Room Booking

Whether you have a weekly meeting, a big party, a general assembly, a rehearsal or you are just looking for an adequate place where to meet your club members and get things done, the SSMU building has the following rooms available for booking:

Room

Ideal for

Capacity

Floor

Internal

External

Blue Room (Room 403)

Meetings

15

4

6 weeks in advance

4 weeks in advance

Green Room (Room 433-A)

Meetings

15

4

6 weeks in advance

4 weeks in advance

Club Lounge

Open gatherings

75

4

6 weeks in advance

4 weeks in advance

Ballroom

Parties, General Assemblies, Special Events

450

3

Can be booked 3 months in advance

Can be booked 2 months in advance

Room 302

Flexible use

60

3

6 weeks in advance

4 weeks in advance

Kitchen

Cooking classes

20

3

6 weeks in advance

4 weeks in advance

Madelaine Parent

Flexible use, Special Events

90

2

Can be booked 3 months in advance

Can be booked 2 months in advance

Lev Bukhman

Flexible use, Special Events

60

2

Can be booked 3 months in advance

Can be booked 2 months in advance

Room B-29

Flexible use

25

Basement

6 weeks in advance

4 weeks in advance

Room B-30

Flexible use

50

Basement

6 weeks in advance

4 weeks in advance

These rooms are all available to support all activities and projects of the SSMU Clubs and Services. Based on availability, occasionally we also rent the venues to External Groups.

The system will not allow you to submit any bookings before 6 weeks in advance. For Special Events bookings you have to send the information via the following form.

Scroll down to the bottom of this page to see photos and equipment specifications of these rooms.

(Click on subtitles to view content)

Who is an Internal Group and who is an External Group?
  • 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 contact the Events Administrator.

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 Events Administrator.

Individual versus Group Bookings
  • As a general rule, the SSMU does not rent the venue to individuals,
  • 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 involvement of a SSMU Club or Service or an External Group.
  • No group can book a room on behalf of someone else or another group. If you book a room it is because you are using it and you will be there.
General Rules
  • 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.
How to make a room booking
  1. Click on the “I want to book a room” button above.
  2. 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).
  3. Select the room that fits the needs of your event.
  4. On the main calendar, click the start time at which you would like to request your booking.
  5. Select your affiliation: SSMU Club/Service or External Group.
  6. Complete the rest of the fields on the form.
  7. Pay close attention to description. This is a necessary field. Incomplete or inaccurate descriptions will only cause delays in your booking confirmation.
  8. Answer the questions regarding alcohol and other services.
  9. Select yes if you need equipment. When you are done click “save equipment request”.
  10. Hit “Submit request” at the bottom.
What happens next?
  • 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.
  • Your booking request is reviewed within 48 hours after submission. Depending on the nature of your event and the accuracy of the information provided, your request will be approved, rejected or you will be contacted for more details or requested for a meeting face to face. Thus, approval timings vary.
  • The more information and the more accurately that you provide it, the faster the booking approval process will happen.
  • The Events Administrator is available for you from 9 am to 5 pm Monday to Friday at the SSMU Office. 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.
Room Booking Rules
  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. For Internal groups the booking timing goes as follows:

♦     Ballroom, Madelaine Parent, Lev Bukhman: Three months in advance prior to the date of the event up to two weeks before.

♦     All other rooms: Six weeks in advance up to one business day before the event.

  1. For External groups, booking times goes as follows:

♦     Ballroom, Madelaine Parent, Lev Bukhman: Two months in advance prior to the date of the event up to four weeks before.

♦     All other rooms: Four weeks in advance up to one business day before the event

The system can only receive requests 6 weeks days in advance.To book a room three months (internal) or two months (external) in advance please submit this form.

  1. Groups may book a maximum of 10 hours per week. The system will not allow you to complete any requests over 10 hours.
  2. Please be aware of the capacity of each room, indicated in the table above. The system will not let you book for a greater capacity than what is allowed in the room.
  3. 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.
  4. 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 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?

Who processes the requests and how long does it take?

The Events Administrator receives all requests. Booking requests are approved if they have followed the above rules and if accurate and complete information has been provided. 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 one business day before the event during office hours. 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.

Additional Charges

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:

Charge

Rate

Contact

Internal

External

Porter

per hour

Events Administrator

$50.00

$100.00

Security Lead Agent

per hour

Events Administrator

$ 25.00

$28.00

Security Regular Agent

per hour

Events Administrator

$22.00

$25.00

Stage Removal

per incident

Events Administrator

$250.00

$500.00

Sunday Cleaning

per day

Gerts

$325.00

$500.00

Booking Fee

n/a

Gerts

$0.00

$175.00

Percentage of Entry Fee to be Taken

n/a

Gerts

$0.00

$175.00

Alcohol Order

n/a

Gerts

variable

variable

Audio/Visual

n/a

Events Administrator

$0.00

$0.00

Coat Check

n/a

Events Administrator and Gerts

variable

variable

The prices mentioned here are subject to change without previous notice and do not include taxes.

Cleaning and Security charges

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.

If your event is serving alcohol, if you are close to capacity of the room or if your event presents a liability issue, Security Agents will be assigned to your event. The cost of this service will be invoiced to you post-event.

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).”

  • Q: If I am planning to offer alcohol, who should I talk to?

A: When you submit your request through the system, you have to select “yes” to the question Does your event involve alcohol? If contacting by e-mail, please make it clear that you will be serving alcohol.

Conditions

Every room booking is subject to the following conditions:

  1. The organizers of the event agree to abide by the SSMU Bylaws for all matters related to the event.
  2. The capacity of the room is to be respected during the event. SSMU reserves the right to operate crowd control and to verify the compliance of this condition during the event without previous notice. Charges post-event will apply if crowd control was indeed necessary.
  3. Blocking of entrances and staircases are prohibited. All emergency exits must remain clear at all times for safety purposes.
  4. Any promotional materials to be used must be approved by SSMU before they are posted.
  5. No signs or posters are to be taped or tacked onto walls, stairways or any painted surfaces. Please verify if your decorations are compliant with SSMU Events Regulations before attempting any installation.
  6. All decorations must be taken down once the event is over. If there is anything left and SSMU has to clean it out or clear it out, then removal charges will apply.
  7. No storage over night is allowed. If any stuff is left over night then storage pricing will be applied to the final invoice.
  8. If there is anything left and not claimed the following day, then SSMU will dispose of it.
  9. The signee agrees to abide by the provincial regulations regarding alcohol and tobacco use, including but not limited to:

♦     Refraining from bringing outside alcohol into the Building.

♦     Any desired alcohol consumption must be ordered through the Gerts Operations Manager, at a minimum of two weeks before    the event.

♦     The consumption of alcohol can only take place in the venue where the event is happening.

♦     No alcohol consumption will be tolerated in corridors, stairs, entries or surrounding areas of the SSMU Building.

♦     No underage participants will be admitted into events offering alcohol and/or inside Gerts.

  1. The signee will be responsible for the arrangement and payment of services mentioned in this agreement.
  2. All components of the reserved areas must be in their original condition after the event.

♦     SSMU reserves the right to apply cleaning charges post-event if it is deemed necessary.

♦     SSMU reserves the right to charge cleaning services if an event happens on any given Sunday or during the Summer. Consult fee Schedule.

  1. If the event extends beyond building opening hours, SSMU reserves the right to charge Porters fees post-event.
  2. The signee agrees to verify beforehand the consumption of food or beverages during the event.

♦     No water bottles are permitted into the SSMU Building due a non-competition clause with one of our suppliers.

  1. The signee agrees to provide all information (contact information, service provided, and hours of service) regarding providers needed for the event to happen.
  2. The signee agrees to reimburse SSMU for any damages or loses caused to SSMU property during the event, including but not limited to audio visual equipment or furniture or any item as per Addendum 3 (if applicable).
  3.  The signee agrees to provide their own technician should they have bands or other types of live music, and accepts responsibility for loss, theft, or damage of any of the SSMU equipment or Gerts sound equipment.
  4. All SSMU staff scheduled for the event leaves after the last guest in the venue, even if it creates overtime regarding hours scheduled for the event. The signee agrees to cover the cost for extra hours.
  5. If for any reason, security agents had to be assigned to the event and this was not established in the contract or they had to stay beyond the estimated hours, the signee agrees to cover the cost of the security agents.
  6. The organizers of the event declare that the room will be used for the group and the event described here. No booking on behalf of someone else will be accepted.
Equipment Rental

To confirm your equipment request please submit the following form.

Please note that you can only submit the form once your booking request has been approved. Please read carefully the instructions. If you do not submit this form, the porters won’t release the equipment.

 

Rooms Available

The Ballroom

(view from the stage)

(view of the stage)

Capacity: 450 Amenities: Tables, chairs, PA system Location: Third Floor

Room 302

Room 403

Capacity: 60
Amenities: Tables, Chairs
Location: Third Floor South

Capacity: 15
Amenities: Black board, conference table and chairs
Location: Fourth Floor South

Room 433-A

Madeleine Parent Room

Capacity: 15
Amenities: Black board, conference table and chairs
Location: Fourth Floor North

Capacity: 90
Amenities: Microphones, Built-in sound system with MP3 input and volume control for 3 microphones/MP3/DVD and Projector, HD projector with DVD and Laptop input (adapters available for MACs from 2005 to 2010)
Location: Second Floor South

Lev Bukhman Room

Room B-29

Capacity: 60
Amenities: Microphones, Built-in sound system with MP3 input and volume control for 6 microphones/MP3/DVD and Projector, HD projector with DVD and Laptop input (adapters available for MACs from 2005 to 2010)
Location: Second Floor South

Capacity: 25
Amenities: Room divider, black board
Location: Basement (S1) North, near elevator

Room B-30

Capacity: 50
Location: Basement (S1)

If you have questions about or suggestions for this system, please email the Events Administrator, call us at (514) 398-6800 or come by our office in the Brown Building, Suite 1200.