{"id":3021,"date":"2016-08-09T17:31:32","date_gmt":"2016-08-09T21:31:32","guid":{"rendered":"http:\/\/carleton.ca\/ses\/?page_id=3021"},"modified":"2024-11-21T11:37:03","modified_gmt":"2024-11-21T16:37:03","slug":"room-bookings-faq","status":"publish","type":"page","link":"https:\/\/carleton.ca\/ses\/timetabling-and-space-management\/space-booking\/room-bookings-faq\/","title":{"rendered":"Room Bookings FAQ"},"content":{"rendered":"<h2>General Room Booking FAQ<\/h2>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-i-made-a-request-for-a-room-for-the-start-of-the-term-when-can-i-expect-to-hear-back\" aria-expanded=\"false\" aria-controls=\"slideme-i-made-a-request-for-a-room-for-the-start-of-the-term-when-can-i-expect-to-hear-back\" class=\"slideme__heading slideme__trigger\">I made a request for a room for the start of the term. When can I expect to hear back?<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-i-made-a-request-for-a-room-for-the-start-of-the-term-when-can-i-expect-to-hear-back\" aria-hidden=\"true\"><p>Confirmations for classroom booking requests will not be processed for the fall or winter terms until at least two weeks of classes have passed due to the volume of classroom changes submitted at this time. Once the academic timetable is stable, ad hoc requests for the term will be reviewed in date order.\u00a0 It may take up to two weeks to complete this process depending on the number of requests.\u00a0 After that, requests are reviewed as they come in and are usually approved in 1-2 business days.<\/p>\n<p>The time to confirm departmental room booking requests will depend on the department who administers the room you have requested.<\/p><\/dd><dl><\/div>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-my-room-is-locked-how-do-i-get-access-to-the-room\" aria-expanded=\"false\" aria-controls=\"slideme-my-room-is-locked-how-do-i-get-access-to-the-room\" class=\"slideme__heading slideme__trigger\">My room is locked. How do I get access to the room?<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-my-room-is-locked-how-do-i-get-access-to-the-room\" aria-hidden=\"true\"><p><\/p>\n<p>During regular business hours, please contact FMP at extension 3668.\u00a0 After regular business hours, please contact Safety at extension 3612.<br \/>\n<\/p><\/dd><dl><\/div>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-how-do-i-get-access-to-the-electronic-equipment-in-the-room\" aria-expanded=\"false\" aria-controls=\"slideme-how-do-i-get-access-to-the-electronic-equipment-in-the-room\" class=\"slideme__heading slideme__trigger\">How do I get access to the electronic equipment in the room?<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-how-do-i-get-access-to-the-electronic-equipment-in-the-room\" aria-hidden=\"true\"><p><\/p>\n<p>No codes are required in any of the pool classrooms. If you still require equipment loans, technology assistance or information, please visit <a href=\"https:\/\/carleton.ca\/tls\/learning-spaces\/getting-started-in-your-classroom\/\">https:\/\/carleton.ca\/tls\/learning-spaces\/getting-started-in-your-classroom\/<\/a><\/p>\n<p>If you require support for an event, please contact TLS event support at <a href=\"&#109;&#x61;&#x69;l&#116;&#x6f;:&#69;&#x56;&#x45;N&#84;&#x53;U&#80;&#x50;&#x4f;R&#84;&#x40;C&#65;&#x52;&#x4c;&#69;&#84;&#x4f;N&#46;&#x43;&#x41;\">&#x65;v&#x65;&#110;t&#x73;&#117;&#x70;&#x70;o&#x72;&#116;&#64;&#x63;&#97;&#x72;&#108;e&#x74;&#111;n&#x2e;&#99;&#x61;<\/a> or call <strong>613-520-2600 X 1850<\/strong>.<br \/>\n<\/p><\/dd><dl><\/div>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-how-do-i-change-the-date-time-of-my-booking\" aria-expanded=\"false\" aria-controls=\"slideme-how-do-i-change-the-date-time-of-my-booking\" class=\"slideme__heading slideme__trigger\">How do I change the date\/time of my booking?<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-how-do-i-change-the-date-time-of-my-booking\" aria-hidden=\"true\"><p><\/p>\n<p>You may cancel your request and submit a new one or contact the administrator of the room (eg. CUSA, Student Affairs, Conference Services) by email with your request.<\/p>\n<p>Conference Services requires advanced notice for cancellations; charges may apply.<\/p>\n<p>If you are unsure who to contact, email <a href=\"&#x6d;&#x61;&#x69;&#x6c;&#x74;&#x6f;&#x3a;&#x73;&#x63;&#x68;&#x65;&#x64;&#x75;&#x6c;&#x69;&#x6e;&#x67;&#x40;&#x63;&#x61;&#x72;&#x6c;&#101;&#116;&#111;&#110;&#46;&#99;&#97;\">&#115;&#x63;&#x68;e&#100;&#x75;l&#105;&#x6e;&#x67;&#64;&#x63;&#x61;r&#108;&#x65;t&#111;&#x6e;&#x2e;&#99;&#x61;<\/a> and we can direct your request accordingly.<\/p><\/dd><dl><\/div>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-i-am-a-student-and-cannot-view-reserve-library-space-through-enterprise-what-should-i-do\" aria-expanded=\"false\" aria-controls=\"slideme-i-am-a-student-and-cannot-view-reserve-library-space-through-enterprise-what-should-i-do\" class=\"slideme__heading slideme__trigger\">I am a student and cannot view\/reserve library space through Enterprise. What should I do?<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-i-am-a-student-and-cannot-view-reserve-library-space-through-enterprise-what-should-i-do\" aria-hidden=\"true\"><p><\/p>\n<p>Please note that the <a href=\"https:\/\/library.carleton.ca\/services\/study-rooms\">library space bookings<\/a> have been moved to a new system called <a href=\"https:\/\/carletonu.libcal.com\/spaces?lid=2986&amp;gid=0&amp;c=0\">LibCal<\/a>. If you have any questions about the new system or your submitted request, please email the <a href=\"&#x6d;a&#x69;&#108;&#x74;&#111;:&#x41;d&#x6d;&#105;&#x6e;&#83;e&#x72;&#118;&#x69;&#99;e&#x73;&#64;&#x6c;&#105;&#x62;&#114;a&#x72;y&#x2e;&#99;&#x61;&#x72;l&#x65;&#116;&#x6f;&#110;&#46;&#x63;a\">MacOdrum Library Admin Services<\/a>.<br \/>\n<\/p><\/dd><dl><\/div>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-i-have-a-question-about-room-bookings-who-can-i-contact\" aria-expanded=\"false\" aria-controls=\"slideme-i-have-a-question-about-room-bookings-who-can-i-contact\" class=\"slideme__heading slideme__trigger\">I have a question about room bookings. Who can I contact?<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-i-have-a-question-about-room-bookings-who-can-i-contact\" aria-hidden=\"true\"><p><\/p>\n<p>Please send us an email at <a href=\"&#x6d;&#97;i&#x6c;&#116;o&#x3a;&#115;c&#x68;&#x65;&#100;&#x75;&#x6c;&#105;n&#x67;&#64;c&#x61;&#114;l&#x65;&#x74;&#111;&#x6e;&#x2e;&#99;a\">&#115;&#x63;h&#101;&#x64;&#117;&#x6c;i&#110;&#x67;&#64;&#x63;&#x61;&#114;&#x6c;e&#116;&#x6f;n&#x2e;&#x63;&#97;<\/a> and one of our friendly staff members will assist you.<br \/>\n<\/p><\/dd><dl><\/div>\n<p><\/p>\n<h2>University Centre Galleria Booking<\/h2>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-booking-privileges\" aria-expanded=\"false\" aria-controls=\"slideme-booking-privileges\" class=\"slideme__heading slideme__trigger\">Booking Privileges <\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-booking-privileges\" aria-hidden=\"true\"><p>To book space in the Galleria, a group must meet one of the following criteria.<\/p>\n<ul>\n<li>Carleton academic or administrative department<\/li>\n<li>Recognized student group (by the\u00a0<a href=\"https:\/\/www.cusaonline.ca\/clubs\/\">CUSA\u00a0<\/a>(Undergraduate)<a href=\"https:\/\/www.cusaonline.ca\/clubs\/\">,<\/a>\u00a0the\u00a0<a href=\"https:\/\/gsacarleton.ca\/\">GSA<\/a>\u00a0(Graduate), or the\u00a0<a href=\"https:\/\/carleton.ca\/studentaffairs\/accreditation-policy\/\">Office of Student Affairs<\/a>)<\/li>\n<\/ul>\n<p>Third parties may be approved to book space at the authority of the Assistant Vice-President (University Services).<\/p>\n<p>It is possible for a group to lose booking privileges if they do not adhere to the rules outlined in the\u00a0<a href=\"https:\/\/carleton.ca\/secretariat\/wp-content\/uploads\/Galleria-Space-Booking-Policy.pdf\">policy<\/a>. Notice of any suspension is provided by email to the individuals who have made booking requests for that group in the same academic year.<\/p>\n<p><\/p><\/dd><dl><\/div>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-risk-management-requirements\" aria-expanded=\"false\" aria-controls=\"slideme-risk-management-requirements\" class=\"slideme__heading slideme__trigger\">Risk Management Requirements<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-risk-management-requirements\" aria-hidden=\"true\"><p><a href=\"https:\/\/carleton.ca\/financialservices\/risk-management\/student-events\/\">Events need Risk Management approval<\/a>\u00a0<strong>in addition<\/strong>\u00a0to space booking approval if the event meets any of the below criteria.<\/p>\n<p><strong>The Risk Management process is not managed by the Campus Card Office.\u00a0<\/strong>We advise that groups start their booking\u00a0at least\u00a0<strong>one month in advance<\/strong>\u00a0if Risk Management is required. It is the group\u2019s responsibility to comply with the Risk Management process, and an event may not proceed without successful approval being provided\u00a0<strong>in writing<\/strong>\u00a0to the Campus Card Office.<\/p>\n<ul>\n<li>\n<ul>\n<li>More than 50 people attending<\/li>\n<li>Features a speaker from an external organization<\/li>\n<li>Serving alcohol<\/li>\n<li>Includes any activity that holds potential risk to persons or property (throwing objects, sports or physical games, etc.)<\/li>\n<li>Held outside normal business hours (8:30 am \u2013 4:30 pm, Monday \u2013 Friday)<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><strong>To complete a Risk Management request<\/strong>, log in to the\u00a0<a href=\"https:\/\/carleton.parkadmin.com\/login\">Park Admin<\/a>\u00a0site and select \u201cForms\u201d.<\/p>\n<ul>\n<li>You must create a user profile to access\u00a0<em>ParkAdmin<\/em>.<\/li>\n<li>Your\u00a0<em>ParkAdmin<\/em> password is independent of any other password with Carleton University. It does not link to your MyCarletonOne, for example.<\/li>\n<\/ul>\n<p><\/p><\/dd><dl><\/div>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-deadline-to-submit-a-request\" aria-expanded=\"false\" aria-controls=\"slideme-deadline-to-submit-a-request\" class=\"slideme__heading slideme__trigger\">Deadline to Submit a Request<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-deadline-to-submit-a-request\" aria-hidden=\"true\"><p>Submit bookings at least\u00a0<strong>10 business days<\/strong>\u00a0in advance to guarantee consideration. Where further correspondence is necessary for clarification or request adjustments, this process will be delayed.<\/p>\n<p>Where\u00a0<a href=\"https:\/\/carleton.ca\/campuscard\/cu-faq\/galleria-risk-management\/\">Risk Management<\/a>\u00a0approval is required, we advise groups to begin the process at least one month in advance to avoid disappointment.<\/p>\n<p>We will accept day-of booking requests in person only when space has become available due to a cancellation or no-show. Please note that a full time staff member must process this request at their full discretion.<\/p>\n<p><\/p><\/dd><dl><\/div>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-approval-for-requests\" aria-expanded=\"false\" aria-controls=\"slideme-approval-for-requests\" class=\"slideme__heading slideme__trigger\">Approval for Requests<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-approval-for-requests\" aria-hidden=\"true\"><p>All booking requests will receive\u00a0<strong>email<\/strong>\u00a0confirmation \u2013 your booking is not complete without this.<\/p>\n<p>We will also email you if more information is needed, so make sure you\u2019re checking!<br \/>\n<\/p><\/dd><dl><\/div>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-cancellations-and-no-shows\" aria-expanded=\"false\" aria-controls=\"slideme-cancellations-and-no-shows\" class=\"slideme__heading slideme__trigger\">Cancellations and No-Shows<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-cancellations-and-no-shows\" aria-hidden=\"true\"><p>Groups may NOT trade bookings.<\/p>\n<p>If your plans change, please reply to your approval email no later than 8:30 AM:<\/p>\n<ul>\n<li>the business day before a\u00a0<strong>table<\/strong>\u00a0booking, or<\/li>\n<li>five business days before a\u00a0<strong>section<\/strong>\u00a0booking.<\/li>\n<\/ul>\n<p>Not cancelling a booking in advance of these deadlines or not arriving for your booking without notice (no-shows) can result in suspension of booking privileges and, in some cases, a fine. See the\u00a0<a href=\"https:\/\/carleton.ca\/secretariat\/wp-content\/uploads\/Galleria-Space-Booking-Policy.pdf\">policy<\/a>\u00a0for more details.<\/p><\/dd><dl><\/div>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-arriving-for-bookings\" aria-expanded=\"false\" aria-controls=\"slideme-arriving-for-bookings\" class=\"slideme__heading slideme__trigger\">Arriving for Bookings<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-arriving-for-bookings\" aria-hidden=\"true\"><p>Check in at the Campus Card Office within\u00a0<strong>30 minutes<\/strong>\u00a0of the start time of your booking \u2013\u00a0<a href=\"https:\/\/carleton.ca\/secretariat\/wp-content\/uploads\/Galleria-Space-Booking-Policy.pdf\">sanctions apply<\/a>\u00a0to groups who do not arrive on time or exceed cancellation limits.<\/p>\n<p><\/p><\/dd><dl><\/div>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-food-and-beverages\" aria-expanded=\"false\" aria-controls=\"slideme-food-and-beverages\" class=\"slideme__heading slideme__trigger\">Food and Beverages<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-food-and-beverages\" aria-hidden=\"true\"><p>Please note any food or beverage you would like to have at your event in the booking form to avoid disappointment.<\/p>\n<p>Any food or beverage that requires temperature control (hot or cold) and\/or contravenes the\u00a0<a href=\"https:\/\/carleton.ca\/secretariat\/wp-content\/uploads\/Commercial-Activities.pdf\">Commercial Activities policy<\/a>\u00a0is not permitted. If you would like to have temperature controlled food, it may be ordered through\u00a0<a title=\"Aramark Catering\" href=\"https:\/\/carleton.catertrax.com\/\" target=\"_blank\" rel=\"noopener noreferrer\">Dining Services<\/a>.<br \/>\n<\/p><\/dd><dl><\/div>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-fundraising\" aria-expanded=\"false\" aria-controls=\"slideme-fundraising\" class=\"slideme__heading slideme__trigger\">Fundraising<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-fundraising\" aria-hidden=\"true\"><p>Groups may only fundraise in the Galleria if they have an approved booking at that time, and subject to approval by the Campus Card Office.<\/p>\n<p>Fundraising activities should not include sale of any commercially produced goods (i.e. t-shirts). Bake sales, event ticket sales, and silent auctions are examples of approved activities, provided they do not contravene any other\u00a0<a href=\"https:\/\/carleton.ca\/secretariat\/policies\/\">university policies<\/a>.<br \/>\n<\/p><\/dd><dl><\/div>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-furniture-and-audio-visual-equipment\" aria-expanded=\"false\" aria-controls=\"slideme-furniture-and-audio-visual-equipment\" class=\"slideme__heading slideme__trigger\">Furniture and Audio Visual Equipment<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-furniture-and-audio-visual-equipment\" aria-hidden=\"true\"><p>If you booked (a) <strong>table<\/strong>(s), they are included in your booking during our\u00a0<a href=\"https:\/\/carleton.ca\/campuscard\/hours\/\">hours of operation<\/a>.<\/p>\n<ul>\n<li>If you booked the\u00a0<strong>full space,<\/strong>\u00a0you have access to six tables during our\u00a0<a href=\"https:\/\/carleton.ca\/campuscard\/hours\/\">hours of operation<\/a>.<\/li>\n<\/ul>\n<p>Tables are six feet long. We do not provide chairs.<\/p>\n<p>All additional furniture or setup needs are the responsibility of the group. CUSA offers\u00a0<a href=\"http:\/\/www.cusaonline.ca\/services\/bookings\/\">equipment booking<\/a>\u00a0(including stage setup) to their accredited clubs and societies.<\/p>\n<p>When additional setup is required, it is the group\u2019s responsibility to request enough time for set up and tear down.<br \/>\n<\/p><\/dd><dl><\/div>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-use-of-mirrors-dance-and-performance-practices\" aria-expanded=\"false\" aria-controls=\"slideme-use-of-mirrors-dance-and-performance-practices\" class=\"slideme__heading slideme__trigger\">Use of Mirrors (Dance and Performance Practices)<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-use-of-mirrors-dance-and-performance-practices\" aria-hidden=\"true\"><p>We do not book space for dance (using the mirrors). Space use for this purpose is allowed provided it is not being used by a booking and all\u00a0<a href=\"https:\/\/carleton.ca\/secretariat\/wp-content\/uploads\/Galleria-Space-Booking-Policy.pdf\">galleria rules<\/a>\u00a0are adhered to.<\/p><\/dd><dl><\/div>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-music-and-noise-limit\" aria-expanded=\"false\" aria-controls=\"slideme-music-and-noise-limit\" class=\"slideme__heading slideme__trigger\">Music and Noise Limit<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-music-and-noise-limit\" aria-hidden=\"true\"><p>Groups are allowed to play music during their booking, but be aware that there is a noise limit in effect at all hours.<\/p>\n<p><strong>There is a decibel reader<\/strong>\u00a0posted next to the Campus Card Office, which will light up red if the noise limit is exceeded. Not adhering to the noise limits can result in cancellation of current and \/ or future bookings, as well as a fine. Please see the\u00a0<a href=\"https:\/\/carleton.ca\/secretariat\/wp-content\/uploads\/Galleria-Space-Booking-Policy.pdf\">policy<\/a>\u00a0for full details.<br \/>\n<\/p><\/dd><dl><\/div>\n","protected":false},"excerpt":{"rendered":"<p>General Room Booking FAQ University Centre Galleria Booking<\/p>\n","protected":false},"author":34,"featured_media":0,"parent":4232,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_relevanssi_hide_post":"on","_relevanssi_hide_content":"","_relevanssi_pin_for_all":"","_relevanssi_pin_keywords":"","_relevanssi_unpin_keywords":"","_relevanssi_related_keywords":"","_relevanssi_related_include_ids":"","_relevanssi_related_exclude_ids":"","_relevanssi_related_no_append":"","_relevanssi_related_not_related":"","_relevanssi_related_posts":"","_relevanssi_noindex_reason":"Relevanssi image attachment filter Relevanssi index exclude","_mi_skip_tracking":false,"_exactmetrics_sitenote_active":false,"_exactmetrics_sitenote_note":"","_exactmetrics_sitenote_category":0,"footnotes":"","_links_to":"","_links_to_target":""},"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v21.2 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Room Bookings FAQ - Scheduling and Examination Services<\/title>\n<meta name=\"description\" content=\"General Room Booking FAQ             &nbsp; 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