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Event Approval Procedures for Student Groups

Preamble:

The Office of Student Experience & Wellbeing (OSEW) works closely with the Environmental Health & Safety (EHS) team to review all plans for on-campus student events and activities prior to them commencing. 
All student group events and in-office operations must be reviewed and approved by OSEW and EHS to occur.
 
“Event” is defined as any in-person gathering on campus. This includes (but is not limited to):
  • Executive Meetings
  • Social Gatherings
  • Religious Gatherings
  • Tabling Events
  • Volunteering Events
  • Academic Activities
  • Recreational Events 

Event Booking Process:

On-Campus Events:
 
All student groups wishing to host an in-person event at the UTSC campus must follow these steps to have their event approved; All on-campus events must be submitted a minimum of 10 business days before the date of event.
 
Submit a “Club Space Booking Request” through the UTSC Intranet.
 
The primary and secondary contacts for each club (as listed in ULife) can submit space requests on behalf of their club by logging into the Intranet using their UTORid and clicking on “Club Space Booking Request” from the top left hand menu.  
 
Clubs wishing to book a classroom(s) only:
  1. On the Club Space Booking form on Intranet, use the drop-down menu under “Venue” and select “Classroom”.
  2. Once “Classroom” is selected for the Venue, select the Date that you would like to book the classroom for. Use the Classroom Finder function to identify a classroom that:
  • Suits the event’s needs
  • Can accommodate the number of attendees for the event
  • Is available to book on the date/time of the event
  1. Once a date has been selected, indicate the set-up time, event start and end time and end of take-down time.
  2. Under “Confirm Availability” click the “Check” button to ensure that the classroom is available.
  3. Indicate how many classrooms you would like to book. Even if you are requesting 1 classroom, Intranet asks for 3 possible classrooms that you would like to use. (Go back and use the Classroom Finder function if you are unsure of which classrooms are available.)
  4. Fill out the rest of the form and click “Save & Continue” until you are on the final page of the form (Step 4 of 4). 
  5. Before clicking “Submit”, the last step of the Intranet form requires all clubs to fill out and submit an Event Risk Assessment form. Although the COVID-19 EAT form is no longer required, the Office of Student Experience and Well-being still requires a detailed plan of your event. A copy of the Event Risk Assessment form is available to download directly through Intranet, on the last step of the booking request form. 
  6. Please ensure that you click the “Submit” button when you are on the last page of the form.
 
Clubs wishing to book a Common Space only:
  1. Under “Venue” select the common space that you would like to hold your event in. 
  2. Once the Venue is selected, select the Date that you would like to hold your event on.
  3. Once a date has been selected, indicate the set-up time, event start and end time, end of take-down time.
  4. Fill out the rest of the form and click “Save & Continue” until you are on the final page of the form (Step 4 of 4). 
  5. Download and complete the Event Risk Assessment form. Attach it before you click the “Submit” button.
 
Clubs wishing to book an athletic space in the Toronto Pan Am Sports Centre:
 
Contact campusgroups.utsc@utoronto.ca to identify a potential date/time for your event. All athletic space requests must be submitted a minimum of 15 business days before the date of event.
 
Submit a completed “Event Risk Assessment” form (ERA)
 
Although the COVID-19 EAT form is no longer required, the Office of Student Experience and Well-being still requires a detailed plan of your event. A copy of the Event Risk Assessment form is available to download directly through Intranet, on the last step of the booking request form. 
Clubs can also contact campusgroups.utsc@utoronto.ca if they require a copy of the Event Risk Assessment form. 
 
Alongside the space booking request, a completed Event Risk Assessment form must be submitted a minimum of 10 business days (2 weeks) prior to the event. If this timeline is not met, the event will not be approved.
 
For Student Societies: 
 
Student societies will have to submit an Event Risk Assessment form as part of the request for booking space on campus. Club executives can make a booking request on Intranet. 
 
Off-Campus Events
 
For off-campus events, clubs can complete an Off-Campus Safety Planning Record (Risk Assessment) form and submit it to campusgroups.utsc@utoronto.ca
 
Important Notes
  • Clubs should also endeavor to not promote an event before it is approved. Meeting the deadlines for form submissions does not guarantee an event will be approved.
  • Club events that proceed without approval may result in a written warning or loss of club status.
  • The OSEW may request additional forms from your club, if you have plans to include food and non-UofT guests at your event. These forms will be sent to your club by email once your event is approved on Intranet.
  • The relevant documents must be submitted to campusgroups.utsc@utoronto.ca as far in advance of the tentative event date as possible.
  • Plans will be reviewed for completeness before being reviewed by OSEW to assess and provide safety recommendations. 
  • Additional information on COVID related protocols and can be found on the EHS website: https://ehs.utoronto.ca/covid-19-information/
 
Classroom and Common Space Guidelines
  • Clubs may not book space on behalf of non-university groups, club sponsors, or activities. Space requested is for the sole use of the recognized campus group and not for any other organization.
  • Booking one space does not mean that adjacent spaces are available for use as well. Booking MW-130 does not mean you also have the MW-Atrium.
  • Please do not visit Retail and Conference Services to book space. Out of respect to other campus stakeholders and their time, the online Intranet system was created to facilitate campus group requests.
  • Please note that during the first three weeks of every term (Fall, Winter & Spring) classroom bookings will be unavailable. 
  • Use the Room Availability website offered by the Registrar’s Office to find out when classes and tutorials are not scheduled.
  • In the event that a room is locked, please visit or call Campus Police Services in the Science Wing, SW 304 and request that the room be opened.
 
Rooms NOT Available for Booking
 
The following are rooms that cannot be booked by student groups: 
  • AA 160
  • Ralph Campbell Lounge
  • 5th Floor B-Wing Rooms
  • Doris McCarthy Gallery