Table Booking Process - Fall 2022
*Available to Internal University Departments Only. Greater Community clients please email our team at firstname.lastname@example.org to discuss availability and pricing.
We have 4 ‘permanent’ table locations that are set up and ready for use. These are:
For Outdoor Booking Requests, please specify the area you would like to use. Note that tables must be collected by 4:00pm, or additional staffing fees may apply.
For Table Deliveries in or outside of classrooms or in different buildings, please specify the area you would like to use. Note that some areas are subject to minimum egress routes due to Fire Regulations: some areas may not be suitable for a table drop. Ensure you include a 1 hour time window around your booking for delivery and pick up - without disrupting other classes or events.
These areas will be booked out only once per day, to allow for sanitizing between bookings and to support our staff scheduling. Due to this scheduling, your table may be dropped off early or picked up the following morning (before 8am).
WHAT DO I NEED TO PROVIDE?
Food & Conference Services provides up to 2 tables and four chairs per table booking complimentary. Larger requests may incur some cost-recovery set up fees. If electrical power is required at your table, ensure it is included in your booking request.
Provide on your own, or available for a minimal fee from Food & Conference Services:
HOW DO I BOOK?
If you would like to request a table, please refer to this calendar for availability
On this calendar, we will indicate your booking by the following information. Please note this is a public calendar, and this information will be viewable by anyone with the link:
- Name of Event
WHAT ARE THE FEES?
We are currently offering this service without additional fees for our Internal Departments (maximum 2 tables, 4 chairs). In order to ensure that reserved tables are utilized, a ‘No Show’ fee of $75.00 will be applied per occurrence. If staff are required to set up or collect tables outside the hours of 7:30am to 4:00pm, there may be additional staffing costs. This will be tracked and billed monthly through Conference Services.
| Parking/Unloading & Loading|
Please note that stopping for long periods of time in the Agora circle or along a sidewalk is prohibited (ie. in front of CASES, MS, or RC buildings). It should be used for quick drop offs or pick-ups. To unload your vehicles, we recommend parking in a metered spot if it available then moving to the G Lot for the rest of the day. Parking passes can be purchased upon entry ($6.50/vehicle) for the “G” lots as marked around campus. Refer to the campus map or your coordinator for nearest parking lot. Please note that between 8:15am – 8:45am the majority of students & staff arrive on campus for classes: there may be delays getting into the University at this time. No Parking Zones and Accessible Spaces should still be honoured as and when required.
The Loading Dock can be pre-arranged on your behalf. Please inform your coordinator if you would like this option for directions & to arrange timing. We suggest that loading & unloading between the hours of 7:00am to 8:00am is most ideal. When utilizing the loading dock, ensure that no service vehicles (Aramark, Security or Physical Plant) are blocked. Your vehicle should not be left idling in this area and should be moved directly after you have finished unloading.
Use of Space Policies
There should be no standing on chairs, tables or trolleys and any movement of furniture should be arranged through Food & Conference Services.
Food & Conference Services keeps an updated record of the conditions of meeting spaces. Any damages or extra cleaning, excluding normal wear and tear, will become your responsibility and you may be required to pay for the cost of the extra cleaning charges or repair / replacement of any damage done to University property.
Fire & Safety Regulations
In any set-up there must be a minimum of 3.5 metres of aisle/egress that can be split into a maximum of three aisles (Fire code standard is a minimum of 1.1 metres per aisle).
We respect any display or ceremony that is culturally significant for events in the Agora. We only require advance notice to inform the classrooms in the area to anticipate additional sounds, scents or music during that time. Please let Food & Conference Services know if you are planning any ceremony at least 5 days prior to the event.
Closest Smoking Area