Room Booking

The Sprott Undergraduate Office is designated to assist Sprott student clubs with the booking of space on campus for events.

Prior to submitting a request to book a room you will need to understand the rules and regulations. Clubs are responsible for ensuring that the rules and regulations are upheld over the duration of their event.

Set Up

The Sprott Undergraduate Office is not responsible for the set-up of event space. It is the responsibility of the individual/group to take the necessary steps to ensure they have any accommodations in place that will be needed to host their event beforehand. This includes making additional arrangements such as audiovisual services through TLS, Aramark for catering, or CUSA for additional tables/chairs.

The event organizer is also responsible for ensuring the space is restored to its original condition and layout once their booking has come to an end. Failure to do so may result in caretaking charges to the individual who booked the space.

Food and Beverage Services

Groups of students are not permitted to bring food onto campus for group activities, sales or any other purpose. If you are planning to have food at your event, please contact Aramark Catering. Exemptions to this policy can be obtained by following the process outlined in the university’s Food Services Policy.

Audio-Visual Equipment Services

Classroom audio-visual equipment can be booked through Teaching and Learning Services (TLS). Students receive a discounted rate from TLS. The misuse or unauthorized use of TLS equipment can result in the suspension of space booking privileges and/or charges to the account of the student who booked the room.

Risk Management Forms

Campus events are an integral part of the Carleton University community. They bring together community members from many diverse backgrounds and enhance the university experience. To ensure that all university sanctioned events (both on and off campus) are appropriately planned and safe, community members are required to complete the Events Risk Management Form minimum 14 days before your event.

The Events Risk Management Form is located on the CUx site.

The Events Risk Management Form should be completed if your event has one of the following elements:

1. Scheduled activity occurring on or off campus
2. Features a speaker
3. Alcohol is being served;
4. A sports-like activity is planned;
5. Transporting students by means of chartered bus or rental vehicle
6. Any activity that has the potential to result in damage to the individual person, or physical property.

In the event you are not sure your event has any potential risks associated with it, then err on the side of caution and complete the Risk Management Form. Completing it will only take 5-10 minutes.

NOTE: It is important to complete the Events Risk Management Form for the following reasons:

1. To provide adequate time to plan resources to support events.
2. University staff can offer advice or assistance in helping to organize an event and help to assess any risks that may associate with their activity;
3. To ensure a student activity is covered by insurance (either CUSA’s or the university’s); if your event is not approved by the university, you may be personally required to accept any liabilities that result from your activity. Protect yourself by using the Risk Management Process! 

Not sure if your space booking request requires a risk management form?

Examples of space booking requests that require a risk management form submission in addition to the types of events listed above.

• Movies, Trivia, Board Games events
• Workshops and trainings
• Video game events
• Paint or craft events

Examples of events/activities that do not require risk form

• Reoccurring club membership meetings
• Executive meetings

If you are unsure if your activity requires a risk management form to contact risk@carleton.ca.

Complete a Risk Management Form:

1. Access the Risk Management Form using the following link – CU Risk Management
2. Select the type of event you are hosting
3. Provide the required details regarding your event

Failure to submit a Risk Management Form may result in the cancellation or delay of space booking requests, as well as impact future space booking privileges for the accredited student organization/group.

In the case that Campus Safety or the University’s Risk Management Committee mandates the presence of security for an event, such additional services (provided by Campus Safety or otherwise) will be at the full expense of the organization sponsoring the event.

If you have questions concerning the Student Events Risk Management form, please email risk@carleton.ca

Room Booking Form

After reviewing the above policies, you may now proceed to submit your room booking request.

Requests for rooms should be made at a minimum of one month in advance of your event to allow time to secure your risk management approval and processing of requests. 

Booking requests for events that require a risk management form will be conditionally approved pending risk management approval. Note that you may submit the event risk management form for your event with a conditional room booking confirmation.