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Bookings - rooms, event spaces, tables
- Discussion Room Booking (Desautels Undergraduate and Master's students)
- BCom students must book event spaces via the Management Undergraduate Society (MUS)
- Masters students must book event spaces via the Desautels Graduate Student Society (DGSS)
- Room Bookings and Event Approvals (Faculty, Staff, and PhD Students ONLY)
- If you are from elsewhere at the University, please refer to McGill Room Bookings and Conference Services
Useful Links for Event Planners at Desautels
Here are some important links to help you organize your event:
Room Bookings
If you would like to reserve a room for a meeting or an event, please submit the room booking request form: Room Bookings and Event Approval for McGill Desautels Faculty of Management only. Once you log in, please scroll down, and click “next page” to access the form itself.
Sustainable Events Checklist
Please remember to fill in the Sustainable Events Checklist at least 2-3 weeks before your event. You can find the checklist here: Sustainable Event Certification Checklist. Once completed, please send it to Wesley McCoy, Desautels Sustainability Ambassador, at wesley.mccoy [at] mcgill.ca and copy the McGill Office of Sustainability at events.sustainability [at] mcgill.ca. Wesley will book a meeting with you to review the checklist and issue your event certification.
Please use this informational Powerpoint slide for events where food is served to indicate what items are compostable.
Alcohol Permits
If you would like to serve alcohol for your event, you must apply for an alcohol permit. You can find more information and the different application forms for staff and students here: McGill Alcohol Permit Procedure. Please note that for student events, the application process takes 6-8 weeks.
Booking security
Security Agents provide coverage and crowd control on McGill property during large events, licensed liquor events, events held during silent hours, special department events that require VIP security, and more.
- To book an agent, please visit: Agent Services.
- To review the Agent Booking Policy, please visit: Agent Booking Policy. Please note that booking an agent requires a minimum of twelve (12) business hours notice. For weekend bookings or changes, notification must be received by 8:30 a.m. on Friday (Thursday during the summer).
Equipment Rentals
Event spaces have tables and chairs available, but any other rental equipment required must be organized through Special Events. If you would like to have high-top cocktail tables, tablecloths, coat racks, etc. you should contact Special Events directly for a quote. You can find their product catalogue here: Special Events Catalogue, and you can contact them by e-mail at special.events [at] mcgill.ca. Please note that products are not necessarily limited to what is in the online catalogue.
Silent Hours Fees
Please note that Silent Hours fees apply to any events held between 5pm Friday evening and 7am Monday morning. Fees for Porter/Cleaner services are $63/hour. Fees for Security Agents are $38/hour. Quotes can be obtained through the Desautels Events Team once your room booking is confirmed.
Room Set-Up
Event organizers must plan to set up the meeting room or event space before their meeting or event begins. There are several common set up styles; please consult this document for summaries of the most common styles: Armstrong and Bronfman Building Event Space Capacity and Room Setups.
McGill Central A/V
If you would like to have your event filmed and/or broadcast, or to host a hybrid conference, please contact McGill A/V Live Events.
Questions for booking A/V can be directed to: stewart.mccombie [at] mcgill.ca (Stewart McCombie) orjonathan.roy6 [at] mcgill.ca ( Jonathan Roy, Mr.)
McGill A/V Live Events calendar can book up quickly in peak seasons, so reserve early to avoid disappointment. Please note that extra fees will apply.
Internal A/V Support
If you require A/V equipment for your event, please list your requirements in your initial room booking request. The Events Team will review your request and make an appointment with a student technician from Sandiford Lab to deliver the A/V equipment to your event location 30 minutes before the start of your event. Please note that you must be in the event space at the time of delivery to receive the equipment, and if you would like assistance setting up projection, you must have your laptop in the room at the time of delivery.
If issues arise during your event and you require tech support, please contact Sandiford Lab directly at 514-398-4099, or from the hot button on the classroom telephone.
Reserving a Meeting Owl
If you are planning a hybrid meeting and would like to reserve a meeting Owl, please send a request to roombookings.mgmt [at] mcgill.ca. A representative from the Room Bookings Team will book the Owl and send you and Outlook invitation telling you when and where you can pick up your Owl. For set up instructions, please refer to the Meeting Owl Guide.
Marketing & Communications
If you would like to promote your event, please contact the Marketing & Communications Department using this form: McGill Desautels Website - Event Promotion
Suggested Caterer List
This is a list of suggested caterers that are social economy initiatives, or offer sustainable options.
Banners
Desautels banners and Sustainable Events banners must be booked in advance by the Events Team. Please request the banners by sending an e-mail to events.mgmt [at] mcgill.ca. Banners will be reserved on a first-come, first-served basis.
