Booking guidelines

COVID-19 Notice

October 21 , 2021

Please refer to McGill’s COVID-19 Framework on Meetings, Extracurricular Activities & Events for Fall 2021 and Winter 2022.

At this time, alcohol is not allowed at any meetings, extracurricular activities, or events until further notice.

There are certain University procedures, policies, and services related to hosting an event at McGill which may influence your planning process and impact your budget.

Reservation

All bookings must be arranged at least two weeks before the date of the event.


Additional Costs

Depending on the event type, location, day, and time you may be required to pay for the following services:

  • Security
  • Porter and/or Custodial Services
  • Trades services
  • Facility set up
  • Rental of furnishings
  • Multi-media services
  • Parking
  • Catering
  • Alcohol permit
  • Alcohol/wine orders

Modification & Cancellations

Once the booking agreement has been signed, all modifications must be submitted to permits.residences [at] mcgill.ca at least five business days before the event. Notice of cancellation must be given at least two business days before the event to avoid incurring any fees and/or penalties.


Academic-related events

If your event is to be held in your own faculty/departmental facilities, please contact your Timetable Coordinator directly.


Booking Lobbies/Tables

Lobby space and tables must be booked with the corresponding Building Director.


Outdoor Events

If you are planning an event that will take place on the campus grounds (outdoors), please contact the Office of Campus and Space Planning.


Media

If you are a media representative, please contact the Director of McGill Media Relations at (514)398-6752.

Back to top