Recognized Student Organization – Guidelines | Office of Temporary Use of University Space

Students who wish to reserve and use University space for an event, must be registered as a club/organization with Student Community and Leadership Development (SCLD). Once recognized (through SCLD) as a Recognized Student Organization (RSO), you may submit a Temporary Use of University Space Application.

The amount of time it takes to process an application is dependent on the scale of an event and the volume of applications in queue.

Please allow a minimum of 10 business days (small scale events) for your application to be processed. Large scale events/conferences, depending on size and scope, may require anywhere between 15 – 90 business to process – this may involve meetings with the organizers and various campus services.

Date Type

Single Date Event — for events with just one date.
Multiple Date Event — Events such as weekly meetings or events with multiple dates (e.g. a speaker series, a series of dance classes) can be processed with a single application form. Select the “Multiple Date Event” checkbox and use the “+” button to add your dates.

Time

Indicate the start and end time of your event. Don’t forget to allow yourself set up and clean up time.

Specify Location

Classrooms, lecture halls and seminar rooms, on the Keele Campus, can be requested centrally through the YU Room Request Form.
- Classroom cannot be reserved during exam periods.
- Rooms cannot be booked when the University is closed (e.g. on Canada Day, December holidays, etc.)
Non-Academic Space
- Colleges – (e.g. Common Rooms, Assembly Hall), please submit a YU Room Request Form
- Most open and thoroughfare spaces (lobbies, Vari Hall Rotunda, etc.) and outdoor spaces can be reserved directly through the YU Room Request Form.
- Physical activity spaces (gyms, sport fields, etc.), must be booked through Athletic and Recreation.
- Tabling space in the Vari Hall Rotunda, Ross Link, Central Square and the Bear Pit must be booked through Student Community & Leadership Development.

Sponsoring (Dept./Org./Unit/Rec. Stud. Grp) — Name of student organization/club
Signing authority — name of signing officer for the organization/club (as registered with SCLD).
Contact — the person completing and submitting the form. This is the person who will be contacted regarding the event.

Audio/Visual
- Once you receive your room booking confirmation from the reservation agent, please submit the YU Connect Form found on SCLD’s website to arrange for the submission of an A/V Request. Note that this requires 5 business days.
- A/V Services include:
  - Equipment for use in a classroom, lecture hall or seminar room
  - Order/activate built in equipment available in a lecture hall
  - Request audio and video streaming
  - Request technical support for equipment you have ordered.

Facilities Service
- Service Requests must be submitted to the YU Connect Form found on SCLD’s website. Note that Custodial, Grounds and Maintenance Services are reduced on weekends and requests must be submitted 10 business days in advance.
- Services include:
  - Event Set-up (ie. Tables, Chairs, Picnic Tables)
  - Custodial Services (ie. Cleaning before, during and after an event)
  - Security Personnel Request
  - Signage Creation
  - Generic Service Requests
Music at your event
- If you plan on using music for non-educational purposes, for example, for background music at a conference or in an athletic facility, a license must be obtained from the copyright collectives SOCAN and Re:Sound.
Consultation
- TUUS staff will review the application and initiate a consultation where necessary, with the relevant service areas (Security, Risk, Food Services, Facilities, etc.); the contact on the application form will be copied on the consultation e-mail. A Temporary Use of University Space Permit will be issued electronically.