Click here to book a room!
Shatner Building hours of operation:
| May 14th – June 1st, 2012 |
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| Monday-Friday | 9:00am – 9:00pm |
| Saturday and Sunday |
Closed |
| June 1st – June 29th, 2012 | 9:00am – 8:00pm |
| Saturday and Sunday | Closed |
| July 3rd – August 24th, 2012 | |
| Monday-Friday | 9:00am – 6:00pm |
| Saturday and Sunday | Closed |
SSMU Office – June 1-August 27: Mon-Thu: 9-5pm; Fri-Sun: closed
Please note that not all bookings have been transferred from the old room bookings system into the new version; however, all bookings made in the past are still valid and will be appearing soon. Please do not panic about the way a booking appears in the new system, if it appears incorrect. Please check the calendar often for updates. Thank you for your understanding.
New Room Booking System Explained! *Please read carefully, it will help you!*
How to make a room booking
1.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).
2.On the main calendar, click the time at which you would like to request your booking.
3. Start out by selecting your affiliation: SSMU Club/Service or External Group.
4. Complete the rest of the fields on the form.
5. Hit “Submit request” at the bottom.
What happens next?
1.Your booking will appear as “Requested” on the calendar and you will receive an e-mail that your request has been received.
2. Once your booking has been approved or rejected, you will receive another e-mail indicating your status.
Room booking policies and the New System *IMPORTANT*
-Bookings can only be made two (2) weeks in advance. The system will not allow you to book more than two weeks ahead. (For Ballroom and weekend bookings 1 month in advance, please contact the SSMU Front Desk at frontctr@ssmu.mcgill.ca )
-Groups may book a maximum of 10 hours per week. The system will not allow you to complete any requests over 10 hours.
-At least 15 minutes must be left between bookings to account for set-up and clean-up time. The system automatically inserts 15 minutes before your booking, this is indicated by the blue strip above your booking.
-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.
-All groups requesting equipment (except for the digital projectors in Lev Bukhman & Breakout rooms) MUST come in to the SSMU Office to sign a rental equipment form before your event.
Who processes the requests and when can they be processed?
Although the new system is highly automated, the SSMU Front Desk still has to look over the requests and approve or reject them (it is just a matter of approving or rejecting, so it will not be as time consuming as in the past when we had to manually enter the bookings, this means a faster response time).
With the new system, bookings can be made up to 24 hours before the booking. However, please bear in mind that the SSMU Office is only open from Monday-Friday 9am-5pm. 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 5pm, we will not be able to process any more bookings for the following day. This also affects bookings made on the weekends i.e. if you submit a booking for Sunday, February 26 on Friday, February 24 after 5pm, no one is here on the weekend to process your booking so it cannot be approved.
F.A.Q.
Q: If there is already a booking during the time slot that I want, could I still request 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.
Q: Do I have to be an executive of the group I am requesting a booking for?
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.
Q: How do I book equipment?
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.”
Q: Aren’t there already digital projectors built into the Lev Bukhman and Breakout Rooms? Do I still have to book it through the request form? How do I do this?
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).”
Rooms Available
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B29 & B28 (facing B29 from B-28 with room divider open) – Basement FloorCapacity: B29 (30) B28 (10) Combined (40) |
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B30 (also known as Coat Check) – Basement FloorCapacity: 30 |
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Break-Out Room – 2nd FloorCapacity: 90 |
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Lev Bukhman – 2nd FloorCapacity: 75 |
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302 – 3rd FloorCapacity: 75 |
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Ballroom (301S, 301C, 301N) – 3rd Floor – view facing stage. Stage is located in the 301N section of the ballroomRoom 302 (Ballroom all three sides) |
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Ballroom (301S, 301C, 301N) – view from stage |
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Boardroom 433A – 4th FloorCapacity: 12 |
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Boardroom 403 – 4th FloorCapacity: 12 |
If you have questions about or suggestions for this system, please email us at frontctr@ssmu.mcgill.ca, call us at (514) 398-6800 or come by our office in the Brown Building, Suite 1200.