Find out in detail the rules and regulations for space use in the University Centre for the Winter 2023 semester along with some other friendly reminders
The University Centre will be open for bookings:
After free hours are exceeded, rooms and tables can be booked at an hourly cost with a 50% discount.
Booking requests will beclosedover the holidays from December 16th, 2022-January 4th, 2023 (inclusive), and reopen on January 4th, 2023. Any requests for single events occurring in the first two weeks of January should be requested prior to December 9th, 2022 so that the Internal Events Coordinator may process them on time.
SSMU Groups will be given priority booking. VEMS will be open to book for Winter 2023 in two groups:
All bookings must be requested through SSMU VEMS (Virtual Events Management System), with the exception of the following:
If your group requires a new VEMS account or credentials, please email the Student Life Operations Director directly. Please note that only SSMU email addresses may be used to log-in.
|Desired Event Date||Request Submitted (minimum)||Contract Returned & Signed
|January 5, 2022||December 13, 2022 – not December 31st||December 16, 2022|
|January 11, 2022||January 4, 2022||January 7, 2022|
|January 24, 2022||January 17th, 2022||January 20, 2022|
Please contact the Student Life Operations Director directly to report any errors or if you have trouble booking a space through VEMS. They will be able to assist you and troubleshoot any issues that may arise. A screenshot of the error message is appreciated.
Please see our room capacities in the table below, as well as what types of activities the space can accommodate:
|Tabling: Student Lounge (Main Floor)||2||Tabling, Merch, Registration, Food Sales/Distribution.||None|
|Tabling: Grey Corner (Main Floor)||4||Tabling, Merch, Registration, Food Sales/Distribution.||None|
|B-29 – S1||35||Class, Training, Workshop, Small Presentation or Meeting.||None|
|Southside Cafeteria (201)||80||Conference, Speaker/Presentation, Workshop, Training, Class, or Wine & Cheese, etc.||None|
|Madeleine Parent (202)||60||Conference, Speaker/Presentation, Workshop, Training, Class, or Wine & Cheese, etc.||Screen/Projector & Audio|
|Lev Bukhman (203)||70||Conference, Speaker/Presentation, Workshop, Training, Class, or Wine & Cheese, etc.||Screen/Projector & Audio|
|Ballroom (301)||400 (seated)||Large Conference, Speaker/Presentation, Workshop, Training, Class, Assembly, Banquet, Party, etc.||Screen/Projector & Audio|
|Ballroom Adjacent (302)||50||Small Meeting, Workshop, Training Class or Food Sales/Distribution.||None|
|Club Lounge (401)||40||Meeting, Workshop, Training, Class or Small Social Gathering (Coffee House).||None|
|Room 403||12||Small Meeting, Workshop or Training.||Smart TV|
|Room 420||20||Small Meeting, Workshop, Training or Rehearsal.||Smart TV|
|Room 433-A||12||Small Meeting, Workshop or Training.||Smart TV|
|Room 436||10||Small Meeting or Training.||None|
Please be reminded that the University Centre cannot accommodate any sport type activities (dance, fitness, yoga, etc…) due to insurance limitations. For these types of events, please reach out to McGIll Athletics or an external rental space that can provide insurance coverage.
As per the booking contract, please be reminded that a no-show fee of $25 will be billed to your group retrospectively if you do not use your reservation. Please inform the email@example.com> as soon as possible if you need to cancel or reschedule your booking so that we may offer space to other groups.
If the Client decides to cancel the Reservation, a written notice must be provided to the Events Department by sending an email to firstname.lastname@example.org, prior to the start of the Reservation.
The following penalty schedule applies for Reservations that incur fees (eg. rentals, staffing, etc.):
|24 or more hours||No fees applied|
|0-23 hours||$100 “no-show” fee|
Modification requests must be submitted a minimum of (2) Business Days before the scheduled Reservation. Any late submission of final changes is subject to a last minute change fee of $50.00 and is subject to the availability of the services, amenities and items in stock.
Please be reminded that sanctions may apply if your group fails to abide by the regulations stipulated in the University Centre Event Contract and Rental Agreement. Room booking privileges may be revoked for some of the following reasons, but not limited to:
When making a request via email or VEMS, please select one of the following to allow us to better assist you:
On VEMS, please clarify what layout you’d prefer if you opt for Porter Set-up in the following section: Please describe how you would like the space set-up (eg. Meeting, open floor, etc.)
|Bailey Hughes||Student Life Operations Director||
|Zachary Jardin||Internal Events Coordinator||
|Theo Metcalf||External Events Coordinator||
|Johan or Dylan or
514-617-0081 (day)/ 514-617-0082 (night)
|Building Concierge (Porters)||
Please declare all external/on campus Events occurring in the first two weeks of January, no later than December 9, 2022 for processing.
When submitting an Event Declaration, please be sure to submit your request a minimum of (15) business days in advance so we can ensure signatures and approvals are completed in a timely manner.
Please allow (3) business days for a response before sending a follow up. Approvals will be determined based on the complexity of the Event / Activity and may require more processing time if supporting documentation is required (eg. Guest Speaker approvals, Food Permits, etc.)
A MAPAQ certificate is required if the food is being made or handled by students and then served or sold. A MAPAQ certificate is mandatory under Quebec law in such a case and must be applied for by the student group, a process which can take many weeks, as such, please plan your event accordingly. A MAPAQ certificate is NOT required, if the food being served or sold has been pre-prepared by a vendor with a MAPAQ certificate or food license, i.e. a restaurant, caterer, grocer, Krispy Kreme etc., as long as the food remains sealed in the containers/wrapping and is not manipulated after purchasing.
All food sales and self-catered events / activities must be submitted in the Sale & Service of Food Declaration Form. Here you can attach the MAPAQ permit (if your group has already obtained one) as proof or the External Events Coordinator will flag your event if you do not yet have a permit, and guide the process. We will ensure that Health & Safety standards are met and communicated to your group.