Booking requests are primarily reserved for graduate students, subject to the YUGSA Executive's approval. Applications must be submitted a minimum of 10 working days in advance of your event.

 

Applications must be submitted a minimum of 10 working days in advance of your event.

Contact Person Information 

Space Availability 

If the above calendar is not visible, please double check availability of the space here.

*Please make sure to account for set up and clean up time in the selection above.

 

Event Information

Catering and Alcohol Information

1. You may not leave our space unattended at any time during your booking. This rule applies to events that are scheduled outside of our office hours. A representative (host) of your organization must be present at all times during your space booking/event.
   
   
2. The event must end by 12 a.m.
   
   
3. Keep noise levels reasonable. No excessively loud music or other disturbances are permitted. Music volume must not disturb neighbouring classrooms.
   
   
4. No decorations are to be nailed, stapled or glued anywhere, including the walls or ceiling.
   
   
5. No smoking is permitted inside; no fire hazards (e.g. candles/sparklers/fireworks) are allowed.

6. Event organizers must comply with all fire and safety laws; municipal bylaws and requirements; and university safety regulations.

7. Event organizers will be held liable in the event of any and all by-law violations and/or university regulation infractions; including all monetary penalties or fines.

8. All food and garbage are to be removed at the end of the event.

9. All event organizer(s)/organization(s) are responsible for any and all resultant costs associated with any damage or theft to YUGSA property resulting from the use of the room, including but not limited to any cleaning, repairs or replacement costs.

10. Penalties for violations of the Terms and Conditions are subject to the YUGSA Executive’s discretion. If Terms and Conditions are not followed, organizer(s)/organization(s) may not be allowed to book future events.

11. Event organizers shall be responsible for obtaining and displaying all permits required for the event, including for the serving of food and alcoholic beverages if applicable*.

12. Liquor Licenses must be displayed in the bar area. No liquor shall be consumed outside of the OverGrad Café.

13. Organizers must provide copies of any/all permits required for the event to the YUGSA office five (5) business days before the date of the event. YUGSA reserves the right to terminate bookings without proper documentation.

14. Event organizers will be held liable in the event of any and all by-law violations and/or university regulation infractions, including all monetary penalties or fines.

 

* et al. Coop Faculty and Grad Pub provides catering, alcohol and smart serve trained bartenders for events. Contact: etal.coop@gmail.com

You MUST return the room to its original condition, as demonstrated in the photos below.

*If you find the room different state, please take pictures of the room prior to the start of the event and email them to YUGSA's Resource Coordinator at rc@yugsa.ca.

Please note that YUGSA staff shall be available to support issues related to space bookings only during the normal working hours of the YUGSA Office, i.e., Monday-Friday 10 am to 4 pm. Please note the office is closed from 1-2 for lunch.

It is not possible for YUGSA to provide staff support beyond the normal office hours. 

Please do not call YUGSA staff on their cell phones outside of their normal work hours. 

Please note that the YUGSA staff can only support clean-up requests through the university custodial staff which may take some time depending on custodial staff availability. 

The YUGSA tries to provide the Overgrad Cafe to graduate students and community members in the best possible condition. However, we rely on student groups and community members that book space to clean up after their event and leave the space as they would hope to find it themselves. 

As the YUGSA OverGrad Cafe is primarily meant for student usage, and given an increased frequency of use, in order to mitage rising clean up and maintainance costs YUGSA will be levying the following fees on non-student organizations for the OverGrad Cafe. 

Fees:

$25 per hour to a maximum of $75 for 3 to 6 hours.

The Payment shall be collected by PayPal, please enter an email below on which you wish to receive the PayPal payment request.

*Please note: A booking will not be considered final until the payment has been received. 

A $50.00 refundable deposit of cash or cheque must be paid at the YUGSA prior to the event.  

 

Deposits are fully refundable provided that the space is returned to its original condition as outlined in the photos in the policy.

I, the undersigned, hereby acknowledge that I have read, understand, and agree to the OverGrad Cafe Room Use Agreement Terms and Conditions.