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Information About Facilities Rentals for Student Clubs

What are school hour bookings? 

• Bookings which are made during regular school hours (8:00 am - 6:00 pm)
• Any event which runs after 6:00 pm must be arranged with the Student Animator 

MRM teaching spaces are not bookable until the classroom schedules have been finalized.

What is an event?  

• Any activity that is not a regularly scheduled academic class. For example:
• Guest speakers during Activity Period
• Concerts
• Plays
• Graduation
• Open House
• Trips
• Bake Sales
• Congress activities (i.e. student elections)

What is NOT an event?  

• Meetings
• Classes
• Make-up tests/exams
• Physical Education intensive classes (i.e. canoe camping, hiking)

Booking Policy 

1. All institutional / operational events have priority and will be pre-booked.
2. At critical times of the year during major institutional / operational events, blackout periods will be in effect where no event bookings can be made :

• August 9-20 (school opening)
• October 25-November 1 (Open House)
• April 11-June 3 (ArtsFest, Exams, Registration)
• June 9-16 (Graduation)

A Club Booker must be designated and their name must be given to the Student Animator.
Only a Club Booker can make bookings.  

Club Events

• All bookings must go through the Student Animator at least a minimum of 5 working days before the event
   
• Guest Speakers during activity period : to limit the number of conflicting events, only three guest speakers are allowed during any activity period. Classrooms D-405, D-407 and D-409 will be reserved especially for guest speakers. The Amphitheatre will be available if more than 40 participants are expected. Guest speakers must be booked one week in advance. We reserve the right to not approve or cancel bookings if booked less than one week in advance.
   
• Student Lounge/Small Events Space - if a club books this space without proper authorization, the booking will be cancelled.
   
• You must know the following information:
  
  • Date and time of your event
  • Number of attendees
  • What technology you will need (your club may be charged if the event goes beyond 6:00 pm)
   
• Depending on your technical needs, a fee might be charged to your Club. Make sure you know all your technical needs (microphones, projectors, lighting, etc.) before you make your booking. It is your responsibility to inform yourself. Please pass by TLT (A-358) and ask some questions.

Club Meetings 

• Club Bookers can book classrooms for their meetings through MRM.
• If you are using technology, you must use the A-Wing classrooms in case you require technical assistance.
• Make sure to include a valid e-mail address so that a confirmation can be sent to you.  

The Student Animator reserves the right to change the booking if necessary. All bookings are tentative (grey) until they have been confirmed by an Administrator and a confirmation e-mail has been sent to the booker.

It is the responsability of the booker to ensure that the booking is correct and that it has been confirmed.