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  • Related Documents:  Temporary Use of Space Policy
  • Approval Dates:  August 2014
  • Approved by:  Vice President, Administration and Finance
  • Jurisdiction:  Vice President, Administration and Finance; Director, University Business Services
  • Next Review:  August 2017  

Ryerson University ("Ryerson") space is managed and booked through University Business Services and the booking contacts for the relevant spaces.

I.    Use of Facilities

1.    Members of the Ryerson Community and others may use Ryerson space provided that it is reserved in advance in accordance with the principles presented in the Policy and that it is used in compliance with all other University policies and regulations, and all applicable laws. If the policies and procedures for the temporary use of Ryerson space are not followed by any individual or group, Ryerson reserves the right to withdraw or deny access to the use of its facilities and space, and to take action for payment of any outstanding fees or damages, and to pursue such other actions or remedies as may be available under University policy or at law.

2.    External requests for the temporary use of Ryerson space are considered largely on the basis of information provided by the Event Organizer through the Inquiry Form (insert link). Misrepresentation or omission of relevant information may result in the cancellation of the reservation without notice to or recourse by the requestor.

3.    The Event Organizer shall vacate the premises at the time indicated on the application/permit or at the instruction of emergency personnel and/or Ryerson Security and Emergency Services personnel.

II.    Booking Process

1.    Requests for booking space from Ryerson faculty and staff are made directly to the associated booking contact at least 15 working days in advance of the event.

2.    Requests from Ryerson students are made through the Student Event Management website (http://www.ryerson.ca/stuprog/event/eventmanagement/index.html)

3.    External users requesting temporary use of space should fill out the Inquiry Form and submit to the associated booking officer at least 15 working days in advance.

4.    Priority ranking for the use of University space that is generally available for booking will be:

a.    Ryerson Community Members;

b.    Academic Invitees;

c.    Recognized Student Groups; and

d.    External Bookers.

III.    Rental Rates

1.    Rental rates are determined at the discretion of Ryerson (Insert url here to link to rates and maps)

 2.    Rates are discounted for internal users.

IV.    Other Charges

1.    The Event Organizer will be required to carry liability insurance for the event, the provisions and amount of which will be subject to the approval of the University. Proof of this insurance must be on file in advance of the event with the booking contact.

2.    Over and above the rental charge and the insurance cost, all users will be required to pay any relevant additional costs which the Event Organizer is responsible for arranging directly with the services. Examples of additional costs may include the following:

a.    Use of public address, audio-visual or other presentation equipment or operators from Ryerson’s Media Services http://www.ryerson.ca/ccs/resources/mediaservices/;

b.    Catering services from Ryerson’s Food Services : http://www.dineoncampus.ca/ryerson/catering;

c.    Additional caretaking costs and/or extraordinary cleaning arrangements with Campus Facilities and Sustainability: http://www.ryerson.ca/campusfacilities/;

d.    Ryerson may, as a condition of booking, require that authorized security be made available during the use of the space at the expense of the user through Ryerson’s Security and Emergency Services : http://www.ryerson.ca/irm/index.html;

e.    Special setups where applicable; and/or

f.     Damage or undue wear and tear.

3.    Charges for such costs will be reported to the booking contact who will provide them to the Event Organizer for payment.

4.    Events cancelled before ten working days will incur no charges.. The user will be required to provide the notice of cancellation in writing in all circumstances. Groups that have booked space and fail to cancel at least ten working days in advance may be charged the relevant booking rates and any additional costs that have been incurred, whether or not they actually use the space.

V. Refusal/Cancellation of Bookings

1.    Ryerson may refuse any booking request in accordance with its Temporary Use of Space Policy. In particular, the following are examples where Ryerson may refuse a request to book the use of its space:

a.    Where there are health and safety concerns related to the use of space requested;

b.    Where there has been misrepresentation, unusual wear and tear, or breaches of Ryerson policy or any applicable laws regarding previous events involving the requesting organization, whether or not they are Ryerson Community or External users;

c.    When insufficient notice is given;

d.    When there has been a failure to pay outstanding invoices or a breach of the Policy or Procedures.

2.    Ryerson reserves the right to cancel space booking should the space be required for academic purposes. In such a situation, efforts will be made to find a suitable alternative space, failing which, fees and deposits paid in advance will be refunded, if applicable.

3.    In an emergency situation beyond the control of the University (including fire, natural disaster, criminal act or other threat), it may be necessary to cancel a space reservation. In these situations, efforts will be made to find an alternative venue and/or date and time.

4.    A Ryerson Community group who has been refused a booking can make a written request for a review of the refusal to the Director, University Business Services and thereafter to the Vice President, Administration and Finance, whose decision on the matter will be final.

VI. Conditions and Regulations Governing the Use of Facilities

1.    Booking contacts are required to have the following elements as part of the Inquiry Form:

a.    Individual and Organization contact information;

b.    A sufficient description of the event;

c.    Conditions for booking including:

i.    Written agreement by the user to abide by the Policy, these Procedures and all applicable Ryerson policies, procedures and municipal by-laws.

ii.    Written confirmation that the premises are for the sole use of the requesting group and not for any other group.

iii.   Confirmation that the user will comply with the cancellation policy.

2.    Misrepresentation or omission of relevant information may result in the cancellation of the reservation without notice to or recourse by the requestor.

3.    Temporary bookings may be pre-empted by requests for academic use of a space, when such a request is received in a timely manner. In such circumstances, reasonable efforts will be made to reschedule or relocate the pre-empted booking.

4.    Promotional material may be posted only on notice boards provided for that purpose.

5.    The reserving group agrees to ensure that no alterations to or tampering with University fabric, utilities or facilities will occur without explicit permission of an authorized booking contact. If any such work is approved, it may only be carried out by persons authorized by the University.

6.    No open flame, heating apparatus and/or cooking apparatus may be used without explicit permission of the booking contact.

7.    The cost of repairing or replacing damaged Ryerson facilities incurred as the result of an event will be borne by the Event Organizer. Such repairs or replacements will be done by Ryerson.

a.    Alcohol use and service on campus is governed by the Liquor License Act of Ontario, and the associated regulations under the Act. Permission to rent or use Ryerson campus facilities does not automatically convey the privilege of alcohol licensing. The use and service of alcohol in a campus facility is administered through the Director, University Business Services and is coordinated by the booking contact. Licensing facilities is dependent on meeting all of the provincial and municipal approvals and the conditions applied by the Director, University Business Services, which include all arrangements for the delivery and service of alcohol to be served in the facility.

b.    Approvals for licensed events are given on a case-by-case basis.

8.    Maximum room occupancy must not be exceeded. Corridors, stairways and aisles must be kept free of obstructions.

9.    Any electrical equipment, including public address systems, amplifiers, over head or film projectors must bear a CSA or Electrical Safety Authority approval.

10.    Ryerson bears no responsibility for loss or damage to property brought on University premises by the Event Organizer. Similarly, the University's insurance policies provide no coverage for such loss or damage.

11.    At Ryerson's discretion, a written agreement incorporating additional items governing the use of space may be required between the Event Organizer and the University.