• Booking Form •
YUGSA CONFERENCE ROOM
(Student Centre 430)
For inquiries about this form and the space booking process, please contact
rc@yugsa.ca
Booking requests are
primarily
reserved for graduate students, and graduate student associations/organizations.
Booking requests are subject to the YUGSA Executive's approval.
Applications must be submitted a minimum of 10 working days in advance of your event.
Your Information
Organization/Group Name
*
Contact Person (Full Name)
*
E-Mail Address (preferably York account)
*
Phone Number
*
-
Area Code
Phone Number
Terms and Conditions
You may not leave our space unattended at any time during your booking. A representative (host) of your organization must be present at all times during your space booking/event.
Access to the Executive Boardroom is
prohibited
.
Access to the lower floor of our office, outside of our Monday-Friday, 10am-4pm office hours, is
prohibited
(alarm system will sound).
Event
must
end by 12am.
Keep noise levels reasonable. No excessively loud muusic or other disturbances are permitted. Music volume must not disturb neighbouring offices and/or organizations.
No decorations are to be nailed, stapled or glued anywhere, including the walls or ceiling.
No exists/entrances are to be blocked and/or jammed open.
No smoking is permitted inside. No fire hazards (e.g. candles/sparklers/fireworks) are allowed.
Event organizers must comply with all fire and safety laws, municipal bylaws and requiremtns, and university safety regulations.
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.
All garbage is to be removed at the end of the event.
Keys must be returned to the YUGSA office one (1) day after the event.
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 use of the room, including but not limited to any cleaning, repairs or replacement costs.
Penalties for violations of the Terms and Conditions are subject to the YUGSA Executive's discretion.
If Temrs and Conditions are not followed, organizer(s)/organization(s) may not be allowed to book future events.
Booking Information
What is the frequency of your event?
*
One-time event
Reoccurs on a regular basis
Your booking times specified in this section should account for set-up & clean-up.
*
I acknowledge.
When is the date of the event?
*
-
Month
-
Day
Year
Specify the time range (e.g. 11 AM - 1 PM)
*
On what days of the week does your event reoccur?
*
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday
When is the date of the first event?
*
-
Month
-
Day
Year
When is the date of the last event?
*
-
Month
-
Day
Year
Specify the time range (e.g. 11 AM - 1 PM)
*
Please indicate if you would like to borrow our projector and/or its equipment for in-house use during your event.
Projector (with built-in speaker over HDMI)
HDMI Cable
VGA Cable
DVI Cable
Mini-Display/Thunderbolt converter to HDMI/VGA/DVI
Projection Screen (can project on wall for larger projection)
Small Speakers (Aux)
None of the above
Event Information
Name and purpose of the event:
*
Estimated number of attendees:
*
If you have a poster for your event, please upload a copy.
Select File
Cancel
of
Room Deposit
A $30.00 refundable deposit (cash or cheque) must be paid in the YUGSA office prior to the event.
*
I acknowledge.
I, the undersigned, hereby acknowledge that I have read, understand, and agree to the YUGSA Conference Room Use Agreement Terms and Conditions.
*
Name
Signature
This section will be filled by YUGSA's office
Attending/Monitoring Staff or Executive:
Contact Number:
E-mail:
Notes
Submit
Should be Empty: