• All SSMU Clubs and Services are considered internal groups. SSMU Clubs and Services are listed here. (If you have any doubts about your status please e-mail the Interest Group Coordinator at igc@ssmu.mcgill.ca to find out).
• Any group who is neither a SSMU Club nor a SSMU Service is considered an external booking. For prices of the venues for External Groups please click here.

If you have any questions or comments about an external booking, or don’t know whether you are an Internal or an External Group, please e-mail eventsadmin@ssmu.mcgill.ca.

• All bookings are always for the benefit primarily of SSMU Clubs and Services and secondly of External Groups.
• Even if you are a McGill Student, to book a room you must either do so with the support of an SSMU Club or Service or an External Group.

When booking a room the group agrees to abide by the SSMU Bylaws, particularly the Book III. The full text of the Bylaws is available here.

• Click on the “I want to book a room” button above ;
• Go to the date on which you would like to hold your event (by entering it into the date field at the top right corner of the page or clicking on the date directly on the mini calendars);
• Select the room that fits the needs of your event;
• On the main calendar, click the time at which you would like to request your booking;
• Start out by selecting your affiliation: SSMU Club/Service or External Group;
• Canadian physical and political geography
• Complete the rest of the fields on the form;
• Hit “Submit request” at the bottom

• Your booking will appear as “Requested” on the calendar and you will receive an e-mail that your request has been received;
• The Events Administrator will process your request and approve it or request more information;
• Once your booking has been approved or rejected, you will receive another e-mail indicating the status of the booking;
• It shouldn’t take more than 48 hours to reach a decision concerning your booking. However, there might be events that demand more information or more details. A personal meeting or more information might be requested if this is the case. Your cooperation and transparence are determinant in the process;
• The Events Administrator is available for you from 9 am to 5 pm Monday to Friday. However it is better to request an appointment to avoid waiting at the reception. You can set an appointment by e-mail, phone or by coming to SSMU Front Desk;

1. You must be an Executive of your Club or Service and your name must be included in the Executive Contact Sheet for you to be able to book a room;
2. Regular bookings can only be made 14 calendar days in advance whereas the Ballroom can be booked 30 days in advance. The system will not allow you to book outside of these time frames;
3. Groups may book a maximum of 10 hours per week. The system will not allow you to complete any requests over 10 hours;
4. Please be aware of the capacity of each room, indicated in the top right-hand corner of the Room Request form. The system will not let you book for a greater capacity than is allowed in the room;
5. All groups requesting equipment (except for the digital projectors in Lev Bukhman & Breakout rooms) MUST come in to the SSMU Office to sign the rental equipment form before your event. The Porters do not release any equipment without the adequate form and without an ID;
6. You must provide a brief but concise description of what is going to happen in the room. Failure to provide accurate information will only delay the approval of your booking. Feel free to e-mail (eventsadmin@ssmu.mcgill.ca) any or all of the following details to accelerate the treatment of your booking before or after submitting your request through the system:
   • How many people are you expecting?
   • A brief but concise description of your event.
   • Providing a program of the event is very helpful too
   • Do you have a Facebook event related to it? Could you provide me the link?
   • Do you have a website with information about this event? Could you share the link?
   • Are you having alcohol?
   • Are you hosting any speakers or VIP’s?
   • Are you co-hosting the event with another group/ external organization?

The Events Administrator receives all requests. Booking requests are approved if they have followed the above rules and provided accurate and complete information. If there is information missing, the Events Administrator will be contacting you to request more details.In other words, the more transparent you are about the nature, organization, attendees and logistics of your event, the easier and faster your booking will be approved.

Bookings can be made up to 24 hours before the event. However, please bear in mind that the SSMU Office is only open from Monday to Friday from 9 am to 5 pm. By the end of each day, we need to prepare the paperwork for events going on in the building the following day. This means that after 5 pm, we will not be able to process any more bookings for the following day. This also affects bookings made on the weekends. If you want to book a room for a given Sunday, make sure to submit your request no later than 4 pm on the previous Friday. Bookings received after 4 pm on Friday for the following Friday, Saturday or Sunday will not be processed and will be rejected on Monday morning.

Whether your booking is considered internal or external, there are some services that need to be paid if you incur into them or if you request them. Here is a list of such services:

In the case you leave the venue in a state that needs extra cleaning we reserve the right to charge your group post-event with the cost of it.

A: Yes, your request will be placed in a queue and you will receive an e-mail once it has been approved or rejected.

A: Yes. Your name needs to be on the executive list for the group. If your name cannot be matched to the group, the system will not allow you to complete the request.

A: At the bottom of the Room Booking Request form, select “Yes” for Request Special Equipment. A drop-down menu will appear with all of the equipment we have available for rent. Select the quantity of equipment you need from the drop-down menus on the right-hand side.

Note: The quantity in the drop-down menu indicates how many items are available during that time slot. For example, we have two (2) portable projectors available for rental in our inventory. If a group has taken out one (1) projector for their event, another group holding an event during the same time will only be able to select “1,” since only one is left to rent. If all items are out, checkmark the box next to “I would like to be notified if any Portable Digital Projectors become available.”

A: Yes, the equipment in these rooms still needs to be booked. This is because we always need to be notified in advance if the equipment in either room will be in use. This will notify the porters to unlock the system and also to make sure it is ready for use. In order to book these projectors, you just need to select one (1) from the drop-down menu next to “Digital Projectors (Lev Bukhman & Breakout ONLY).”