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Office of Temporary Use of University Space
Home » Reserving Space & Equipment - Recognized Student Organizations

Reserving Space & Equipment - Recognized Student Organizations

Recognized Student Organizations include student government, club or organizations recognized by Student Community and Leadership Development.

Due to the Fall exam period and upcoming University holiday closure, please note the following guidelines for Space Requests and TUUS Applications:

  • If your event is being held on or prior to January 12, 2025, the last date for submitting a TUUS Application is December 13, 2024. Applications received after this date may be asked to select a later date.
  • If your event is being held between January 13-18, 2025 the last date for submitting a TUUS Application is December 18, 2024. Applications received after this date may be asked to select a later date.
  • Please also note the blackout dates for booking academic classroom space due to the exam period and academic scheduling of the Winter Semester are December 5, 2024 – January 26, 2025. 
  • The University is closed from December 24, 2023 - January 1, 2024. The TUUS Office will re-open on January 6th. Applications received over the holidays will be processed upon our return in accordance with TUUS processing timelines (note: minimum processing is 10 business days).

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Before submitting a Temporary Use of University Space (TUUS) Application, ensure you have booked space via the YU Room Request Form or with the local reservation agent. The YU Room Request Form will indicate if a TUUS Application is needed.

Applications are processed in accordance with the TUUS Regulation, which is a minimum of 10 business days (no weekends, holidays, or university closure periods). The average event requires at least 15 business days for processing and consultation. Events can take from 30-90 business days depending on details and logistics. Events that do not adhere to the processing timelines will be denied. Please refer to the Regulation for guidance. Example event that would fit 10 business days: this event requires no services (i.e. IT, furniture setup), involves no food and is closed to members of the RSO or Dept/Faculty/Staff group.

Note: applications with insufficient processing time may be denied.

Helpful tips:

  • Ensure that all questions on the application are completed and there are no TBC notes as TUUS will not be able to process incomplete applications.
  • All applications need to have signing authority approval. For RSOs, the signing authority must be registered with SCLD.
  • A program with a schedule helps with processing.
  • If you are using a lobby or outdoor space please attach a layout for the event to the TUUS application.
  • If you are using an off-campus caterer, connect with Food Services in advance of submitting a TUUS application to confirm requirements (i.e. insurance, green pass, etc.).

Guidelines

Forms

Reserving Audio Visual Equipment and Submitting Service Requests

  • To arrange for the submission of a Service or A/V Request (once you receive your room booking confirmation from the reservation agent) please contact Charmaine Mohamed from SCLD (cmohamed@yorku.ca)