Campus space is a vital resource that promotes the flourishing of academic and campus life at McGill. The University hosts thousands of successful events each year and welcomes space requests from students, faculty, staff, student groups listed here, and external parties. We work hard to ensure that events take place in a safe environment for all and that booked events do not compromise either academic and research activities at the University.
Requestors’ responsibilities:
- Bookings must be requested at least ten business days before the event, to allow time for the allocation of space and other resources, and for the management of any issues or needs that may arise (e.g. the implementation of advanced registration if needed). Additional time may be required depending on the complexity of the event and availability of space.
- Requestors are responsible for ensuring that their events’ proceedings, speakers, etc., remain in accordance with applicable laws and university policies.
- Requestors may be required to pay fees for cleaning, catering, security, furnishing rentals, parking, catering, etc., as applicable.
- For events organized by multiple individuals/groups, all co-organizers must be listed in the request.
- If any individual or group fails to adhere to the guidelines on this page, the University reserves the right to cancel bookings and/or deny future requests to reserve space.
Evaluation of requests
Requests will be approved unless:
- They are received fewer than ten business days before the event.
- Spaces cannot accommodate the expected number of attendees.
- They contain incomplete, inaccurate, or misleading information.
- An individual or group requests authorization on behalf of others without disclosing this.
- An event is promoted before the University has approved it.
Event Security
- Where there are indications that an event will raise security issues, Campus Safety will work with event organizers. Often, the groups planning an event that raises such issues will reach out to Campus Safety for this purpose, and this should continue.
- Indications that an event may present a security risk typically arise from historical experiences with similar events at McGill or other campuses, or communications received directly or through social media.
- The University will do everything it can to allow an event to take place as planned. It may work with event organizers to put the following measures in place to maintain security and stability of the event:
- advanced registration/ticketing.
- limiting attendance to members of the McGill community
- Relocation to a room on campus that is better suited to the event.
- If the foregoing measures are not feasible or sufficient to address security risks, then the event will need to be moved online for it to proceed.
Modification & Cancellations
Once the booking agreement has been signed, 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 five business days before the event to avoid fees/penalties.
Other Considerations
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Academic events
- For academic events held in faculties’/departments’ own facilities, please contact the appropriate Timetable Coordinator.
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Booking lobbies/tables
- For Lobby spaces/tables, please contact the appropriate Building Director.
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Outdoor events
- For outdoor events, please contact Campus Public Safety.
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Safety and security
- Very few events require the presence of security staff.
- As appropriate, Campus Public Safety may engage with organizers to determine how best to proceed (e.g. due to a request from the organizers, or from indications of potential and serious unrest arising from social media activity, concerns shared by community members, historic experiences, etc.).
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Media
- If you are a journalist, please contact McGill’s Media Relations team at info.communications [at] mcgill.ca.