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Room Bookings

Contact Information

External requestors: Facilities Rental
Theatre: Room Booking
- Theatre schedules have priority over any other bookings.
- Room capacity is 180 seats.
- Theatre Reservation Form needs be filled out, which can be found at Online Requests, Forms & Documents.
Meeting rooms, Activity areas, 5C gallery walls and exterior spaces: Outlook Meeting Invitation or Room Bookings
Regular classrooms: Classroom Reservation
Gyms 0H.1, 0H.3, -1H.2, -1H.4, -1H.6, -1H.5, -2H.1, 4F.1: Outlook Meeting Invitation
Computer labs 2F.20, 2F.24, 5B.2, 5B.3, 5B.4: Outlook Meeting Invitation
SmartLab | MediaLab | CoLab 3F.34, 3F.36, 3F.43: Debra Gill, Office of Academic Development
Active learning classrooms 3F.3, 3F.5, 3F.37, 3F.38, 3F.45, 3H.2, 3H.6, 3H.10: DALC
Theatre rehearsal rooms 3A.2, 3A.3, 3A.13: Professional Theatre Chairperson
Glass show cases (metro tunnel): Helen Wawrzetz
Warren G. Flowers Art Gallery 2G.0: Rhonda Meier

Note

Activity Areas are managed by Campus Life & Leadership department. These spaces must be available to Students at all times.
To learn more about SETUP requests; please scroll down, it is part of ‘Event planning TO-DO-LIST’.
Please keep the rented spaces clean during and after the event.

Capacity

 Note
Key door lock: call security local 1500; an agent will go and open the door.
Combo door lock: please go to room 2E.21 for the combination.

Meeting Rooms	Capacity	Media	Door lock
1H.1A Meeting Room	20	Smart Board	Key
3E.8 Meeting Room	15	–	Combo
3H.4 Meeting Room	20 to 25	Smart Board	Key
4A.1A Meeting Room	15	Smart Board	Key
4B.6 Meeting Room	18 to 22	Smart Board	Key
4C.1 Amphitheater	100 to 134	Projector	Key
5B.13 Board Room	30 to 40	Projector	Key
5B.15 Kitchen	–	–	Key
5B.16 Multipurpose Hall	250	–	Key
5E.14 AV Room	4	–	Key
7C.5 Rose Lounge	24 to 30	–	Key

Activity Areas	Standing Cap.	Seating Cap.
2C.17 Oliver’s	150	65
2F.4 Conrods	540	230
3C – Cafeteria	800	340
Upper Atrium: Escalators	110	50
Upper Atrium: Theatre	730	310
Lower Atrium	–	–

5C-Art Gallery (east)

5C-Art Gallery (west)

Court Yard – 2E Gazebo

Court Yard – 2H Labs

Court Yard – 2F.4 Conrods

Court Yard – 3C Cafeteria

Grounds – EAST (Atwater)

Grounds – WEST (Wood)

SmartLab \| MediaLab \| CoLab	Standing Cap.	Seating Cap.
3F.34 SmartLab	—	10
3F.36 MediaLab	—	6
3F.43 CoLab	90	70
3F.43 CoLab (mezzanine)	20	10

Event planning TO-DO-LIST

click here to download

- - Event information:
    - Where is the event located?
    - What type of an event is?
    - What time is the event at?
    - Will it be open to students, Dawson community and/or Public?
    - Who are the organizers (person, organization)?
  - Setup requests:
    - P&F setup (on one work order):
      - What is the event?
      - What date is the event?
      - What time does the event start at and finish at?
      - What time is the setup required for?
      - What room is the event in?
      - Lists items you need (number of chairs, number of tables, tablecloths, podium, easels, etc.)
      - Indicate how you want chair(s) and table(s) setup (Attach diagram, if needed).
    - Cleanup & take down (work order):
      - What time is the setup required for?
      - Is the time reserved and specified in the room booking request?
    - AV or IST support (work order):
      - What time is the setup required for?
      - Is the time reserved and specified in the room booking request?

- Food services:
  - Please go to website to learn more about the catering options.
- Liquor permit – Letter request:
  - Please submit (faculty & staff ONLY)
    - Person’s name
    - Department or organization
    - Event name
    - Date
    - Time
    - Location
  - The letter, Reunion Permit Form and a sample of the form will be emailed to you. If you would like to have a printed version, please let us know.
  - To process the application on time, the Régie des alcools, des courses et des jeux must receive your request at least 15 days before the date of the event. For more information, please go to www.racj.gouv.qc.ca
- Liquor permit – Security guard:
  - When a liquor permit is involved, it is required for a security guard to be present especially when it is an open area. The security guard is $35/hrs for 4 hours minimum.
  - Please confirm if you have;
    - a budget to charge it to
    - pay directly to P&F
    - it is included with the other fees on the invoice
  - Please send a work order
    - Start and end time of the event
- Extra Security Guard Required:
  - Events with liquor permit.
  - Events planned overnight.
  - Events & shows ending after 19:00 at the Theatre.
  - Events ending after 17:00 on Saturdays & Sundays .
  - Any events during the week (mon-fri) between 7:00-23:00
    - No extra security guard is required.
    - Regular day guard will be present.

Last Modified: November 6, 2020

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