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Room booking guidelines

Room Requests for Law Staff and Students

In order to use a room in the Faculty of Law, a request MUST be submitted through the Online Request Form. Use this form for Law Faculty events: course reviews, course make-ups, conferences, seminars, workshops, student groups, etc.

Room requests for non-law activities must be made via the McGill Events Coordinator.

Please allow a MINIMUM of 2 working days for processing. There may be a greater delay in response time during SAO peak periods (September, December, January and May).

Student groups planning events where alcohol will be served should note that it takes about 45 days to obtain an alcohol permit, taking into account all the procedures put into place by McGill Special Events department and the Régie. Therefore, student organizers must plan well in advance. The alternative is to serve non-alcoholic beverages.

Here are basic guidelines to help you plan your event, book a room and think about advertising the event: www.mcgill.ca/eventsbookings/alcohol/

Section 1 - Logistics

1.1 Room(s) must be booked well in advance. There is no charge for booking rooms in the Faculty of Law (but they must be for a Faculty event). However, there are many events in the Faculty and rooms are scarce. For this reason, it is best to send in your request to book as soon as possible.

Occasionally, there are events that are scheduled back-to-back in the same room. Rooms must be returned to their original condition (chairs, tables back in their original position as the room was designed). If a room is found in disarray after a booking, the person(s) who booked it may be liable for cleaning services at a minimum charge of $245.

CONTACT: Thomas Chalmers, 094427: Moot Court, Atrium and Classrooms

Students must complete the Online Request Form for approval first. Only once the event is approved can the student organizer proceed in making other arrangements.

1.1.1 Outdoor Events. Please consult www.mcgill.ca/campusplanning/planning-services/events.

This site provides information re outdoor events in general. An external events application form must be completed and sent to the McGill Planning Office (See www.mcgill.ca/campusplanning/planning-services/events/documents).

Always write an explanatory letter to accompany the application. Both the letter and application must be signed by Margaret Baratta, 514-398-6641 or Margaret [dot] Baratta [at] mcgill [dot] ca. She can provide a sample letter.

1.2 Custodial Services. There are mandatory custodial charges for bookings that take place in the evenings and on weekends and any time that alcohol is served (at a minimum of 4 hours @ $48/hr). FOAPAL or Client No. is required at time of request.

CONTACT: special [dot] events [at] mcgill [dot] ca

1.3 Catering arrangements have to be made well in advance and in precise detail, i.e. tablecloths, etc.

CONTACT: Maria Marcheschi, 514-398-1435

1.4 Alcohol permit. An alcohol permit is MANDATORY if alcohol is served. An online form is available at www.mcgill.ca/eventsbookings/alcohol/license/. All McGill Student Groups and external organizations must submit their liquor permit requests at least 30 days prior to the event date for indoor events and 45 days for events held outdoors.

If you cannot meet these requirements, consider serving non-alcoholic beverages.

1.4.1 Server Training is also required if alcohol is served:

Contact Leadership Training to schedule training for at least two members of your team for Server Training. Or find volunteer students (such as LSA members) who are already trained in case training is not available prior to your event.

Leadership Training Assistant
First-Year Office, McGill University
leadership [dot] training [at] mcgill [dot] ca
514-398-6913

The Server Training Program is designed to inform and educate alcohol providers on practical methods and legal responsibilities pertaining to the serving of alcohol on campus. The Server Training Program's objectives are:

  • to promote responsible alcohol-related practices in general.
  • to increase the participants' understanding of campus policies and regulations.
  • to encourage an attitude that places as a priority the well-being, health, security and safety of everyone.
  • to increase the participants' awareness of civil liability issues related to sale and serving of alcohol on campus.
  • to increase the participant's understanding of the provincial liquor laws and related regulations.

1.4.2 Insurance

a) Contact the Law Student's Association (LSA) to ensure that

1. Your club/association is covered under their insurance;

2. They provide you with a letter signed by a duly authorized officer of the LSA confirming their endorsement of your function to be submitted to Risk Management and Ancillary Services;

3. They submit adequate proof that your alcohol related event is clearly covered by their insurance to Ms. Kingsley, McGill Department of Risk Management & Insurance (514-398-6251).

Should your event not be covered by the LSA's insurance, please contact Debbie Yacoulis.

b) Contact Alan Charade (514-398-1473), Director of Ancillary Services, for a letter declaring that McGill agrees to allow the event to be held on its premises. You should also ask him to provide you with a floor plan for security. He will confirm the insurance through Risk Management before issuing the letter.

CONTACT: Debbie Yacoulis at Ancillary Services, 514-398-5433

LSA WEB SITE: http://www.lsa-aed.ca/

1.5 Equipment. Any requirements for special equipment (e.g. flags, podium, etc.) must also be arranged. The costs for these services may vary (anywhere from $50-$250). FOAPAL/Client No. is required at time of request.

CONTACT: special [dot] events [at] mcgill [dot] ca

1.6 Parking. Parking is always a problem especially during the week. It is not permitted to park in the circular driveway unless arrangements are made through the Parking Office. A charge of $16/vehicle is applicable.

CONTACT: parking [dot] services [at] mcgill [dot] ca

1.7 Security: for any high-profile individuals who might require the attention of McGill security, arrangements must be made with the Security Office. There is an hourly rate and a minimum number of hours. An 'Agent Booking' form must be completed online at www.mcgill.ca/security/services-0/agent-services#Agent%20Booking, where you can also view their policies.

CONTACT: Christopher Carson, 514-398-4557

1.8 Unlocking doors: If you wish to have any doors unlocked for a special event arrangements must be made with Thomas Chalmers.

CONTACT: Thomas Chalmers, 514-398-4400 x 094427

Section 2 - Publicity

Event organizers are responsible for garnering their own publicity, however the university does have a couple of communication channels that may help you get the word out, depending on the nature of your event. The most suitable means of publicizing your event will depend upon the nature of it, and your intended audience.

2.1 Posters and announcements must be arranged in advance whether electronic or in print. For distribution of a printed announcement (Info McGill) across the campus the cost is approximately $60 and is distributed on Thursdays. If printed material is to be distributed at the event, then it must be prepared for distribution before the event begins. This is particularly important on the weekend as access to photocopier in the Faculty is limited.

CONTACTS:

Printing Services (for Info McGill) 514-398-6300; printing [dot] services [at] mcgill [dot] ca

2.2 Internet

Events of interest to the McGill community

For the web, the Faculty uses McGill's News / Events / Announcements system to advertise events across Faculty and McGill websites. This can be an effective means to get the word out to the McGill community outside the Faculty of Law.

Academic lectures

Events aimed at faculty members and students can be advertised on the McGill web calendar, and in the Babillard, the Faculty of Law's weekly email newsletter. Both the web calendar and the Babillard are great for keeping faculty and staff members in the loop.

The Faculty's web editor, Lysanne Larose, is responsible for posting events to the Atrium screen, the Babillard, and to the web calendar.

Please email Lysanne with complete details of your event at least 2 weeks ahead. She will need the title of the event, along with the date, time, location and a description (translated if possible).

CONTACT: Lysanne [dot] Larose [at] mcgill [dot] ca or 514-398-4400 x 00822

2.3 Media Relations

Major events

If your event is a major symposium, roundtable or a public conference, or features a high profile speaker, inform ebulletin [dot] law [at] mcgill [dot] ca (McGill Law's Communications Office), preferably at least 1 month in advance.

The Communications Office can post a web announcement, an item on the web web calendar, and include the event in the Babillard.

The Communications Office also liaises with both the Faculty's Development & Alumni Relations Office, as well as McGill's Media Relations Office (MRO). Depending on the nature of your event, we may be able to publicize the event within the law alumni community, and can work with McGill's Media Relations Office to publicize events, if the MRO feels they are of interest to the general public and mainstream media.

CONTACT: ebulletin [dot] law [at] mcgill [dot] ca 

2.4 Photographers. Event organizers are responsible for taking photos of their event, or for arranging a photographer to do so - if they wish to do so. Event photos can be useful for several things: posting them on the web site slideshows, including them in announcements, sending them to the speaker as a token of appreciation, etc.

If your event takes place during the day, you can take photos yourself and send them to Lysanne Larose.

CONTACT: Lysanne [dot] Larose [at] mcgill [dot] ca or 398-4400 x 00822

Please do not hesitate to contact the following should you have any questions about organizing an event in the Faculty.

Maria Marcheschi, 398-1435; Margaret Baratta, 398-6641

Maria [dot] Marcheschi [at] mcgill [dot] ca Margaret [dot] Baratta [at] mcgill [dot] ca

Section 3 - The Faculty's Posting Policy

  • ALL NOTICES TO BE POSTED should be stamped at the Student Affairs Office (SAO). Only a maximum of 6 posters for any one event is permitted. Notices which appear around the faculty without a stamp or improperly posted WILL BE REMOVED. Custodial staff is also authorized to remove posters or notices which do not conform to the policy.
  • Once stamped, notices are to be posted on the appropriate bulletin boards. Students and staff may post notices on the bulletin boards located in the stairwells and basement of New Chancellor Day Hall (NCDH) and in the basement of Old Chancellor Day Hall (OCDH) (except for the boards assigned to specific groups/clubs/associations or for faculty announcements). These boards will be appropriately labelled.
  • Only thumb tacks or push pins are to be used on the bulletin boards and not staples.
  • Notices should NEVER be posted on wood paneling; nor on glass surfaces such as doors, windows and glassed-in bulletin boards; doors (including classrooms, stairwell and elevator doors); on walls, especially painted walls; on the pillars in the hallway connecting Gelber Library to OCDH/Atrium nor in the Atrium. If in doubt, please check with SAO or the building director before posting a notice.
  • Mounting putty or "sticky tack" may be used as long as both the sticky tack and the notice are completely and carefully removed.
  • There are two blackboards in the Atrium that you may use for posting notices or leaving messages.
  • Posting notices to the cement pillars in NCDH or to the brick walls in the hallway connecting Gelber Library to OCDH/Atrium should be done only with masking tape on the back of the poster.
  • For information from the Career Development Office, consult the bulletin boards on the 4th floor, NCDH and in the basement of OCDH, across from the Cafeteria. Information from the SAO will be posted on the bulletin boards near the Cafeteria.
  • All general information posters (not announcing specific event dates) will be removed after 30 days