Organizing Events

One of the many benefits of being a SSMU ISG is having access to room and table bookings in the University Centre for events, meetings, parties, rehearsals, and other initiatives.

As a SSMU ISG, you will have up to 10 hours per week of free room booking in the building.

In the EMS User Guide & Internal Bookings Regulations you will find all the information to make your reservations. To activate your account, please email the Events Administrator at eventsadmin@ssmu.ca.

You can also view the available rooms by visiting the Events Booking section on the SSMU website.

Please note that bookings must be submitted via the EMS booking system at least two (2) business days in advance and within two (2) months before the date of the event.

Due to the University Building closure, the SSMU is looking into finding other office and event spaces on campus for student groups – however we would like to remind groups that there is no guarantee of securing external space.

Due to the many construction projects across campus, including the renovations taking place in the University Centre, the SSMU is currently partnering with McGill to find alternative space on campus.

Please reach out to McGill Housing & Conference Services via this form if the event your group plans on holding has any of the following elements:

• has a capacity that exceeds (50+)
• involves a guest speaker
• involves external sponsors
• provides food or beverages
• requires alcohol service
• takes place on a weekend (Saturday/Sunday)
• involves athletics/rehearsals (i.e., dance rehearsals, yoga sessions)
• produces a high level of sound (i.e., band practice, choir/a cappella rehearsals)
• requires extensive clean-up (i.e., art activities, postering, DIY workshops)

After receiving your form submission, the Special Events Administrator at McGill will look for an available space that fits your needs. For SSMU groups, the fee for booking through Special Events is discounted at $25.00 (applies to weekend bookings as well). Please keep in mind that if extra resources are needed (e.g., set-up, security, and/or equipment rentals), additional fees may apply. If you have questions regarding booking events with McGill, you can contact them by phone at 514-398-7687 or by email at permits.residences@mcgill.ca.

All agreements made through this system must be submitted through the Event Declaration and Insurance Request Form for signature and approval.

For more information please refer to the Booking with McGill Housing & Conference Services Guide.

For meeting spaces, with less than 50 attendees, please submit your request via the Space Request SSMU Student Groups Form.

Please note that at the SSMU we cannot guarantee rooms as we act as a middleman in processing bookings and have no authority over McGill-operated spaces.

If you are a SSMU ISG you are allotted eight subsidized hours a week for kiosk and table reservations. Please note that this is independent of your subsidized room booking hours. If you have reached your hours for the week, tables and the kiosks can be reserved at an hourly cost with a 50% discount.

Note:

• If you wish to sell or distribute food and/or beverages you must apply for a food permit from the Quebec Government via this form. The process can take upto (30) days. A copy must be provided to the Operations Department at least (2) business days prior to the event.
• If you wish to sell tickets or distribute literature or promotional items (e.g., t-shirts, water bottles), written authorization must be granted by the Operations Director.
• Disruptive and intrusive solicitation will not be tolerated.

SSMU-recognized ISGs can book through the SSMU EMS portal. For more information, please visit Plan Your Event.

ISGs are also able to book tables in other campus buildings – including Leacock, Burnside, Bronfman, and McConnell. You can find a list of bookable locations, along with reservation processes, detailed here.

ISGs may also request room bookings in the McGill Sports Complex. McGill Athletics offers a $15 rental rate for the rental of gyms, activity rooms, and fieldhouse courts for SSMU-accredited groups. Please note that the Sports Complex will contact the SSMU to verify that you are a SSMU-accredited group prior to approving your requests. Contact the Administrative Coordinator (sandra.crescenzi@mcgill.ca) at the Sports Complex for more information!

As an ISG, you can also collaborate with the SSMU’s many student-run Services in order to ensure the success and safety of your event. You should consider working with:

• MSERT: The McGill Student Emergency Response Team provides first-aid services to McGill residences and major SSMU events.*
• WALKSAFE: WALKSAFE is a group of volunteers who provide accompaniment for those who are uncomfortable travelling by themselves in the evenings.*
• DriveSafe: DriveSafe is a service that will provide safe and free rides home to anywhere on the island of Montreal on weeknight evenings.*
• Midnight Kitchen Collective: The Midnight Kitchen provides vegan catering services for initiatives that keep within their political mandate.
• Plate Club: The Plate Club provides free, reusable dishware rentals for special events including those organized by Clubs who want to ensure their event is environmentally sustainable.

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