Clubs Manual 2008 - 2009 - Students' Union - University of Calgary

Clubs Manual 2011-2012
7
In order to book room in MacEwan Hall, use the online form that is linked at
http://su.ucalgary.ca/page/quality-student-life/clubs/room-table-bookings. Telephone and in-person
requests for bookings will not be accepted.
Clubs may block book rooms for weekly events in advance, but can only do so after certain
dates: August 1 st for the Fall term, November 1 st for the Winter term, and March 1 st for the
Spring/Summer term.
All room booking requests should be made a minimum of ten business days in advance.
You will receive a response from the CSO within two business days. If space is available at the time you
request, you will also receive a confirmation for your room booking. If the details on the confirmation are
correct, no further action is necessary at that point, and the room is yours.
How do I book public space?
The Hall, the Ballroom and the North Courtyard are not available free-of-charge to clubs, but can be
booked using the 50% clubs discount.
Clubs are entitled to two free, eight-hour bookings of
MacEwan Hall’s South Courtyard Stage per semester
during the Fall and Winter terms. Only events that are
appropriate for the space may be booked in the South
Courtyard, where what is appropriate is determined by the
CSO. These bookings cannot be combined to create a longer
reservation. Further, be aware that seating in the South
Courtyard cannot be removed, although it may be rearranged
within certain limited configurations. Additional or
longer bookings of the South Courtyard Stage can be made
at the 50% clubs discount.
To book classrooms outside
of MacEwan Hall or
outdoor spaces on campus,
visit the University’s
Meetings and Special Events
department at
http://www.ucalgary.ca/mse
If you would like to book the MacEwan concert hall, Ballroom, or any of the courtyards for a special
event, please specify this when completing the online form. You will be contacted within two business
days by an event planner from the MacEwan Conference & Events Centre. They will help walk you
through the rest of the process. Requests for the MacEwan concert hall, Ballroom, That Empty
Space or any of the courtyards should be made at least 30 business days in advance.
Room and Public Space Booking Conditions and Restrictions
1. All food consumed in the MacEwan Conference & Events Centre must be purchased from their
catering service. In other words, outside food cannot be consumed in any of the
meeting rooms you book through the SU. The only exception to this is if your event is
closed to the public (i.e. is for club members only). If you are planning on ordering food or
bringing food into your room booking you must notify the CSO. You must also follow all health
and safety regulations outlined at http://www.su.ucalgary.ca/sufoodhandling. Your club is
responsible for clean-up—failure to do so may result in extra costs.
2. Under no circumstances may outside alcohol be consumed in the MacEwan
Conference & Events Centre. If you would like to arrange for alcohol to be served at your
event, be aware that all your club insurance and Pro-Serve/ASIP requirements must be complete
and your event must accord with the University of Calgary Use of Alcohol Policy. For more
Clubs Manual, revised in 2011 Page 7