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Directives for the Appropriate use of Space

Classification number ADM 1304.02
Parent policy Booking and Use of University Space Policy
Framework category Administrative
Approving authority Registrar
Policy owner Registrar
Approval date January 23, 2016
Review date January 2019


The purpose of these Directives is to provide direction to Users with respect to their responsibilities and obligations in the use of University Space.  


For the purposes of these Directives the following definitions apply: 

“Event” means any short-term organized activity, meeting, display, or form of public address by a User within or on a University Space.

“Space” means any location owned, leased, rented or otherwise occupied by the University and made available for temporary use.

“User” is any organization or individual that has been granted permission to use Space. 

Scope and authority

These Directives apply to the use of all Space for Events.

These Directives apply to all members of the University including faculty, staff, and students, as well as visitors or external organizations. 


Users are expected to act in accordance with the following Directives in the planning and execution of all Events for which they have been granted permission to use University Space:

  1. Users must make arrangements for furniture, event set-up, food services, parking, audio-visual services, signage and promotional materials in accordance with the information provided by the Booking Authority. 

    1. Users may only book and use external service providers with the prior approval of the University.

  2. Users are responsible for ensuring that all required confirmations, permits and licenses are secured prior to the Event. 

    1. Where required the Booking Authority will provide the User with any necessary supporting documentation.

    2. Users will be sure to display any confirmation issued by a Booking Authority and any other permits and licenses during the Event. 

    3. If the required confirmation, permits and licenses are not displayed, the Space booking may be declared invalid and revoked.

  3. Users are expected to monitor the conduct of Events and their use of the Space to ensure that noise and other activities are not unduly disrupting the normal activity of the University and/or interfering with the ability of others to use other University Spaces.  

  4. Users are responsible for complying with any required risk mitigation as directed by the Booking Authority and/or the Director, Risk Management. 

  5. Users are expected to return the Space to its original state and/or ensure that arrangements have been made with the appropriate service providers to return the Space to its original state (e.g. removing additional furniture by the specified time). The Booking Authority may charge additional fees if Space is not returned to its original state.