Space Usage Terms and Conditions

General

A booking request on behalf of a recognized student group must be submitted by a Student Organization Booking Officer recognized by the University.

Reservations will only be considered if the Event date falls within the current academic year.

A reserved space may only be used by the individual or group which reserved it. It is prohibited to transfer a reservation to another individual or group without prior notice to, and written authorization.

Reservations for the CSU Lounge and Cafeteria must be made a minimum of 10 business days in advance to be considered for review. The CSU Kiosk, Art Nook, Mezzanine Tables, and Modular Conference Room must be requested a minimum of 2 business days before the proposed event date.

The Requestor understands and agrees that a booking request is subject to the CSU’s prior review and approval and that during this review and approval process:

• • The CSU may, at its sole and absolute discretion, decline an Event or conditionally approve an Event based on the Requestor’s respect of certain conditions;
  • Further information regarding the Event may be required. It is the responsibility of the Requestor to provide the CSU with accurate, complete and up-to-date information within the delay set forth by the DSA, and to inform the CSU of any new or relevant information regarding the Event that may occur after receiving approval from the CSU to hold the Event, failing which the request may be declined or the approval of the Event rescinded, as applicable;
  • Note that any new or relevant information received after approval will entail a revision of the Event and, as such, the Event remains subject to an additional approval;
  • The University may determine that Security is required during the Event, at the Requestor’s cost.

The Requestor recognizes and agrees that:

• • Until the Requestor receives the CSU’s written confirmation that its booking request is approved, the Event will not take place and the space is not booked;
  • The Event location may not be advertised until receiving written confirmation of the booking of the space;
  • The CSU reserves the right to suspend future booking privileges for any Requestor who fails to provide complete and accurate information when submitting the booking request or who fails to update such information as provided in this booking request;
  • They will pay all Event-related costs and fees invoiced to them by the CSU and University;
  • They will clean and tidy the venue, discard the trash at the end of the Event, place the furniture back to its intended location, and return any borrowed items to the CSU office. It is understood and acknowledge that should the Event location require additional cleaning, at the sole discretion of the DSA, the Requestor will incur the charges for any resulting clean-up costs;
  • They must and will advise the CSU if registration fees or donation fees are charged to Event attendees, in which case the CSU may, at its sole discretion, charge the Requestor fees, in addition to any other fee payable hereunder, for the use of the Space;
  • They will obtain the University’s Media Relations Department’s written approval prior to inviting media to the Event;
  • The Requestor agrees and undertakes to be responsible for ensuring that all University policies, regulations, rules, procedures, and terms are followed by the Requestor and his/her/their agents, representatives, employees, officers, directors, governors and invitees, without limiting any Event-related policies, including, but not limited to:
    • Policy on the Temporary Use of University Space (VPS-24)
    • Policy on Student Associations and Groups (PRVPA-10)
    • Policy on Campus Public Safety and Security (VPS-20)
    • Policy on the Display of Posters (SG-1)
    • Policy Concerning Minors on Campus (VPS-8)
      • Declaration
      • Parental Waiver

Alcohol-related events

If the Requestor wants to serve/sell alcohol at the Event, the Requestor must:

• Ensure that the Event complies with the Policy on the Sale and Service of Alcohol on University Premises (VPS-3);
• Complete and return to the DSA a “Waiver Form for Alcohol Related Events” at least twenty (20) business days prior to the Event. All requests to serve/sell alcohol at the Event may be refused at the sole and absolute discretion of the CSU and shall be subject to such conditions as the CSU shall communicate to the Requestor as well as to all applicable laws and regulations;
• Apply to the Régie des Alcools, des Courses et des Jeux du Québec (“RACJ”) for an alcohol permit at least fifteen (15) days in advance of the Event.  It is the Requestor’s responsibility to obtain any and all applicable permit(s);
• It is the Requestor’s responsibility to comply with the Procedures for the sale and service of alcohol set out in the Waiver, as well as the regulations per the Alcohol Reunion permit;
• If the Requestor fails to secure the permit(s) from the RACJ, the sale or service of alcohol at the Event is not authorized by law and by the University;
• At least two (2) business days prior to the Event, submit to the DSA a copy of all alcohol permit(s) that are required.

All applicable waiver(s) and permit(s) must be posted and visible onsite at all times during the Event.

Food-related events

If the Requestor wants to serve/sell food at the Event, the Requestor must:

• Ensure that the Event complies with the Policy on Food or Beverage Service on University Space (VPS-7);
• If the Event is catered, include the name of the caterer in the reservation form. A list of university approved caterers can be found here. Any costs incurred for catering will be paid by the Requestor;
• If the Event is self-catered, comply with Procedures for Sale or Service of Food on Campus and, if applicable, complete and return to the DSA a “Waiver Form for Self-Catered Events” and comply with the requirements described therein, including requesting and receiving all applicable permits, such as the Special Event permit from the Ministère de l’agriculture, Pêcheries et Alimentation de Québec (“MAPAQ”). It is the responsibility of the Requestor to obtain all applicable permits. For self-catered Events please ensure that your Event complies with the requirements and processes laid out in the Quebec provincial “Guide for Food Handlers”;
• If the Requestor fails to secure any required permits, the Requestor will not be allowed to self-cater the Event.
• At least two (2) business days prior to the Event the Requestor must submit to the DSA a copy of all food permit(s) that are required.

All applicable waivers and permits must be posted and visible onsite during the Event.

CSU Specific Space Usage Policies

Conference Room:

This policy applies to the Executive and Modular conference rooms in the CSU offices at H-711. 

Repeated misuse of the conference rooms will result in booking privileges being revoked.

The CSU reserves the right to cancel any reservation on short notice or at any time by giving verbal or written notice to the booking party.

Requestor and Guests  must:

1. Respect the hours of reservation. That is, please arrive on time, and do not extend your meeting beyond the reserved time frame. This is a shared space, and others may need the room after your meeting has ended.
2. Factor in the amount of time needed to clear the office once the meeting has ended. This is especially important if your reservation ends at 5:45 pm. We ask that you please end your meeting punctually and leave the premises by 6:00 pm, so that the CSU office may close on time.
3. Keep all noises minimal. They can easily become distracting to others who share the office space.
4. Respect that this space is intended to hold meetings. Please note that this is not a study space. Priority will be given to CSU and club meetings, as well as club activities.
5. Clean up all food and drinks after the  meeting has ended. To dispose of any food, we ask that you please use the compost bin in the CSU kitchen, so as to keep the conference rooms scent-free. If any dishes or cutlery were used during your meeting, we ask that you please wash and return them to the kitchen. Drink spills will result in an invoice for cleaning services, which can go up to $200, depending on the severity of the stain.
6. Return all borrowed furniture to its original place after the meeting has ended.
7. Leave the office in the same good condition that it was found in upon.

Mezzanine Information Tables:

This policy applies to the four CSU information tables on the Mezzanine of the Hall building.    

Student organizations registered with the Dean of Students Office for the current academic year and fee levy groups may request the use of the CSU information tables. 

Such organizations may reserve a table, pending availability, up to four (4) days per month for activities in line with the objective of the organization. 

Groups are not permitted to transfer reservation(s) to organizations external to Concordia. 

The following are not permitted on the CSU information tables: 

• • Commercial activity (excluding bakesales)
  • Solicitation away from the table
  • Music
  • Projectors and screens
  • Additional fixtures like board, clothing racks, and more;
  • Publicizing beliefs that do not support an environment of tolerance and mutual respect
  • Flyering away from the table;
  • Higher risk foods;
  • Appliances, including percolators and kettles

TV monitors are permitted only if they are placed behind the table and kept at a minimum volume level.

Users must be present at the designated table at the time indicated in their booking.  Failure to do so can result in the cancellation of the booking without prior notice.  The designated table will then be reassigned to an interested party.  

Repeated failure to use the CSU information tables when booked will result in the loss of your booking privilege for a month.   

Inappropriate use of the CSU information tables will result in the loss of your booking privileges for a minimum of a month to a maximum determined by the CSU, depending on the severity of the violation. 

   Users will conform to and comply with Concordia University’s guidelines, regulations and policies outlined in the official Concordia University policies site.

  The CSU reserves the right to remove anyone from the premises that is objectionable or unruly.  

 The CSU reserves the right to cancel a booking at any time by giving verbal or written notice to User.

Terms and Conditions for Bake Sales  

Only low-risk food items may be served to students. To learn more about what constitutes low- and high-risk foods, visit the Concordia page on Food & Catering for Events, under “Helpful Definitions”.  

Food items must be labeled and individually packaged in plastic wrap. 

 Food items and beverages must be distributed by the representative to the student. Organizers cannot allow students to handle food items intended for mass distribution to other students, in order to minimize the spread of possible contamination. 

Uses of appliances, including coffee percolators and kettles, are not allowed onsite. We recommend the use of insulated beverage dispensers to serve hot beverages. 

All food items must be covered (plastic wrap) to avoid contamination. Label all items to be served/sold and follow the procedure on how to handle food described in the Food Waiver.

CSU Specific

The CSU views providing and maintaining safe spaces for the Concordia community as of the utmost importance. A safe space means a harassment-free space for everyone, regardless of sex, gender, gender identity and/or expression, sexual orientation, disability, physical appearance, age, language, body size, race, ethnic or national origin, nationality, civil status, religion, political opinions, socioeconomic status, or otherwise. We aim to ensure that our spaces are supportive, where all can feel comfortable to express themselves and share with others without fear of discrimination or reprisal.

In particular, we would like to highlight some ground rules to ensure everyone feels safe:

• Respect others’ physical and emotional boundaries. 
• Respect others’ identities and backgrounds. 
• Respect others’ pronouns and names.  
• Do not make assumptions or judgements about others, for any reason.  
• Remember that we are all learning. If you make a mistake, apologize and ensure that you do better next time.
• If you witness any abusive or inappropriate behaviour, please let security or a CSU representative know. 

Minors on CSU Property

For the purpose of the present section, “Minor(s)” means any person or people under the age of eighteen (18) who is/are not a student(s) of the University. The Requestor must complete the following for any Event involving Minor(s) on University space:

• At least thirty (30) days prior to the Event, the Requestor informs the University’s Insurance Specialist of the Details of the Event by filling out a Declaration of an Activity Involving Minor Children and remitting such completed declaration to the Insurance Specialist;
• All parents of Minor(s) registering and/or attending the Event must, at least one (1) business day prior to the beginning of the Event, sign and submit to the Requestor, a waiver in favour of the University using the Parental Waiver form.

Cancellations and Modifications

Cancellations and Modifications initiated by the Requestor:

•  Please notify the CSU as soon as possible of any cancellations or modifications to the reservation to allow other groups access to the space
•  Please note that certain modifications to booking requests, in particular those that change the nature or requirements of the Event may lead to the revision of the reservation request and/or revocation of the booking approval by the CSU. In the case of major modifications to an Event reservation, please notify the CSU as soon as possible to allow the CSU time to review the modifications. 
• Any Event-related cost and fees incurred despite the cancellation (A/V rental, Security services, and more) will be the responsibility of the Requestor.  

Cancellations and Modifications initiated by the CSU:

• The CSU has the right, at any time, to cancel or modify a booking and/or Event for reasons including but not limited to:
  • Circumstances outside the CSU control, including Force Majeure and renovation/repair
  • Situations that require the prioritization of CSU activities in accordance with CSU mandates and policies
  • Violation and/or neglect of University and/or CSU policies/regulations
  • Situations where the intended use of the venue will present a danger, safety or security risk or may cause damage or harm to the venue, equipment, property of the CSU and/or Concordia University, the Concordia community or any other person inside or around the space.
• For reservation series, the CSU reserves the right to take back the space with a 40 days written notice.

Information and Event

By submitting a Booking Request the Requestor hereby certifies that all the information he has submitted to the CSU, as well as the information about the intended use of the space, is true, complete and accurate.

Charges and Limitation of Liability

The Requestor is responsible for all Event-associated charges (such as space rental, set up costs, electrical, mechanical, Security support, applicable permits, theatrical and music rights and tariffs due as a result of the Event, cancellation fees, late fees, catering, cleaning costs, if any, following the Event, etc.), any theft or damage to University property. If the Event is canceled, the Requestor shall be responsible for all Event-related costs incurred by the CSU and or the University at time of cancellation, and for any and all applicable cancellation fees.

The Requestor is responsible for and undertakes to indemnify and hold harmless the CSU from and against any and all liability, suit, action, dispute, investigation, claim, arbitration, order, summons, citation, directive, ticket, charge, demand or prosecution, whether legal or administrative or any other proceeding (“Claim”) of any nature whatsoever, and any expenses or, in respect of any Claim or matter, all losses, damages of any nature whatsoever (including without limitation injuries to persons, loss of life, loss or damage to property), liabilities, deficiencies, costs and expenses (including all legal and other professional fees and disbursements, interest, penalties and amounts paid in settlement) arising as a consequence of that Claim or matter, (“Damages”) incident thereto, whether for injuries to persons or loss of life or loss or damage to property occurring on, in or around CSU property and arising out of the use and/or occupancy thereof by the Requestor and/or its invitee(s) or as a result of any infringement, violation or misappropriation of any third party’s right, including without limitation any intellectual property right or arising out of any breach of the Requestors obligations hereunder. For greater certainty and without in any way limiting the generality of the foregoing, in no event shall the CSU be liable for any indirect, special, incidental, consequential or punitive Damages or for loss of profits, regardless of the form of Claim, even if the CSU has been advised of the possibility of such Damages.

If the CSU, without fault on its part, should be made a party to any Claim commenced by or against the Requestor, then the Requestor shall protect, indemnify and hold the CSU harmless and shall pay all costs and expenses and legal fees incurred or paid by the CSU in connection with such Claim. The Requestor shall also pay all costs, expenses and legal fees that may be incurred or paid by the CSU in enforcing the terms, obligations and conditions of this agreement.

In addition, the Requestor acknowledges and understands that he/she/it has the sole and absolute responsibility for any damage to property or injuries or death to persons caused directly or indirectly by the Requestor’s activities in, on or around the CSU property and at the Event.