SSMU General Manager, SSMU VP Finance, and SSMU VP Operations & Sustainability. The Events Department will collect all the signatures for you. Do not email them directly. 

If the venue or service provider requires the group’s signature, it may only serve as an acknowledgment of their terms by the primary Event Organizer and is not valid otherwise.

Insurance and liability are essential for ensuring the safety and protection of both participants and the SSMU during events. SSMU provides basic insurance coverage for most activities, but certain high-risk events may require additional coverage. Without proper insurance, the SSMU and event organizers could be liable for accidents, injuries, or damages. 

Requesting Additional Insurance can take up to (30) business days, and some fees may incur. 

Proof of Insurance Certificates

Venues may ask for a certificate of insurance to ensure adequate coverage for the event. This document proves that your event is insured, protecting both the venue and SSMU from liability in case of accidents or damages. You can request this certificate from the Events Coordinator at externalevents@ssmu.ca, who will work with SSMU’s insurance provider to obtain it.

Waivers

Liability and risk waiver form is required when SSMU’s insurance does not fully cover activities or involve higher risks (e.g., sports and physical activities). These waivers protect SSMU from liability by allowing participants to acknowledge and accept the risks. Event organizers should collect signed waivers from all participants and save them in a shared folder, then send them to the Events Coordinator at externalevents@ssmu.ca for proper documentation and record-keeping  (before the event occurs).

Need Assistance with this process?

For Insurance & Liability related inquiries, please reach out to the Events Coordinator at externalevents@ssmu.ca. 

SSMU Clubs and Services may invite guest speakers or high-profile figures to contribute to the community’s intellectual and cultural experience. To facilitate this, organizers must complete the Guest Speaker & High Profile Figure Declaration form a minimum of (10) business days before the event for approval. 

McGill Security Services might review the event to determine if additional security or event management is necessary, with any related costs falling on the student group. If the guest requires compensation and cannot invoice through a business entity, please submit an Independent Contractor Agreement Request Form to agree before payment is initiated. SSMU Services can submit an honourarium for under $500.00 (CAD).

Declaring Guest Speakers & High-Profile Figures Process

1. Submit a Guest Speaker & High Profile Figure Declaration form
2. Receive the response from the Events Coordinator (externalevents@ssmu.ca). 
3. Respond to follow-up questions
4. Obtain formal approval
5. Agreement created for compensation (as required)
6. Process payment to guest speaker (as needed)
7. Archive documentation for audit purposes

Need Assistance with this process?

For Guest Speakers & High-Profile Figures related inquiries, please reach out to the Events Coordinator at externalevents@ssmu.ca. 

An independent contractor is an individual who provides services without being classified as an employee. They can deliver various academic services, such as developing or teaching credit or non-credit courses, conducting seminars and workshops, or providing event-related services (e.g., DJs, performers, photographers, instructors, etc.). 
The Independent Contractor Agreement (ICA) is a contractual agreement between both parties. It facilitates the financial tracking required by the Canada Revenue Agency (CRA). The ICA is optional if the independent contractor operates as a registered business and provides a clear invoice detailing the services rendered.

Request for Independent Contractor Agreement Process

1. Submit an Independent Contractor Agreement Request Form. Allow a minimum of (10) business days before the event, depending on the complexity.
2. Receive the response from the Events Coordinator (externalevents@ssmu.ca)
3. Address follow-up questions (as required)
4. The agreement  is created & sent for signatures
5. Distribution of agreement
6. Make payment to service providers
7. Archive documentation for audit purposes

Need Assistance with this process?

For Independent Contractor Agreement  related inquiries, please reach out to the Events Coordinator at externalevents@ssmu.ca. 

SSMU Clubs and Services have the autonomy to seek and negotiate sponsorships; however, all sponsorship agreements, whether involving monetary payments or in-kind contributions, must be declared by completing the Sponsorship Declaration Form. This requirement also applies to external parties participating in events. Financial agreements will be invoiced internally to the sponsor to ensure transparent financial transactions and accountability.

Note: SSMU-Affiliated Groups cannot authorize the use of the University’s or SSMU’s name for sponsors. 

Declaring Sponsorship Process

1. Submit a Sponsorship Declaration Form. Please allocate a minimum of (7) business days in advance. 
2. Receive a response from the Events Specialist (internalevents@ssmu.ca).
3. Address follow-up questions (as required)
4. The agreement will be created and sent for signatures
5. The signed agreement will be sent to you 
6. The monetary sponsorship will be invoiced and  deposited to your student group bank account.
7. Archive documentation for audit purposes

Need Assistance with this process?

For Sponsorship related inquiries, please reach out to the Events Specialist at internalevents@ssmu.ca.

A Contracts and Agreements Checklist -(MOA) for event partnerships is essential when groups collaborate on events. These agreements ensure that both parties understand their responsibilities, particularly profit-sharing and collaboration obligations.

This can include details on:

• Percentages or fixed amounts allocated to each party, based on contributions such as time, resources, and expertise.
• Agreement on which party is responsible for covering costs such as venue, marketing, equipment rentals, and staffing.
• How to handle surplus revenue or potential losses after covering event-related expenses.
• Ensuring the use of SSMU spaces and resources is allocated and complies with internal policies.
• Defining how each party will contribute to event marketing, audience engagement, and promotional activities.
• Outlining the duties and responsibilities of both SSMU and its partners, such as event coordination, staffing, and logistical support.

Supporting documentation like this ensures compliance, supports audits, and tracks funds and expenses effectively.

Use the provided template as a guide and submit it as an attachment in the Event Declaration form, or inform the Events Specialist when booking at the University Centre. If SSMU groups collaborate on an event, they can share resources and subsidized hours, making the event more cost-effective!

If hosting an event with food, the SSMU-affiliated group is responsible for consulting this policy and complying with all stated regulations. Please be aware that violations of these regulations may result in sanctions.

The Quebec Ministry of Agriculture, Fisheries and Food (MAPAQ) oversees food and safety. To sell perishable food items or require temperature control, you need a permit from MAPAQ. 

• Self-catered
  • Club members or volunteers prepare food. 
  • Must still follow basic food safety rules.
• Professionally catered
  • A licensed catering service or restaurant prepares food. 
  • Includes deliveries. 
  • Often required for formal events.

How to obtain a MAPAQ permit (“sans but lucratif”)?

1. Submit the completed MAPAQ Permit Application Form and any supporting documents to MAPAQ. Submit your application at least (30) days before your event. A group must pay the permit fee ($38) only once yearly. Subsequent event requests will be free of charge; 
2. Once approved, The government will review your application and issue the necessary permit for your event.

Additional Resources

Food Handler Guide (MAPAQ)
Food Equipment Rental Request Form

• Food grade bins
• Food warmers
• Coolers

1. Submit an Events & Activities Declaration Form or Book a Space in the University Centre
2. The coordinator will send you the Sale & Service of Food Declaration Form (if required)
3. Receive the coordinator’s response
4. Address follow-up questions and apply for MAPAQ application (if needed)
5. Send completed documentation (permit) to the Events Coordinator at externalevents@ssmu.ca. 
6. Obtain final approval
7. Archive documentation for audit purposes
8. Display the permit at the event and ensure it is always visible. 

If you have any questions or inquiries related to selling and/or serving food, please contact the Events Coordinator at externalevents@ssmu.ca.

Where and How can you host events with alcohol?

SSMU groups have access to various student-run services that can significantly improve the quality, safety, and sustainability of their events. Leveraging these services can enhance the attendee experience and ensure events align with SSMU values.

*SSMU WALKSAFE’s, Drivesafe’s, and MSERT’s services can be requested through the Safety Service Request form.

Zeffy is a FREE platform for ticketing and fundraising for non-profit organizations.

All SSMU student groups are part of the Society and have no independent legal status. Due to taxation regulations while selling tickets, the SSMU must oversee ticket sales and donations for student groups. This means the SSMU will create Zeffy pages for your events, handle the earnings collection from ticket sales, and deposit the amounts directly into your group’s bank account.

Please note that we discourage using Eventbrite due to the high fees associated with event ticketing and tax requirements. Any fees associated with Eventbrite or another ticketing platform will be directly deducted from the student group bank account.

How to Submit Your Request Form:

1. Fill out the SSMU Zeffy Request Form;
   Make sure you have the following information handy:
   Complete information about your event
   Clubs: CLUB Key, which you can find in this file
   Services: Department number, which you can find in this file
2. Ensure your Events & Activities Declaration Form is submitted and approved by the SSMU;
   Please note your event page cannot be created on Zeffy until confirmation that your insurance request has been approved;
3. Your earnings will be deposited directly to your student group bank account.

Timeline:

• Please make sure you process your request 2 weeks in advance of your event;
• Please allow the SSMU Team 3 business days to process your ticketing request.

Contact:
If you have any questions regarding the progress of ticket sales or requesting refunds for sure attendees, please contact communications@ssmu.ca. For any other questions related to the approval process of your event declaration form, please contact the Events Specialist at internalevents@ssmu.ca.

Accessibility

Ensuring that events are accessible to all attendees fosters inclusivity and promotes equal participation. By following accessibility best practices, such as providing wheelchair access, clear signage, and accommodations for those with sensory or mobility needs, you create an environment where everyone feels welcome and valued.

Feel free to contact the Accessibility Commissioner at accessibility@ssmu.ca with any questions!  

Sustainability

Implementing eco-friendly measures like minimizing waste, using reusable materials, and promoting recycling supports the planet and reflects responsible stewardship, aligning with broader sustainability goals.

Feel free to contact the Sustainability Commissioner at sustainability@ssmu.ca with any questions! 

Sustainable Events Certification
The McGill Sustainable Events certification program is an initiative from the Office of Sustainability that provides consultations, training, and resources to encourage and support more environmentally responsible events at McGill.

To get the certification, fill out the Sustainable Event Checklist.

Best practices: Consider encouraging attendees to get in touch to tell you what kind of accommodations they may need to attend before the event and gather feedback afterward.

Need assistance coordinating your room booking?

Need assistance during your room booking in the building?

Additional Resources

• University Centre: Bookable Spaces
• Rental Equipment Catalogue (coming soon)
• Gerts Café Catering Menu (coming soon)
• Events Support: SSMU Services
• Funding Opportunities
• Booking with McGill Athletics
• Booking with McGill Housing & Conference Services
• McGill Campus Outdoor Bookings/Tabling
• McGill Sustainable Events Certification