1. Procedures
  2. Space Set-Up
  3. Food and Beverage Services
  4. Audio-Visual Equipment Services
  5. Procedure Violations

COVID-19 Service Update – May 2022 Update

In adherence to the advice of public health organizations, the Student Experience Office has facilitated a safe return to in-person student activities. If you have any questions or concerns regarding on-campus student activities, please connect the Student Experience Office by email.

All approved events are subject to change in correspondence with the COVID-19 guidelines. In the case that there is an official revision to the COVID-19 regulations under the Government of Ontario and it is no longer possible to host your event while abiding by the most recent standards, the event will be cancelled until further notice. Events will not be rescheduled automatically but you will instead be required to submit a new application when it is deemed safe and appropriate to do so.

For the most up to date campus information, please visit Carleton’s COVID-19 information website.

Procedures

The Student Experience Office manages the allocation of classroom space through the EnCampus Enterprise Portal for Carleton University accredited campus groups, academic societies, and CUSA clubs. The following procedures establish the parameters of booking space on campus. Please review these carefully prior to making a space booking request as all students will be expected to comply with these procedures when utilizing university property. Non-compliance may result in the loss of space booking privileges.

Space Set-Up

The Student Experience Office is not responsible for any room set-up needed for space bookings – individuals and/or groups must independently make set-up arrangements (i.e. with TLS for audiovisual services, Aramark for catering) and return the room to its original condition once their booking has concluded.

Food and Beverage Services

Groups of students are not permitted to bring food onto campus for the purpose of group activities, sales or any other purpose. If you are planning to have food at your activity please contact Aramark Catering. Exemptions to this policy can be obtained by following the process outlined in the university’s Food Services Policy.

Audio-Visual Equipment Services

Classroom audio-visual equipment can be booked through Teaching and Learning Services (TLS). Students receive a discounted rate from TLS. The misuse or unauthorized use of TLS equipment can result in the suspension of space booking privileges and can result in charges on the account of the student who booked the room.

Procedure Violations

Violation of the Space Booking Contract by an individual or group may result in the forfeiture of space booking privileges and could result in charges to the account of the student who signed the contract. Room bookings will be randomly audited to ensure that the use of space is in accordance with the Space Booking Contract.

Risk Management Forms

University accredited Campus Groups, Academic Societies, or CUSA clubs must abide by all university policies at all times. Risk Management forms must be completed and submitted 10 days in advance of an on or off campus event if it has one or more of the following elements:

  • More than fifty (50) people in attendance;
  • Features a speaker from an external organization;
  • Alcohol is being served;
  • A sports-like physical activity is planned; and/or
  • Any activity that has the potential to result in damage to individual persons, or physical property.

To complete a Risk Management Form:

  1. Access the Risk Management form at the following link – CU Risk Management
  2. Select the type of event you are hosting
  3. Provide the required details regarding your event

Failure to submit a Risk Management Form may result in any space booking requests being delayed or cancelled and may impact an accredited or certified student organization’s future space booking privileges.

Where Campus Safety or the University’s Risk Management Committee mandates the presence of security for an event, such additional services (provided by Campus Safety or otherwise) will be at the full expense of the organization sponsoring the event.

If you have questions concerning the Student Events Risk Management form, please email risk@carleton.ca

Book Space Now!

If you are ready to book a space, click on the button below to be directed to the Enterprise Portal.
Please note that space booking requests must be submitted at least 5 business days prior to the date of the event.

Other Space Booking Options

Library Space

CUSA Clubs and Societies

  • CUSA provides booking services for several spaces both on and off campus. Additionally, CUSA offers tables, chairs, and access to equipment such as projectors and speakers. Bookings are free for all registered CUSA Clubs & Societies with a refundable deposit for some items and are available to other organizations for a small fee.

University Centre Galleria

  • Students can book space in the Galleria through the Campus Card Office.

Conference Services