Policies and Agreements

NOTE: The policies listed here are IN ADDITION TO ALL Lakehead University policies

Residence & Conference Services reserves the right to modify this sample list at their discretion.

The following are NOT permitted:

  • Removing or sliding open window screens/ removing windows
  • Unauthorized removal of furniture
  • Propping of doors
  • Posting of unauthorized signs without Residence approval stamp
  • Practicing/playing sports or other extracurricular activities inside Residence Buildings. Sports equipment can be stored in the equipment storage rooms.
  • Bringing a pet into Residence - guide dogs are an exception
  • Failure to leave the house during a fire alarm - view fire protocols
  • Tampering with fire equipment
  • Vandalism
  • Violence / Physical aggression
  • Smoking in Residence or on Lakehead U Property. There are designated smoking areas located outside only
  • Burning candles, sparklers, incense
  • There is no alcohol allowed in public areas including Bartley Hallway or exterior areas on Lakehead University property. Please note that the drinking age in Ontario is 19
  • Noise: Unacceptable & excessive noise in public areas. This includes electronics equipment systems at a level which disturbs others including the use of excessive bass (sub-woofers). The following quiet hours are observed:

Sunday-Thursday from 11:00pm - 9:00am
Friday & Saturday from 1:00am - 9:00am

An individual's right to reasonable quiet supersedes another's right to make noise.

  • Installing air conditioners
  • Bringing bicycles into Residence. Bicycles may ONLY be stored in the provided outdoor bicycle shelters. Please register bicycles through the Front Desk
  • Soliciting - One may not operate a business or undergo commercial activities in or from Guest Accommodations.

Damages

Lakehead University Conference Services keeps an updated record of the conditions of both Residence rooms and meeting spaces. Any damages, except for normal wear and tear, will become the responsibility of the guest. The organization/individual agrees to pay for the cost of repair or replacement of any damage done to University property. An itemized list of any damaged items will appear on your final bill.

Lost Key Policy

Each guest will receive their own set of keys upon check-in for their accommodation. Please note that the duplication of keys is not permitted. For security reasons, any lost keys must be reported immediately to the Front Desk. You will be issued a temporary set of keys. If you do not find your keys within 24 hours, your lock will be changed. In the event that your keys have been lost, you will be billed for the cost.  The charge is $150.00.

Lock Out Procedures

For security and safety reasons, all Dormitory, Apartment and Townhouse doors should be locked at all times. If you find yourself locked out of your room during regular office hours, please go to the Front Desk to sign-out a set of lock-out keys. Identification will be required to obtain lock-out keys.

If you are locked out after the Front Desk has closed, please call Security Services and ask them to page the CA (Conference Associate) on duty to let you into your room.

Townhouse and/or Apartment Accommodations

Please note that the Apartment and Townhouse accommodations are rented out per unit only. Payment and assigning room mates must be arranged by the individual booking the unit.

Food Services

Lakehead University has a catering agreement with ARAMARK in which they have exclusive rights on campus for all food services. Bringing in external food and beverages is NOT permitted. "It is to be understood that in the event that a client brings in external food or beverages, the client will be invoiced for the event at our caterer's rate." Due to Provincial Health regulations, any remaining food items provided by the caterer MUST remain at the event on campus.

Agora & Faculty Lounge

Please note that Internal University clients are responsible for submitting work orders through Physical Plant for table set-up and cleaning if required, arranging any audio visual/technical support needs through TSC and contacting the ARAMARK office for any catering requirements in the Agora or Faculty Lounge.

It is to be understood that the client (internal or external) will be assigned a specific location in the Agora for their use. Please do not move to another area without consulting the Conference Services Office as this may interfere with other group activities and may result in termination of your booking.

Vendor's Permit

A Vendor's Permit is required for any table bookings in the Agora. It is to be "visibly displayed" at all times on the assigned table throughout the duration of the booking. There is a risk of being asked to leave the facility if the permit is not visibly displayed as this is proof of contractual obligations.

Fire & Safety Regulations

All events in the Agora, Faculty Lounge and any other spaces on campus must adhere to the Special Events Policy as established by the Health & Safety Office of Human Resources
(view special event fire safety guidelines).

Large set-ups in the Agora and Faculty Lounge require approval from the Conference Services Office. Diagrams can be faxed to (807) 346-7819. Physical Plant will be unable to process work orders without the Conference Services approved diagram and booking confirmation.

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). When looking at the Agora, we have one aisle width running in front of the bistro to the exit beside Tim Horton's. This area must be kept clear of furniture or other obstructions. Remaining setups will have to ensure that one aisle width runs contiguously from the lakeside entrance to the main doors, and another aisle width to be made up somewhere else within the main area of the Agora.

For your information and convenience, the Conference Services Office will make themselves available to do any of the organizing of your events (including work orders, catering, signage, staffing etc.) at a minimal charge. We would be more than happy to discuss with you at anytime.

Student Bookings for Residence Areas

To book a Residence area, students must submit an online booking form through the Conference Services website. Students will require approval from the Residence Programmer. Once the Residence Programmer has approved the booking, the Conference Services office will complete the booking.

Please leave the room as you found it (clean, tidy); turn off lights and lock up. The keys MUST be returned to the Front Desk and not passed off to the next booking.

Please note that all room and equipment bookings require 1 weeks notice. Fire pit, BBQ and Rink bookings, require 1 weeks notice. BBQs are allowed in designated areas only.