Below are the room reservation instructions for Registered Student Organizations (RSO), this includes student government, clubs or organizations recognized by the Student Community and Leadership Development (SCLD).
Room Reservation Instructions
Find the room that works best for your event.
Submit the Room Request Form. Once completed, the form will indicate if a TUUS Application is required.
LA&PS Colleges Room Booking Agent will put a tentative hold on a room for your event.
You will receive a Room Confirmation email from colspace@yorku.ca with next steps.
Note: During times of high-volume requests, please allow 5-7 business days for a response. This is in addition to the TUUS requirement for 10-15 business days.
Next Steps
- Read the Room Confirmation email carefully. All the information and any special instructions associated with your room/event will be outlined there.
- If a TUUS permit is required, the email will confirm that the room is on tentative hold pending approval from the TUUS Office. Complete a TUUS Application in order to receive a TUUS Permit for your event. You will need to submit the Room Confirmation email with this TUUS Application.
TUUS will then consult with various partners across campus for clearance authorization, for example, to ensure there aren’t any security, liability or food issues, etc. associated with your event. This takes time and is the reason for the 10-15 business day requirement to produce a TUUS Permit.
If you need to contact TUUS, please email them at tuus@yorku.ca.
Service Request and Audio/Visual Equipment
A Service Request (SR) is required for room setup, take down and clean up. You will need to provide the SR number to the LA&PS Colleges Room Booking Agent when picking up room keys. Without confirmation that an SR has been submitted, access to the room will be denied.
An Audio/Visual (AV) Request is required to activate any built-in technology or order additional equipment.
The Student Community & Leadership Development (SCLD) department will submit the SR or AV request on your behalf. To arrange for an SR or AV request, please submit the YU Connect Form. If you need to contact SCLD, please email Charmaine Mohamed at cmohamed@yorku.ca or visit her office at Ross Building, S172.
If you run into any IT problems the day of your event, please email UIT at askit@yorku.ca or call them at 416-736-5212.
Rooms without built in AV Equipment
If the room does not have built in AV equipment, UIT cannot support the space and your student club will need to bring in your own AV equipment OR you can rent AV equipment from a company such as Long & McQuade (2777 Steeles Avenue West, 416-663-8612).
Key Pick-up
Room keys for LA&PS Colleges Spaces are signed out on the day of your event from 220 McLaughlin College, between 9 a.m. and 4 p.m., Monday to Friday.
Please bring with you (electronic or printed copy):
- The TUUS Permit.
- The Service Request (SR) for room set up, take down and clean up.
Key Return
- For daytime events (ending before 4 p.m.), the key must be returned to 220 McLaughlin College immediately following your event.
- For evening/weekend events, the key must be returned to 220 McLaughlin College first thing the next business day (9 a.m.).
Lost or Stolen Keys
Please notify the LA&PS Colleges Room Booking Agent as soon as possible via email at colspace@yorku.ca.
If there is an emergency during your event…
- Call 911 first
- Then call Security at 416-736-5333 (open 24/7) or for TTY at 416-736-5470.
- Lastly, send an email to the LA&PS Colleges Room Booking Agent at colspace@yorku.ca to inform us of the details.
For non-urgent Safety matters, please call Security at 416-650-8000 or for TTY at 416-736-5470.
Questions?
If you need to contact the LA&PS Colleges Room Booking Agent, please email colspace@yorku.ca, call 416-736-5128 or visit 220 McLaughlin College.