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As such, at its discretion and based upon safety considerations, McGill reserves the right to:

• Require event organizers to implement ticketing and/or advanced registration.
• Require event organizers to limit the audience to members of the McGill community.
• Apply requirements to the time, location, duration and format of a given event.
• Direct a room/space booking to a different room/space or online.
• Deny a room/space booking request.

Decisions about these requests neither constitute nor imply institutional views regarding the themes, subject matter, or opinions that may be shared at these events.

The following guidelines and parameters apply to all requests to reserve or use any university-managed space, whether indoors or outdoors.

• Authorization to book a room/space must be requested at least ten business days before the event. Additional review and approval time may be required depending on the complexity of the request and the availability of appropriate space.

• McGill faculty, staff, and students or student groups listed here may seek authorization to book rooms/space on campus. External individuals or groups may also request to book rooms/space on campus.

Requestors’ responsibilities:

• Requestors are responsible for ensuring that their events’ proceedings, speakers, etc., remain in accordance with applicable laws and university policies. This means that events and any speakers invited to them are also expected to align with university regulations and policies.
• Depending on the requestor type, event type, location, day, and time, the requestor may be required to pay a space rental fee and/or for the following services: Security Services, Custodial Services, Trades services, Facility set-up, Rental of furnishings, Multi-media services, Parking, Catering, Alcohol permit.

When a room/space booking is for an event organized by multiple individuals and/or groups, all co-organizers must be listed in the room/space booking request.

Authorization to book a room/space will be denied if:

• The request contains misleading, incomplete, or inaccurate information.
• An individual or group is found to be requesting authorization on behalf of another individual or group.
• An event is promoted before University approval for a room/space booking is given.
• The requested space cannot accommodate the expected number of attendees.
• The request is not received within the required time delay.

If any individual or group fails to adhere to these guidelines, the University reserves the right to cancel the booking and/or impose sanctions, including the inability to reserve future spaces on campus.

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.