Procedure for Booking and Assessing an Event – May 25, 2020

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PROCEDURE FOR BOOKING AND ASSESSING

AN EVENT

Procedure

Type:

Management

Initially

Approved:

May 25,

2020

Procedure

Sponsor:

Vice-President,

Finance and

Administration

Last Revised:

Primary

Contact:

Event and

Theatre Services

Review

Scheduled:

May 25,

2025

Approver:

Executive Leadership Team

PROCEDURES

REQUESTING EVENT SPACE

1.1

An Event Sponsor seeking to book Space for an Event should direct their inquiry to

Event and Theatre Services who will help assess their request and initiate the

booking process.

a. The following Event types can be booked up to 3 years in advance:

Core Institutional Events

ii.

Internal Event bookings with Incremental Costs

iii.

External Event bookings, including Partnerships and Not For Profits

(with venue deposit)

b. Internal Event bookings with no Incremental Costs can be booked up to one

year in advance.

c. All Ross Glen Hall bookings will have associated booking fees unless booked

within 60 days of the Event. Incremental Costs are passed on to the Event

Sponsor for all bookings.

d. Theatre rentals do not qualify for complimentary bookings due to the significant

labour costs to operate the Bella, Wright and Leacock Theatres.

e. Internal Events that are collecting fees are required to be collected through

MRU ticketing or an ETS approved ticketing software and are required to pay

for venue rental and Incremental Costs as approved in the Schedule of Fees

for Booking a Space.

1.2

All booking requests for Events are made by, or on behalf of, an Event Sponsor,

completed using the appropriate Event Information Sheet and includes the following:

a. Name and contact information for the individual or group requesting the space;

b. FOAP and Signing Authority of originating department if an Internal Event;

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c. Event Space Requirements including number of guests and suggested

preferred location and room set-up;

d. Dates & Event timelines;

e. Furniture needs, amenities and required rentals; and

f. Catering & Liquor requirements.

1.3

In cases involving potential risk or concern for security, the Event Sponsor shall

inform Security Services at least one week in advance of the time and location of the

event. The Chief Safety and Risk Officer, will, in consultation with the Event Sponsor,

address any security needs associated with the event, including contact with local

law enforcement agencies. Any special security costs associated with the event shall

be the responsibility of the unit sponsoring it.

ASSESSING AN EVENT REQUEST

2.1

The following categories are used to determine the classification and rates for a

space booking request

a. Internal Bookings - a booking where the Event Sponsor (individual requesting

Space that is responsible for all associated booking costs) is an Employee of the

University, which includes where external speakers are invited and hosted on

campus by an Employee. Incremental Costs in alignment with the Schedule of

Fees will apply.

b. Internal Bookings that include the Collection of Conference or Ticket Fees -

Internal space rental charges and Incremental Costs in alignment with the

Schedule of Fees will apply.

c. External Bookings - an individual, corporation, business or other group using

University facilities and/or services where the Event Sponsor is external to the

University. Full space rental fees, coordination, and Incremental Costs in

alignment with the schedule of fees will apply.

d. External Bookings - Partnership - an individual, corporation, business or other

group using University facilities and/or services where the Event Sponsor is

external to the University and a MOU has been signed, may secure ‘Partnership’

rates. The external representative will be the main contact for the booking.

Discounted rates for external space bookings, coordination, and Incremental

Costs in alignment with the Schedule of Fees will apply.

e. External Booking - Not for Profit - an individual, corporation, business or other

group using University facilities and/or services where the Event Sponsor is

external to the University and they do not earn profits or use revenues in

pursuing the organization's charitable objectives. A Not for Profit number is

required to secure a reduced rate booking for external space rental fees,

coordination and Incremental Costs in alignment with the schedule of fees.

2.2

Last minute external rental opportunities may require relocation of an existing

internal booking to an appropriate alternative space, where applicable. Consideration

Procedure for Booking and Assessing an Event – May 25, 2020

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for alternative space options, will be done in conjunction with the internal booking

requester to ensure an adequate alternate can be achieved.

2.3

Once an Event Information Sheet is completed and a category is determined, the

Campus Events Group (CEG) is notified of the booking request

2.4

An assessment is conducted by the CEG as follows:

a. The use of Space or activity undertaken contravenes any federal or provincial

legislation/regulation, municipal by-laws, or University policies or procedures;

b. The University does not have the resources to accommodate the request;

c. Executive Leadership Team determines that the risks posed by the proposed

use of the Space is unmanageable;

d. The Event has the potential to be detrimental to regular University operations;

e. The Event Sponsor:

has misrepresented their intentions for the use or user of the Space;

ii.

has previously misused University space;

iii.

has amounts owing from a previous Event;

iv.

does not agree with any conditions or restrictions set out by the

University;

intends to offer an activity or program that conflicts or is in competition

with existing programs of instruction offered at the University;

vi.

intends to offer an activity or program that requires the moving of

furniture within a designated student study space; or

vii.

intends to offer an activity or program in a designated student study

space during Fall or Winter semesters that interrupts the ability for

students to study.

2.5

Decisions to decline an Event must be made in accordance with the Expression and

Free Speech policy.

CANCELLING AN EVENT REQUEST

3.1

Event bookings can be cancelled by contacting Event and Theatre Services up to 30

days prior to the Event date. Cancellations within 30 days of the Event may be

subject to cancellation fees. For bookings in Ross Glen Hall, this period is 90 days.

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DEFINITIONS

(1)

Campus Events Group:

means the cross-campus team, with terms of reference

approved by the Executive Leadership Team, that

reviews all Events to assess risk implications, conflicts

of interest, impacts to campus, and to enhance the

experience for all Event attendees

(2)

Core Institutional Event:

means an Event that is hosted by the University for the

purposes of advancing its core function as an academic

institution. These Events take priority over all other

Events on campus. They will maintain complementary

bookings, free of space rent and Incremental Costs will

be applied in alignment with the Schedule of Fees.

(3)

Event:

means all internal and external bookings (on Campus)

such as convocations, conferences, seminars, public

lectures, cultural Events, banquets, receptions, socials,

weddings, concerts, fundraisers, festivals, promotion

displays, commercial sales and trade shows

(4)

Event Sponsor:

means the individual requesting Space for the purposes

of hosting an Event and is responsible for all associated

costs. In the case of an Internal Event, the Event

Sponsor is the budget owner for the costs associated

with the Event.

(5)

External Event:

means an Event where the individual or group

requesting Space is external to Mount Royal University

(6)

Incremental Cost:

means any approved costs incurred by the University as

a direct result of an Event booking that are over and

above the time spent by employees during their regular

working hours

(7)

Internal Event:

means an Event where the Event Sponsor is an

Employee of the University, which includes where

external speakers are invited and hosted on campus by

an Employee

(8)

Public Space:

means Space that is generally open to the public

during the University’s operating hours

(9)

University:

means Mount Royal University

RELATED POLICIES

•

Temporary Use of University Space Policy

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RELATED DOCUMENTS

•

Event Assessment Checklist

•

Event Information Sheet

•

Schedule of Event fees for Booking a Space

REVISION HISTORY

Date

(mm/dd/yyyy)

Description of Change

Sections

Person who

Entered Revision

(Position Title)

Person who

Authorized

Revision

(Position Title)

06/29/2022

Addition of language

around risk assessments

and security

1.3

Policy Advisor

President’s

Executive

Committee