SOCIETY SPACE
BOOKING
PACKAGE
2014-2015
Available online at: dsu.ca/societies/events
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Table of Contents
Section 1: How to Book
SUB
3
Campus Bars
3
University Space
3
Locally Managed Spaces
4
Section 2: Rules & Regulations
Alcohol
6
Food
7
Advertising
Audio Visual
9
9
External Suppliers
Decorations
10
10
Copy Right & Licensing
11
Fundraising
11
Additional Fees
12
Appendix A:
SUB Food Fact Sheet
13
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The following information has been packaged as a resource for societies who want to book
space on campus. Section 1 describes the booking process and provides contacts for a variety
of spaces on campus. Section 2 will prepare you to answer a number of booking related
questions about appropriate space use and event related services that your society may
require.
SECTION 1: HOW TO BOOK
In the SUB
Visit www.dsu.ca/booking and complete the online request form. Allow 2 business days for a
reply.
A. Meeting Rooms - Due to demand, it is recommended that you book at least 1014 days in advance where possible.
B. McInnes Room – Given the demand for dates, it is suggested that you list an
alternate date in the “Additional Comments” section.
Any questions can be directed to Jude [email protected] in the DSU Meeting & Event
Management Office (Room 212, 2nd floor, SUB).
Campus Bars
To book the Grawood or the T-Room please contact Greg Wright (Director of Licensed
Operations) at: [email protected].
To book space in the University Club Pub, contact Janice Tate @ 494-3492 or
[email protected]
To book the Grad House, contact Matthew Soule @ 494-3816 or [email protected].
On Campus – University Space
Follow the steps below to book outdoor space on campus or a room in any of the academic
buildings listed here: http://www.dal.ca/dept/facilities/book-a-room-on-campus.html
1) Ensure your society has been ratified by the DSU. Visit: http://tigersociety.dsu.ca
2) Attend a DSU risk management and society space booking session to be advised of the
rules and regulations of university space booking. Contact Holly MacDonald at
[email protected] or 494-1106
3) To submit an online booking request go to: http://fm.dal.ca/event_book.php
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Things to Consider:
 Provide detailed information about your specific room requirements and event
related needs. Do you require a particular set-up, will you want to serve
refreshments, or require poster boards, etc.?
 The risk section of the portal replaces the DSU’s risk management form; you do not
need to separately submit a risk management form to the society coordinator.
 If your space request is submitted within 5 business days of your event, mark as
Urgent
 Marking your request as urgent does not guarantee that your booking can be
accommodated, as all of the necessary resources may not be available.
 If your society is not listed in the society name drop down menu, but you can confirm
that you are currently ratified, select the top blank field and enter your society name
in the description field. Be sure to follow up with [email protected] to get
added to the drop down list.
On Campus – Locally Managed Spaces
There are a number of spaces managed by departments around campus that do not fall into any
of the above categories. We have attempted to list the spaces, who you need to speak with to
book and any conditions on availability. This list is a work in progress and new spaces are
continuously being added.
SPACE
WHO CAN BOOK
CONTACT
LOBBIES
Sub Lobby
Ratified societies
Jude Roberston;
[email protected]
Complete form at
dsu.ca/booking and wait for
reply by email.
Libraries.dal.ca Locations &
Services left hand side, under
“On Site Services” and
complete form
Killam Atrium
Any student
LSC – Milligan Room
(8th floor lounge, Earth
Sciences)
Any Student
Norma Keeping;
[email protected]
Darlene Van de Rijt;
[email protected]
Health Professions
Societies or students
Jude Roberston;
[email protected]
LOUNGES
LSC – Biology Lounge
Health Professions
Lounge (4th Floor
5
Dentistry)
Chemistry Lounge
(excluding Dentistry
and Medicine
students)
Chemistry students
only
Cheryl Stanton;
[email protected]
Computer Science
Case-by-case
bookings, must be
associated with the
Computer Science
Society
Anne Publicover;
[email protected]
Studley Gym
Studley Dance Studio
Pool (25-meter lane)
Outdoor Sand
Volleyball Court
Wickwire Field
Anyone; fees apply
Email [email protected] or
call 494-6467
Sexton Gym
Anyone; fees apply
[email protected]
Killam Rooms
Any Student
libraries.dal.ca
Locations & Services
Workspaces -> study rooms
Dal After Dark Spaces
(Sexton & Studley
Campuses)
Medjuk Building
(1st year grad planning
studio)
Tupper Link, Foyer,
and Commons
Alcohol-Free Events,
typically evenings &
weekends only
Candace Fougere;
[email protected]
Arts Center
(Theaters &
Classrooms)
University Club
Anyone; fees apply
Grad House
Anyone
ATHLETICS
OTHER
Residence Meeting
Space
Martha Barnstead;
[email protected]
Any Student (Med
students book online
through IT)
Anyone; fees apply
Paul Bourgeois;
[email protected];
https://meditbookings.med.dal.c
a/virtualems
Rosemary Doubleday;
[email protected]
Janice Tate;
[email protected]
Matthew Soule; [email protected]
Conference Services: 4942429
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SECTION 2: RULES & REGULATIONS
All societies hosting events involving alcohol or food service, organized travel, formal
instruction, moderate-high physical activity, or other increased safety risks are required to
submit a completed DSU Risk Management Form to the DSU Society Coordinator
ALCOHOL
In order to include alcohol service at an event on campus, you must first read and abide
by the
University’s Alcohol Policy
On Campus - SUB



Alcoholic Beverage Service in the SUB must be arranged through DSU Bar Services.
They are responsible for supplying and serving all alcoholic beverages in the SUB.
Societies wishing to have alcohol at their event should request this service at least two
(2) weeks prior to the event date.
Bar service requests can be processed by the Director of Reservations when you book
the event room, or by contacting Greg Wright (Director of Licensed Operations) at:
[email protected]
Product information & pricing on this service can be found at: Bar Services
On Campus – University & Locally Managed Spaces
Alcoholic Beverage Service on campus must be arranged through DSU Bar Services (with the
exception of events in the University Club, or Grad House as they both manage their own
licenses). DSU Bar Services is responsible for supplying all alcoholic beverages on campus.
There are two options:
1) Bar Services can provide certified and qualified servers and bartenders for events of any
size. The bar set-up, glassware, ice, and product requested will be provided.
2) Societies can provide their own bartenders IF they have smart serve or equivalent
training and can demonstrate proof of certification to the Director of Licensed Operations
– Greg Wright.
For either option, you will need to contact [email protected] or 499-2099, but be prepared to
discuss the following:
1) Do you want a cash bar, or to bill a host bar to a single client?
2) Do you have a room or building of preference?
3) It can sometimes take up to 10 business days if a special license is required.
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4) How many guests are you expecting?
5) How will you be setting up the room? All rooms have a maximum occupancy load
depending on whether you want to use round tables, a standing reception, etc.
6) Will guests under 19 years of age be attending?
Food & Non- Alcoholic Beverages
On Campus - SUB
Also available online: Food Information Sheet
If you are interested in having food at your meeting, there are two (2) options available to you.
1) Catering can be ordered through DSU Eats at 494-2126 [email protected] or online at:
https://dalhousie-cgc.catertrax.com/ No other caterer is permitted to operate in the SUB
2) Your society can bring snacks/food to your meeting but only if ALL of the following 4
conditions are met:
a. You are a ratified DSU Society
b. Your group numbers 25 or less
c. You have completed a Risk Management form AND have been approved.
d. Provide a copy of the Food Permit OR a copy of the email from a food inspector
indicating that a permit is not required to SUB Meeting & Events, Room 212
during regular business hours.
If you cannot meet any of the above 4 conditions, then you must use DSU Eats to cater your
event.
Special Exception:
1) Baked Goods – If you are only bringing baked goods then condition (iv) is not required.
But hazardous baked good s requiring refrigeration are not permitted (cheesecakes,
meringue topped pies, cream filled pastries, etc.).
Steps to getting a Food Permit or determining if it’s required:
1) Complete the Temporary Food Permit application. It can be found at
http://www.gov.ns.ca/agri/foodsafety/applications.shtml. See the section Food –
Temporary events.
2) Submit to:
Nova Scotia Department of Agriculture, Agriculture and Food Operations
Food Protection and Enforcement PO Box 890 (Harlow Institute), Truro, NS B2N
5G6
3) Please submit at least 2 weeks in advance of your event. If you apply late and the
application is not processed in advance of your event, then external food will not be
permitted in the SUB.
Questions? Call toll-free 855-893-5309 or 902-893-5311 • Fax: 902-896-2381 to submit
If you are approved to bring food to your meeting:
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1) Your society is responsible for all clean-up associated with the food/beverage service
including composting any leftover food, clearing tabletops of all food related items, etc.
2) If you fail to clean up, then a cleaning fee of $50-$100 will be levied to the society.
Any questions on this can be directed to Jude Robertson: [email protected] 902-494-3528
On Campus – University




Caterers: If you wish to arrange catering through a food service provider other than
Aramark or the University Club, the company is required to have a minimum of $5 million
in liability insurance. Your society will need to obtain a copy of that food service
provider’s certificate of insurance with Dalhousie University listed as an additional
named insured. The provider must also be able to meet minimal food storage hot/cold
requirements. Pizzas are usually an exception to this rule, but please confirm that with
Event Bookings. *Societies do not need to obtain permits from the NS Department
of Agriculture for this type of food service.*
Aramark is the exclusive caterer for Dalhousie Residences.
Societies are responsible for submitting a Service Request to [email protected] to have
the space cleaned up after your event if food/refreshments will be served. Otherwise,
facilities management reserves the right to charge you post-event for any mess left
within the space as a result of your booking.
BBQs: The NS Department of Agriculture (NSDA) requires that you obtain a Temporary
Event Food Permit if you wish to organize a BBQ where food will be sold. Typically, if
you apply for this permit more than 5 times per year, you will also be required to have a
person who has completed training in food safety acceptable to the NSDA on site at all
times during the operation of a Temporary Event food service and when foods are being
prepared. However, the NSDA reserves the right to mandate this condition even if you
have applied for less than 5 permits per year. The NSDA asks that you submit your
permit application approval a minimum of 30 days prior to the event. The fee for a onetime use permit is $13.90 but if your proceeds are going toward a non-profit charity then
you can request to have the fee waived. The NSDA also restricts the type of foods that
you can serve at a BBQ based on the principles of food safety. A Food Safety Specialist
will advise on what foods may or may not be allowed. More information is available at:
http://www.novascotia.ca/agri/programs- and-services/food-protection/retailers/
*If you are not selling food* no permit is required, but you must meet the following
conditions:
 The event is temporary (not weekly, biweekly)
 Serve only prepackaged, precooked meat, prepackaged vegetarian products or
raw, whole vegetables and/or fruit
 Appropriate food handling materials including gloves, clean utensils, etc.
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
Keep hot food hot and cold food cold. Food must either be kept hot at a
temperature of 60 degrees Celsius or higher, or cold at a temperature of 4
degrees Celsius or lower until served.
If your society members/volunteers who will be helping with food service do not have
food safety training, please provide them with this link and ask them to review the
guidelines: http://novascotia.ca/agri/documents/food-safety/volunteer-foodservice.pdf


Potlucks: First, check to ensure that the building does not have a contract with another
service provider that would prevent you from hosting the potluck there. If the event is for
society members only, then the NSDA does not require that societies obtain a temporary
event food permit. Societies will still need to follow basic food handling guidelines:
http://www.novascotia.ca/agri/programs-and-services/food-protection/factsheetspublications/. Societies will also need to ensure that they have requested enough time
during their booking for proper set-up, room layout and clean-up.
Bake Sales: Temporary Event Food Permits are not required for bake sales, on the
condition that only schedule B foods are sold. If you are unsure about a certain product,
contact someone from the NSDA. For a list of foods that would require a permit, trained
food handlers and proper hot or cold food storage conditions, see examples of schedule
A foods. LSC Common areas on the 2nd and 3rd floor are typically used for bake sales,
but you still need to submit a request to use the space via the booking portal.
Advertising
On Campus – SUB
Preparing your ads for events HELD in the SUB

All advertising that mentions society events held in the Dalhousie Student Union Building
(SUB) (but not the Grawood) must be approved by the Meeting & Event Management
office prior to it being distributed to the public. Advertising materials should mention the
SUB as a venue only. It should not appear as if the event is being sponsored or
organized by the Dalhousie Student Union (DSU). Advertising cannot mention alcohol
service or pricing.
Posting your ads in the SUB
 Societies can post their advertising on the two public bulletin boards. The posters are
date stamped at the DSU Information Center. Posters on walls/windows/doors are not
permitted.
On Campus – University & Locally Managed Spaces

If you intend to advertise your event throughout HRM, please remember to respect the
environment and the HRM by- laws. It is illegal to put posters on power poles, trees or
other signposts. Under Bylaw S-800, posters can only be placed on community kiosks or
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
notice boards, approved by the municipality. Anyone who violates the bylaw can face a
penalty of a minimum of $250 and a maximum of $10,000.
If you intend to advertise your event off campus in any local media (publicly promoted),
please call Communications & Marketing at 494-2517 to ensure compliance with
University standards before launching an advertising campaign.
Posting your ads on campus
 Each building has its own set of guidelines on where you can post ads, what materials
can be used and how long they can stay up. It is always best to stick to general use
bulletin boards.
 If you want to have your ad on a poster board in a building lobby, be sure to include this
requirement when you request to use the space. Alternately you can email
[email protected] or use the locally managed spaces contact table included in this
document, to determine who to contact.
A/V Equipment at your Event
On Campus – SUB
The SUB has a varied inventory of sound /lighting equipment for events and meetings held in
the SUB.
Any a/v required at your SUB activity, can be requested at the time of booking. Fees may be
applicable for some equipment and society will be notified of any fees at time of booking. Any
questions on a/v equipment can be directed to [email protected]. Last minute requests may
not be able to be accommodated so please request equipment in advance where possible.
On Campus – University & Locally Managed Spaces

After submitting your booking request, send your audio/visual requirements to the
university’s AV Department by emailing: [email protected]
External Suppliers
On Campus - SUB
If you are having ANYTHING delivered to your event, please make sure you let the Meeting &
Event
Management Office know in advance. This would include items like poster boards, specialty
furniture, helium tanks, flowers.
Be prepared to answer the following:
Who is the company delivering/picking up the items?
What are the delivery AND pickup times?
Will you require time to set-up and dismantle the items?
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On Campus – University
See above. In many cases, the supplier will need to provide you with a certificate of insurance
with Dalhousie University listed as an additional named insured.
Decorations
On Campus – SUB
Signs and/or posters are not to be placed on any wall surface, door or window on the interior or
exterior of the facility without prior permission. Any decorations affixed to the walls and/or
ceiling must be removed at the end of the event. A cleaning charge may apply if items are not
removed.
When a professional company is contracted by the Society to decorate for an event, the time
required by that company for set-up and teardown must be included in the booking time and
shall be considered when determining rental rate (if applicable).
Helium deliveries will be accepted no more than 2 days prior to the event. Confetti and similar
substitutes are not permitted in the SUB. Candles are not permitted.
On Campus - University
Guidelines will be different for each space; be sure to ask this question of the space booking
team (or the person with whom you have booked the space) during the time of your booking so
that you do not violate any rules or regulations.
Copyright & Licensing
On Campus – SUB
Societies are expected to ensure that they have all necessary copyright approvals to show a
film when booking rooms in the SUB.
On Campus – University & Locally Managed Spaces
If you intend to show a film on campus, please ensure that you secure the appropriate viewing
rights. For help with this, please contact the Copy Right office at 494-4346 or email:
[email protected]. Before you can officially book a room, you must provide the appropriate
confirmation of copyright approval to the space booking team.
Fundraising
On Campus - SUB
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If requested, societies must be able to provide proof (email or letter from a representative from the
charity) that the funds generated are going to the charity and that the activities are endorsed and
approved by the charity. Societies should not be fundraising for a charity without their prior consent.
On Campus – University & Locally Managed Spaces
If admission is being charged for any student society event being held in a classroom, 100% of
the proceeds must be given to a charity or non-profit organization. As this is considered a
charitable donation by Revenue Canada, contact information must be collected from all guests
so that the applicable charity may issue tax receipts to the participants. Alternately, if someone
is officially registered to fundraise on behalf of the charity, they may write receipts out for guests
during the event.
If registration fees are being charged for an event, room rental charges may apply. For more
information please contact conference services at [email protected] or phone: 902494-3831
Raffles & Lotteries
If requested, societies must be able to produce the lottery permit # when tickets are being sold
for a raffle /lottery/draw. A lottery permit can be obtained from the NS Alcohol and Gaming
division and a fee is not applicable if the prize is valued at less than $500. See
http://www.novascotia.ca/snsmr/pdf/agd-application-for-lottery-permit-under-500.pdf to obtain an
application and information on submission. Note: you cannot sell tickets on alcohol products.
Additional Fees
While many societies are fortunate enough to not have to pay to book space on campus, there
are still a number of ancillary charges that you may be responsible for paying depending on the
nature of your event if booking University Space.
 List of Facilities Management Fees: http://www.dal.ca/dept/facilities/services/charge-outrates.html
 Security charges may be applicable if the event times are outside of the regular building
hours. To extend a buildings hours there is a 4 hour minimum call in for Security.
 Custodial charges may be applicable based on the number of people attending the
event, seasonal debris, catering, etc. Any estimate for custodial must be paid in full prior
to the actual event date.
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SUB Food Fact Sheet
If you are interested in having food at your meeting, there are two (2) options available to you.
1. Catering can be ordered through DSU Eats at 494-2126 or at [email protected]. No other caterer is
permitted to operate in the SUB.
2. Your society can bring snacks/food to your meeting but only if ALL of the following 4 conditions are
met:
i) You are a ratified DSU Society
ii) Your group numbers 25 or less
iii) You have completed a Risk Management form AND have been approved.
iv) Provide a copy of the Food Permit OR a copy of the email from a food inspector indicating
that a permit is not required to SUB Meeting & Events, Room 212 during regular business
hours.
If you cannot meet any of the above 4 conditions, then you must use DSU Eats to cater your event.
Special Exception:
Baked Goods – If you are only bringing baked goods then condition (iv) is not required. But
hazardous baked good s requiring refrigeration are not permitted (cheesecakes, meringue
topped pies, cream filled pastries, etc).
Steps to getting a Food Permit or determining if it’s required:
1. Complete the Temporary Food Permit application. It can be found at
http://www.gov.ns.ca/agri/foodsafety/applications.shtml. See the section Food Temporary events.
2. Submit to:
Nova Scotia Department of Agriculture, Agriculture and Food Operations
Food Protection and Enforcement PO Box 890 (Harlow Institute), Truro, NS B2N 5G6
Questions? Call toll-free 855-893-5309 or 902-893-5311(Truro) • Fax: 902-896-2381 for
processing.
3. Please submit at least 2 weeks in advance of your event. If you apply late and the application is not
processed in advance of your event, then external food will not be permitted in the SUB.
If you are approved to bring food to your meeting:
1. Your society is responsible for all clean-up associated with the food/beverage service including
composting any leftover food, clearing tabletops of all food related items, etc.
2. If you fail to clean up, then a cleaning fee of $50-$100 will be levied to the society.
Any questions on this can be directed to:
Jude Robertson, Meeting & Event Management, DSU [email protected]
902-494-3528