Queen s University Queen s Event Services Room Booking Policy 2010 Table of Contents

Transcription

1 Queen s University Room Booking Policy 2010 Table of Contents 1.0 General Group... 3 Group 1: Housing and Residence Staff... 3 Group 2: Student Staff... 4 Group 3: Main and West Campus Residents... 4 Group 4: Internal Queen s Groups... 4 Group 5: External Groups Responsibilities Booking Process Room Fees Additional... 7 Event Coordination... 7 Audio Visual Requirements... 7 Food/Beverage... 7 Linens... 7 Tables/Chairs/Furniture... 7 Special Set Ups... 7 Specialty Items Room Chart... 8 Adelaide Hall... 8 Ban Righ Hall... 8 Brockington House Chown Hall Gordon House Jean Royce Hall Leonard Field Leonard Hall Leggett Hall McNeill Hall Morris Hall Victoria Hall Waldron Tower Watts Hall

2 The following room booking policy has been developed to define the general use of a range of common spaces within Residences at Queen s University. These guidelines apply to all individuals and groups on campus. All policies and prices are subject to change without notice. 1.0 General Residence common spaces (common rooms, dining halls, meeting rooms, outdoor public spaces, etc.) are generally available for functions that have a direct connection with students living in residence or for university functions sponsored by the senior administration of Queen s, for the benefit of all students. Additionally, these spaces are used for Queen s Event activities, with accompanying revenues providing benefit to students. n residence groups wishing to book space will receive approval only if the activity does not interfere with the normal living environment of our students and the event is deemed appropriate for the space. All residence common room bookings are subject to the approval of the office, which will base approvals on the criteria outlined within this policy to determine whether a booking is appropriate for the requested space. Concerns regarding groups using residence space should be directed to the Director,. Security of the building must be maintained at all times, and organizers must provide details of their security plans upon booking the space. These plans should include personnel to greet and escort participants and to control access to the area. All lockable spaces should be secured after the event, and keys returned to the front desk. Student constables and additional security officers may be arranged through Campus Security, or the office. Failure to provide and follow through on security plans may result in the revoking of future booking privileges. Locked rooms may be accessed by requesting a key at the appropriate front desk. Front desk staff will release keys only to those who have prebooked the space through. rmally, bookings during residence quiet hours and study periods are not accepted. ise should be kept to a minimum in accordance with noise restrictions within residences. 2

3 Any booking request that requires solicitation (charities, ticket sales, Secret Santa, etc.) must be approved in advance at the time of booking, and the organizer must provide details of the revenue distribution of such activities. Booking requests for charity poker or other gambling style tournaments at Queen s University must meet the following provisions: o All participants (students, staff or alumni) must be members of the group hosting the event; o All funds collected from participants, including entrance fees and buy ins, are to be remitted to an existing charitable organization outside the University; o The charitable organization must have a valid Canada Revenue Agency (CRA) charitable registration number, provided to Room Reservations at Queen s at the time of booking space, with contact information for the charity for follow up; o Funds collected from participants may not be used for prizes, givea ways, etc.; o Other University policies are applicable. In residence, unless required by law, door to door campaigning by nonresidence election candidates is prohibited. Candidates and/or their canvassers who wish to meet residents should contact the local residence student government to arrange special floor or house meetings. Questions regarding political campaigning in residence should be directed to the Residence Life Office. 2.0 Group The following groups may book spaces within Residences based on the guidelines within this policy: Group 1: Housing and Residence Staff All staff members within departments that report directly to the Director of Housing & Hospitality MCRC (Main Campus Residents Council) and JRHC (Jean Royce Hall Council) Executive Coordination fees may be d to this group 3

4 Group 2: Student Staff Dons MCRC and JRHC House Presidents and Facilitators Student staff may book spaces for meetings, floor events and programs that they are organizing. Building common rooms and areas are booked on a first come, first served basis, with keys available at the front desk (Residence ID Badge must be presented) Coordination fees may be d to this group Group 3: Main and West Campus Residents Students who are current residents on Main and West Campus may book common rooms in residence within their building and within other buildings if the event is deemed appropriate for that room and is residence related The majority of students taking part in the activity must live in residence The activity must involve residents of the building where the event will take place The student who books the room is responsible for security plans, retrieving and returning keys, escorting guests within the residence, theft, damages and room cleanliness Coordination fees may be d to this group Group 4: Internal Queen s Groups Queen s AMS clubs and societies that meet the booking guidelines Queen s departments that meet the booking guidelines (e.g. School of English, Biology Department, etc.) Governing or high profile groups within the Queen s Community (e.g. Canadian Federation of University Women, Principal s Office, etc.) Coordination fees to be d to this group Group 5: External Groups clients who are booking rooms for appropriate events not connected to students, yet providing revenue for the benefit of students (e.g. weddings in Lower Ban Righ Dining Room, reception in Fireside Room, etc.) and set up fees to be d to this group Coordination fees to be d to this group 4

5 3.0 Responsibilities Organizers must agree to abide by the guidelines within this policy. Organizers are responsible for the actions and behavior of all those attending their event and accountable for any incurred damages. Organizers are responsible for developing, submitting and implementing a security plan for the event. Spaces are booked with a standard furniture set up. Special set ups and equipment (e.g. audiovisual equipment, specialized furniture) are available s may apply. All spaces must be left clean and tidy after a function. Cleaning and maintenance s will apply should our staff be required to re set, repair damages, or clean beyond normal routines. As well, any damaged or missing furniture will be d to the individual or group booking the space. Alcoholic beverages are not permitted, unless provided through the campus liquor license and booked at the time of reservation Food and beverage services may be ordered through the Office or Hospitality. Any other food that is served or sold within residence buildings or on residence grounds must be accompanied by a special permit, available through the Hospitality office. Please note that exclusivity agreements apply to all food and beverage services in Ban Righ Hall. 4.0 Booking Process Booking of all common space in residence is handled by, which is located on the main floor of Victoria Hall, across from the front desk. 1. A booking request form must be completed at least 5 business days before the event and must be accompanied by a copy of any advertising materials (posters, signs, etc.). Requests requiring food services or custom set ups should be submitted a minimum of two weeks prior to your event. The form is available online at The booking request form must be accompanied by a security plan if required contact ( ) for details. 5

6 2. If you would like to have a potluck, bake sale, BBQ, or otherwise serve food that has not been provided by Queen s Food, a Food Service Request Form must be filled out (minimum of 2 weeks prior to your event). The forms are available in Queen s Hospitality Office in E022, Victoria Hall. 3. will approve or deny the request in accordance with the above policies and availability of the room, and make arrangements for food/beverage services, equipment and set up requirements. Any costs associated with the booking should be paid to in advance of the event payment can be made by cheque, Queen s University account code, Visa or MasterCard. 4. will notify you if you are required to sign out a key from the appropriate front desk. If this is the case, you will be required to show identification. Main Campus Residents Council and Jean Royce Hall Residents Council Executive are required to show their Residence ID Badge. A key will only be signed out to the person who made the initial booking. 5.0 Room Fees Please refer to the room chart for room rental fees (section 7.0) *Qualification for half day rental fees will depend on the length and timing of your event and extent of set up and cleaning required. The fees d to groups booking space are based on the following: Group Academic Year (Sept. to April) n Academic Year (May to Aug.) Group 1 Residence Staff* Fee waived 100% Fee waived 100% Group 2 Student Staff * Fee waived 100% Full price applies Group 3 Residents of Residence * Fee waived 100% Full price applies Group 4 Queen s Clubs and Full price applies Full price applies Departments Group 5 External groups/clubs/individual Full price applies Full price applies *te: rental fees are waived only for student or staff bookings that are for events directly related to residence activities or residence life (e.g. floor meetings, staff meetings, wellness sessions, floor/building socials, etc.) 6

7 The following items/services are included within the rental rate: Furnishings normally within the room, in standard set up Standard cleaning of the room Access to the room (unlock and lock) 6.0 Additional The following products/services may be requested at an additional. Any client requesting these services should discuss their needs with at least 2 weeks prior to the event. Coordination and logistics fees will apply in addition to rental fees. Event Coordination logistics and coordination for an event (setups, liaison with service providers, registration coordination and off campus services). Audio-Visual Requirements (other than included in standard room equipment) cost varies depending on the equipment and is subject to delivery, set up, testing and teardown fees. Examples (costs may vary depending on type of equipment): P.A. system with mic/mixer, speakers Data projector with 6x6 screen TV/VCR Mobile stereo system (with CD player) Technician Food/Beverage costs based on requirements. Liquor permit administration, standard linens for tables, food delivery and set up fees may apply. Linens specialty linens or linens not included in pricing cost based on requirements, number of tables, special colours, size, etc. Tables/Chairs/Furniture furnishings not within a room cost based on rental requirements and is subject to delivery, set up and teardown fees. Special Set-Ups per hour that includes cleaning, set up and teardown of set ups that require furnishings not normally included / removed from room. Rate varies depending on requirements. Specialty Items items such as pipe and drape, arches, décor, flowers, etc. (quotes available upon request). *te: extra service fees may vary please ask for current pricing at the time of booking. 7

8 7.0 Room Chart Venue Full Adelaide Hall solicitation 101 Common Room Variety of casual seating, piano, Common Rooms are only to be booked for events that benefit all students or summer guests living in residence and must be approved by and Residence Life. Ban Righ Hall Ban Righ Dining Room full room $ $ Sun. Mon. $ Sat. Group 1 through 5 Rectangular wooden tables with wooden chairs (seating for approx. 600) Variable lighting Academic year (September April) available Saturday and Sunday n academic Year (May August) available daily Access must be arranged through Coordination fees apply Food & Beverage must be ordered through Queen s Event Accessible Standing Capacity 800, Banquet 600 8

9 Ban Righ Dining Room East or West side Lower Ban Righ Dining Hall Elspeth Baugh Fireside Room Full $ $ Sun. Mon. $ $ Sun. Mon. $ Sat. $ $ Sun. Mon. $ Sat. As above As above As above Access must be arranged through coordination fees apply Food & Beverage must be ordered through Queen s Event Accessible Standing capacity 300 in each side, Banquet 250 Group 1 through 5 Group 1 through 5 Round tables with chairs (seating for approx. 120) Blackout blinds that can be used as projection screens Sound system Dimmable lighting Black out curtains Variable lighting The courtyard is included when booking this room Available daily all year Events should be of a quiet nature during the academic year Available daily all year Access must be arranged through coordination fees apply Food & Beverage must be ordered through Queen s Event Standing capacity 170, Banquet 120 Access must be arranged by coordination fees apply Food & Beverage must be ordered through Queen s Event Accessible Standing capacity 100, Banquet 70 9

10 Eliza Gordon and Levana Private Dining Room (full) Eliza Gordon South Private Dining Room Levana rth Private Dining Room Dean s of Women Tower Lounge Full $ $ Group 1 through 5 Rectangular wooden tables with wooden chairs (seating for approx. 55) Available daily all year; however, this space is typically reserved for High Tables during academic year, Tuesday to Thursday Access must be arranged through coordination fees apply Food & Beverage must be ordered through Queen s Event Standing capacity 100, Banquet 42 $75.00 $ As above As above As above Access must be arranged by coordination fees apply Food & Beverage must be ordered through Queen s Event Standing capacity 50, Banquet 20 $75.00 $ As above As above As above As Above $ $ Group 1 5 Small selection of lounge furniture Typically not available in academic year n academic year available daily Events must be approved by and Residence Life. Access must be arranged by coordination fees apply Food & Beverage must be ordered through Queen s Event Standing capacity 70, Banquet 24 10

11 Ban Righ East Foyer Full Group 1 through 5 Brockington House South Common Room 151 Some lounge furniture Kitchenette solicitation Common Rooms are only to be booked for events that benefit all students or summer guests living in residence and must be approved by and Residence Life. Chown Hall solicitation 11

12 West Common Room G047 G005 Full Lounge furniture Common Rooms are only to be booked for events that benefit all students or summer guests living in residence and must be approved by and Residence Life. Lounge Furniture As above Gordon House solicitation Jean Royce Hall Theatre Royce C140 Group 1 through 5 $75.00 $ Group 1 through 5 Lounge furniture with theatre television and sound system solicitation Users may be asked to sign a waiver acknowledging responsibility for the audiovisual equipment in this room. n academic year August only Keys must be signed out from Jean Royce Hall Front Desk Capacity

13 Jean Royce Cafeteria Private Dining Room Full $ $ Group 1 through 5 Group 1 through 5 Rectangular tables with chairs (seating for approx. 249) Academic year not available n academic year August only Academic year available daily; however, this space is typically reserved for High Tables Tuesday to Thursday n academic year August only Keys must be signed out from Jean Royce Hall Front Desk Capacity 249 Keys must be signed out from Jean Royce Hall Front Desk Capacity 32 Leonard Field Leonard Field (Upper or Lower) $ $ Approval based on activity s impact on nearby residents and local community members Volleyball Court $50.00 $ Leonard Hall Leonard Dining Hall East Foyer Chez Lenny Leonard 0012 Group 1 through 5 solicitation $50.00 $ Group 1 through 5 Dining tables and chairs for Available daily all year; Keys must be signed out approx. 100 however, this space is from Gord Brock front typically reserved for High desk Tables during academic year, 5 interior columns lots of Tuesday to Thursday natural light south facing operable windows 13

14 Full Leggett Hall Fireplace Lounge Common Room solicitation $ $ Lounge furniture with Common Rooms are only to occasional tables be booked for events that Accessible benefit all students or summer guests living in residence and must be approved by and Residence Life. Meeting room 1011 $50.00 $ Group 1 through 2 Chairs on casters with tables Projection screen Keys must be signed out from Leggett Hall Front Desk Space and building are fully accessible. Washrooms close by McNeill Hall 014 Ground Floor Common Room Common Rooms are only to be booked for events that benefit all students or summer guests living in residence and must be approved by and Residence Life. keys not required close to washrooms 14

15 Full Morris Hall 014 Centre Room Sun Room Victoria Hall Common Rooms are only to be booked for events that benefit all students or summer guests living in residence and must be approved by and Residence Life. Lounge Furniture As above Accessibility is possible through front door with assistance as it is at grade access to washrooms solicitation Upper Common Room C103 Academic year n academic year Group 1 through 5 Lounge furniture with occasional tables Shared common space with all Victoria Hall residents Events must be approved by and Residence Life. Capacity 200 Academic year n academic year Group 1 through 5 solicitation 15

16 Meeting Room A010 Meeting Room A011 Full $75.00 $ Academic year Group 1 through 2 n academic year Group 1 through 5 $ $ Academic year Group 1 2 n academic year group 1 through 5 Lazy Scholar $ $ Academic year t available n academic year Groups 1 through 5 Banquet tables with chairs Data projector/screen built into the room 25 people boardroom style Occasional tables Fashionable tub chairs Gated food services area including built in coffee bar Seating for approximately 120 Televisions Game tables Users may be asked to sign a waiver acknowledging responsibility for the audiovisual equipment in this room. Limited special set ups available Types of events in this room are at the discretion of Key must be signed out from Victoria Hall Front Desk Key must be signed out from Victoria Hall Front Desk Capacity 260 Waldron Tower Piano Lounge CR01 solicitation Study Room 105 Desks and chairs setup for individual study Priority is given to Waldron Tower residents for quiet study. Booking not required, but does take priority. Waldron Tower front door key 16

17 Study Room 107 Full Desks and chairs setup for individual study As Above Waldron Tower front door key Watts Hall Watts Hall Meeting Room 126 Watts Hall Study Room 125 Watts Hall Fireside Lounge solicitation $50.00 $ Academic year Data projector and screen Users may be asked to sign a Key must be signed out Group 1 through 2 Tables and chairs waiver acknowledging from Leggett Hall Front n academic responsibility for the Desk year Group 1 audiovisual equipment in through 5 this room. $50.00 $ Tables and chairs setup for Priority is given to Watts Watts Hall front door key individual study Hall residents for quiet study. Booking is not required, however does take priority. $ $ Lounge furniture with occasional tables Common Rooms are only to be booked for events that benefit all students or summer guests living in residence and must be approved by and Residence Life. *te: The following fees are in effect as of January 2010 and do not include set ups. Qualification for half day rental fees will depend on the length and timing of your event and extent of set up and cleaning required. *te: Floor common rooms adjoining or on bedroom floors (except as noted elsewhere) are reserved exclusively for residents of that floor and are not available for booking 17