Toll Free in Canada: 1.866.592.8882 Phone: 416.979.5296 
Booking Procedures and Policies
Please click the links below to access all of Ryerson Conference Services & Lodging’s 2012 policies, procedures and additional information.
Meeting Rooms
1. Meeting Room Booking
- All meeting space requests are required in writing to the Conference Services and Lodging office through either
- Fax at 416-979-5241 or
- Email at meeting@ryerson.ca
- Please note Ryerson University’s policy requires that all classrooms must be vacated by 5 p.m. to accommodate Ryerson’s Continuing Education courses.
2. Changes and Cancellations
- Ryerson University Conference Services and Lodging reserves the right to re-assign function rooms based on final number of attendees and as business dictates.
- Changes or cancellations of meeting rooms are permitted up to 30 days before the arrival date. If the meeting room reservation is cancelled with less than 30 days until the arrival date, a cancellation fee will be incurred. The cancellation fee is equal to the meeting room rental rate.
- The Conference Services and Lodging office will make all reasonable efforts to resell any unused or cancelled rooms and will credit those revenues against the cancellation fee owed by your group.
3. Additional Charges
- Certain meeting rooms and facilities on campus may require additional caretaking services, such as cleaning and air-conditioning services on weekends and designated statutory holidays. Any resulting charges will be passed on to our customers.
Presentation Technology
1. Presentation Technology Booking
- All presentation technology booking requests are required in writing to the Conference Services and Lodging office through either
- Fax at 416-979-5241 or
- Email at meeting@ryerson.ca
2. Available Equipment
- A full range of presentation technology equipment is available for rent on campus.
- Technicians to operate the equipment are also available upon request.
- Equipment not available through our University Computer and Communication Services Department can be arranged through off campus rental firms.
- Conferences Services and Lodging will be pleased to estimate the costs of equipment for each event based on your requirements, or you may contract with an outside company.
3. Terms & Conditions
- Conference Services and Lodging will be pleased to confirm your request for presentation technology requirements provided by Ryerson Media Services or the Business Building IT department as outlined in your booking agreement subject to the following terms and conditions:
- List of equipment ordered
- Date, room location and time of equipments required
- Total cost of your equipment rental including set up and take down cost
- Minimum labour hour charges for technician if required
4. Changes and Cancellations
- Changes or cancellations of performance technology equipment are permitted up to 30 days before the arrival date. If the performance technology reservation is cancelled with less than 30 days until the arrival date, a cancellation fee will be incurred. The cancellation fee is equal to the performance technology rental rate.
- The Conference Services and Lodging office will make all reasonable efforts to resell any unused or cancelled performance technology equipment and will credit those revenues against the cancellation fee owed by your group.
- The conference convener is responsible for all presentation technology equipment and will be held accountable for any loss or damages to the equipments.
For more about the available technology, see our Technology page.
Food Services
1. Food Services Booking
- All food service bookings are required in writing to the Conference Services and Lodging office through either
- Fax at 416-979-5241 or
- Email at meeting@ryerson.ca
- Menu selection is required within 30 days prior to your function date and an update as to the number of guests attending the function 14 days in advance.
- Final guaranteed numbers of guests is required 72 business hours prior to the function.
- Ryerson and ILLC food services cannot guarantee menu orders received later than 14 days prior to your function.
- The convenor undertakes to pay the quoted rates for the number guaranteed or in attendance, whichever is greater.
- Food Services are prepared to serve 5% above the guaranteed number of guests attending meal function.
2. Additional Fees
- All meal functions must meet the minimum guarantee number of guests to suit the selected banquet or meeting room; otherwise an additional fee will apply.
- Certain meeting rooms and facilities on campus may require additional caretaking services, such as cleaning and air-conditioning services on weekends and designated statutory holidays. Any resulting charges will be passed on to our customers.
3. Menu Selections
- For menu selections, please visit www.ryerson.ca/conference/catering.
- Our chefs will be more than happy to assist you in composing your own menu and custom design to meet your individual tastes and budget.
4. Food Allergy Policy
- We are committed to assist our customers with food allergies and to make informed food choices by providing accurate and timely ingredient information to the best of our ability.
- However, it is the responsibility of the client and their guests to inform the food services department of any known allergies and special dietary needs.
- We will gladly work with the client to the best of our ability to satisfy their dietary needs. However, we cannot guarantee that products are completely free of ingredients that may cause an allergic reaction.
- Please note that in some cases the food services department may not be able to accommodate specific dietary requests.
Accommodation Booking Policy
1. Individual Reservations
- Guests can make their reservations and payments directly with us.
- Online reservation can be completed online at www.ryerson.ca/conference or
- By calling 416-979-5296 or toll-free 1-866-592-8882 (Canada only)
- In addition, reservation inquiries can be emailed to us at meeting@ryerson.ca
- Reservation Cancellations:
- Guaranteed individual cancellations can be made prior to 6:00 pm on date of arrival, otherwise a one night’s charge for room and tax will be applicable
- Non-guaranteed rooms will immediately be cancelled at 6:00 pm on the date of arrival.
2. Contracted Non-Guaranteed Group Reservations
- Your attendees can make their reservations and payments directly with us.
- Online reservation can be completed online at www.ryerson.ca/conference or
- By calling 416-979-5296 or toll-free 1-866-592-8882 (Canada only)
- In addition, reservation inquiries can be emailed to us at meeting@ryerson.ca
- Non-guaranteed group blocks are subject to final release dates.
- All reservations made after the final release dates are subject to room availability at regular guestroom rates. Rooms that are not reserved by the release date will be released back to the Residence’s general room inventory for re-sale
- Reservation Cancellations:
- Cancellations can be made prior to 6:00 pm on date of arrival, otherwise a one night’s charge for room and tax will be applicable
- Non-guaranteed rooms will immediately be cancelled at 6:00 pm on the date of arrival.
3. Contracted Guaranteed Group Reservations
- We require a rooming list of attendees no later than 3 weeks prior to your arrival date:
- Rooming lists can either be faxed to 416-979-5241 or emailed to meeting@ryerson.ca
- Cancellation of rooms is not permitted after the final attrition date and all guestroom charges will be billed to the master account.
- All reservations made after the final release dates are subject to room availability at regular guestroom rates. Rooms that are not reserved by the release date will be released back to the Residence’s general room inventory for re-sale
- Room Blocks Attrition Policy:
- The following dates indicate the reduction of room nights allowed without incurring attrition charges.
- 12 to six (6) months prior to arrival: 15% of total room block (maximum allowed) may be reduced. If the maximum reduction is taken, the revised total room block will be the number of rooms first reserved, minus the number of rooms reduced.
- Six (6) to three (3) months prior to arrival: 5% of total room block (maximum allowed) may be reduced. If the maximum reduction is taken, the revised total room block will be the number of rooms first reserved, minus the number of rooms reduced.
- Three (3) months to 30 days prior to arrival: 5% of total room block (maximum allowed) may be reduced. If the maximum reduction is taken, the revised total room block will be the number of rooms first reserved, minus the number of rooms reduced.
- Within 30 days of date of arrival: no unsold rooms may be released without incurring attrition charges.
- Should the consumed room nights fall below the allowable attrition, the group must pay liquidated damages and not as a penalty the difference between the revised total room block (dependent upon the maximum reduction taken) and the actual consumed rooms multiplied by the room rate of one (1) night’s stay.
- Ryerson University Conference Services and Lodging will make all reasonable efforts to re-sell any unused or cancelled rooms and will credit those revenues against the liquidated damages owed by the group.
Conference and Event Contract and Booking Policy
- Your contract must be signed and returned to us by the date specified in the cover letter from Conference Services and Lodging.
- A non-refundable deposit will be due at the time of signing the contract.
- The contract is a legally binding agreement between Ryerson University and your group – we encourage you to contact us with any questions or concerns prior to signing the contract.
Conference and Event Cancellation Policy
- If your definite booking is cancelled with less than ten (10) business days to the Conference Services and Lodging office, a cancellation fee will be charged.
- This fee will be based on the contract and the estimated total charges for food & beverage and meeting space revenue.
- Room rental will be charged in full unless cancellation is received in writing at least ten (10) business days in advance.
- Conference Services and Lodging will make every reasonable effort the resell cancelled space. Should we be successful at reselling cancelled space, a sum equal to the value of the rooms resold will be credited to your booking.
Liability Insurance
- Ryerson University property cannot be rented or used without evidence of liability insurance.
- The organization will carry liability insurance, minimum five (5) million dollars, sufficient to hold the organization or its participants.
- Ryerson University Conference Services and Lodging must be included as named insurer for the period of the contract.
- A copy must be attached to the signed contract.
- The address and name on the certificate would be:
Ryerson University
350 Victoria Street
Toronto, ON
M5B 2K3
- Location: Section for usage of space area on certificate
Ryerson Conference Services and Lodging
International Living Learning Centre
240 Jarvis Street
Toronto, ON
M5B 2L1
- The organization shall be responsible for all damage or loss to the buildings, equipment, contents and property from the rental of the premises, by or resulting from a willful or negligent act, omission or delay on the part of the organization, and will agree to reimburse for such damages, direct and or indirect.
- The organization shall indemnify and hold harmless Ryerson University, its officers and employees from any claim by the organization, however the organization will not indemnify Ryerson University if the claim is attributable to an injury to or death of a person or damage to or loss of property arising from a willful or negligent act, omission or delay on the part of the University.
Payment and Billing Policy
- All applicable charges incurred by your conference including accommodations, meeting spaces, food services, presentation technology and miscellaneous charges will be applied to your group’s master bill account, unless another payment arrangement has been made and approved by Ryerson’s Finance Department.
- All confirmed charges and estimated charges are listed in your deposit schedule.
- Final charges will be billed based on consumption and guaranteed number of attendees following the completion of your event with payment due upon receipt of statement.
- Actual total amount will be charged based on actual number of rooming nights, meeting room facilities used, equipment rentals, food and beverage services and miscellaneous charges. Please note that, subject to Ryerson University finance policy, all past due accounts are subject to 1.5% interest charge per month (18% per annum).
- Any credit balance will be refunded by cheque within 30 days of your event completion.
Deposit Schedule
- All group bookings are responsible for the following deposit schedules unless other payment arrangements have been made and approved by the Ryerson Finance Department:
- 1st Deposit – 25% of the estimated cost, non-refundable deposit is required upon contract signing.
- 2nd Deposit – 25% of the estimated cost is due 90 days prior to the arrival of your group.
- 3rd Deposit – 25% of the estimated cost is due 60 days prior to the arrival of your group.
- 4th Deposit – 25% of the estimated cost is due 30 days prior to the arrival of your group.
Smoke-Free Policy
- Conference Services and Lodging, in accordance with the Smoke-Free Ontario Act, prohibits smoking in any Ryerson rooms, including but not limited to residence rooms, banquet facilities and meeting rooms.
- Signs have been posted across campus to advise community members and visitors that smoking is prohibited with-in 9 meters at all building entrances.
- Under the City of Toronto no smoking by-law, individuals found to be in violation are subject to fines up to $5,000 for each offence.
- In addition to City of Toronto fines, smoking anywhere within Ryerson buildings may result in a demand for financial restitution, suspension of privileges or termination of your contract and removal from Ryerson property.
- Smoking within Conference Services and Lodging Residence will result in a $250.00 charge for room-cleaning services.
Miscellaneous Charges
- Changes or cancellation of miscellaneous charges are permitted up to one month of the arrival date.
- No miscellaneous charges may be cancelled without incurring a cancellation fee within one month of the arrival date.
- The miscellaneous charges rate equals the cancellation rate.
- All miscellaneous requirements are required in writing to the Conference Service office to the fax number of (416) 979-5241 or to the business email of meeting@ryerson.ca .
- Conference Services and Lodging will acknowledge and confirm availability and rate.
- Orders received later than 14 days of your conference can not be guaranteed.
Internal Payment
- Your Ryerson University internal account number will be responsible for full payment of all charges incurred which will be invoiced following the completion of your event.
- A full reconciliation of coordinated services provided to your conference and applicable charges will be submitted at the end of the conference for your files.
- Actual final total amount will be charged based on consumption.
Force Majeure
The execution of this agreement by either party is subject to any circumstances making it illegal or impossible to provide or use Ryerson University facilities or to hold the event, including but not limited to the following circumstances:
- Acts of God,
- War
- government restrictions,
- judicial orders,
- construction activities,
- labour disputes, including boycotts, acts of terrorism, disaster, strikes, fire or other casualty, loss of utility, civil disorders,
- curtailment of transportation facilities or emergencies or;
- Causes beyond its reasonable control which would make it illegal or impossible to provide the proper services to hold the event.
The non-performing party shall be excused from any further performance of its obligations for the duration of such event provided that the reason for said termination is in effect in or around the immediate surrounding area.
Notwithstanding the foregoing, in the event that the agreed upon accommodation cannot be provided for any reason including force majeure as described above, any and all monies paid under this agreement by shall be returned forthwith.
Changes, Additions or Modifications
All changes, additions, deletions or stipulations lined out by either Ryerson University, Conference Services and Lodging or by the Convener will not be considered agreed to or binding to the other, unless such modifications have been initialed or otherwise approved in writing by the other.
Taxes
The contract is subject to all applicable taxes as outlined by Ryerson Financial Services.
- HST - the Harmonized Goods and Services Tax of 13%. This is a value-added tax that applies to goods, purchased gifts, food/beverages, and services, including hotel and motel accommodation.
Privacy Statement
The University has a policy on protection of personal information and an access procedure. The policy is available from the University's Board Secretariat, which has been appointed by the University as its administrator responsible for such issues. For more information, please visit Privacy at Ryerson.
Acceptance
In signing a contract, the convener understands and accepts all Ryerson University procedures and policies as outlined.
Accommodation Terms and Conditions
Important: The following acts are prohibited and may result in a demand for financial restitution, suspension of privileges or termination of the Summer Accommodation Agreement and removal from the building:
- The violation of any of the Federal, Provincial or Municipal law, rule, order or regulation.
- Tampering with fire safety equipment.
- Violation of overnight privileges or damage to the building, property, or property of another resident.
- Profanity, abusive language or violence whether physical or otherwise objectionable to a resident, guest or Ryerson Staff.
- Possession of weapon(s) or firearm(s) of any class or kind in the Residence or on the property.
- Smoking anywhere in the building.
Alcohol and Other Drugs
- It is illegal and against Ryerson policy for minors (under the age of 19 in Ontario) to possess, sell, procure, or consume alcohol. It is illegal and against Ryerson policy for any person to consume alcoholic beverages in a common area that is not licensed. It is illegal and against Ryerson policy to have open alcohol in hallways, common lounges, or stairwells.
- The possession of drug paraphernalia i.e. bongs, pipes and any other material that may be used to smoke drugs are banned from being in a guest’s room or possession. The use, trafficking or possession of illegal drugs is a criminal offence and is prohibited in the residence.
Damages: Residents are expected to have individual and collective concern for the protection and preservation of the residence and its grounds.
- Each resident expressly agrees that he/she is responsible for any damage caused to his/her room or common living area.
- Each resident assumes an equal collective financial responsibility for any damage caused to common areas, provided that such damage cannot be traced to those directly responsible.
- Each resident expressly agrees that he/she will not directly or indirectly cause, or fail to take reasonable steps that may prevent damage, vandalism, or willful destruction to any room in residence.
- Window screens must not be removed.
- The occupant will be held responsible for any shortage or damage to the room and furnishings. If the furniture is rearranged, it must be replaced to its original location before checking out. Total repair cost for damages will be billed to individual occupant responsible.
Firearms and Weapons: For the protection of residents, firecrackers, knives, firearms, lethal weapons or any object considered dangerous or perceived as dangerous to the well-being of fellow residents are not allowed in the residence.
Telephones: All individual resident bedrooms are provided with a phone for security reasons. Local calls are free. Long distance calls require purchase of a long distance phone card.
Insurance and Personal Property Liability: Ryerson assumes no liability for any resident’s personal articles in the event of loss, damage, theft, fire, flood or other catastrophe whether from individual’s rooms, baggage/storage rooms, or elsewhere on campus. Guests are advised to obtain their own insurance coverage while in residence.
Quiet and Consideration: Excessive noise levels (disturbances, talking, music and TV) will not be tolerated. Security and Conference Services Staff will make patrols enforcing quiet hours after: 11pm (Sunday to Thursday) and 12am (Friday & Saturday).
Right of Entry: Ryerson reserves the right to enter each Summer Resident’s room for the purpose of maintenance works, fire alarms or inspection of cleanliness. In normal circumstances 24 hours notice is given (except in case of emergencies).
Smoke Detectors: Our smoke detectors are sensitive pieces of equipment. They pick up aerosol sprays, candle wax, and even fine talcum powder. Burnt food and excess steam or water vapors also triggers alarms. Please take the necessary precaution to prevent accidental alarms.
Open Flames: Open flames are not permitted In the residence, this includes, but is not limited to, lit candles, incense, lamps requiring combustible fuel, etc.
Visitors: For security purposes, all visitors must be signed in at the Residence Front Desk each and every time they enter the building, Photo ID must be shown by the visitor to gain entry to the residences. Ryerson Conference Services reserves the right to restrict or change the visitor’s policies at their discretion. Guests will be given advance notice.
In the event that a guest shall be found in breach of any terms and conditions, Ryerson Conference Services may, in its discretion, by written notice to the guest, terminate this contract and expel the guest from the residence, whereupon the guest shall vacate the occupied room within the period specified in the notice.
Privacy Statement: The University has a policy on protection of personal information and an access procedure. The policy is available from the University's Board Secretariat, which has been appointed by the University as its administrator responsible for such issues.
Further Information and Resources
For further information please visit the following websites:
Policy/Procedure Manual – VP Administration and Finance
Discrimination & Harassment Prevention Policy – Discrimination & Harassment Prevention Services
University Environmental Health & Safety Policies – Centre for Environmental Health and Safety Management
Advertising and Marketing
- http://www.ryerson.ca/ua/branding
- All advertising and marketing efforts placed in which the name Ryerson is contained shall clearly state that the program is not operated by Ryerson University.
Accessibility
- http://www.ryerson.ca/accessibility/policies
- Ryerson is committed to promoting the independence, dignity, integration, and equality of opportunity of persons with disabilities by ensuring the accessibility of our facilities and services.
