Space and table bookings
Complete a booking request form to book a table or outdoor space. Please ensure you are familiar with the regulations on bookings before submitting your request.
You will be notified by email when your request has been processed. If you have any questions in the interim, please contact staf2@uvic.ca.
Who can submit
a booking request?
Who can book an outdoor space?
Requests for use of outdoor space on campus may only be submitted by UVic Departments or UVSS-recognized student clubs and must be made at least 10 days in advance of the event date. Neither amplified music nor loud noise are permitted when classes are in session.
Who can book a table or indoor space?
Tables can be booked by student clubs and course unions at least one week in advance. The lobbies of many buildings may be booked, depending on availability. All UVic departments (including the UVSS General Office) wishing to book a table or hallway space are referred to Jan House in Scheduling, local 7587.
Space booking
guidelines
Policy on fountain space
Outdoor space by the Fountain may only be booked or used by University Departments for large, campus-wide events such as Fall Orientation for Students, the President's Welcome BBQ, or the United Way.
Tables
If you require the use of tables, you will need to bring your own or make a request in advance with Facilities Management, or in the case of a student club, enquire at the UVSS general office. STAS does not provide tables for events.
Events involving food
Groups supplying foodstuffs need to have a clear record of who prepared what product and should use all efforts to ensure no products requiring heat or refrigeration are made available for giveaway or sale, unless equipment is present to ensure the necessary temperatures (hot or cold) can be maintained. Most foods should be pre-bought, packaged goods. No alcohol permitted.
Larger events serving/barbequing cooked food should consult/order with the UVic Food Services Catering department by calling 250-721-8603.
Events involving electricity
If there is a requirement for plug-ins, you may need to consult with Facilities Management by calling 250-721-7616.
Table booking
guidelines
- Booking Enquiries are not accepted before the first day of class in the current academic term.
- A maximum of 3 dates per club per term can be approved (of which only 2 may be Bake Sales).
- Only 3 Bake Sale Tables are permitted on campus per week.
- A Bake Sale means baked goods only: no selling of other commercial-type food (hot or cold food, i.e. soups, sandwiches) and no alcohol.
- Information Tables are for club information and may be used to sell tickets to fundraisers. No posters/table banners of events involving downtown bars or alcohol are permitted at these tables.
- Only one table is approved for use and setup. If there is no table in the lobby booked, it is up to the club to provide/find one. The exception is Clearihue Lobby where there is a permanent table available.
- If a UVSS club/course union wishes to have a table(s) delivered to a lobby, this request must go through the UVSS General Office in the SUB. That office will place the order through Facilities Management. There is a fee charged for delivery.
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