TRSM SPECIAL EVENTS & FACILITIES OFFICE
Hosting Events on Campus
Congratulations on being a student leader at the Ted Rogers School of Management. We are glad to
work with you this year, in order to make your student group events a success. This package is
designed to provide you with all the info you need to succeed in events hosted in the University.
Planning events in the University can be tough when you’re unaware of the process. As you read
through the package, we have outlined the steps that need to be considered in your event planning
process. It is broken down by department, and their requirements. We have included a contact list at
the end of this package for your reference. Please take the time to read through the entire document
as it will save you a lot of time in your planning process. Failure to comply with these policies could
result in booking withdrawals for the rest of your events.*
OVERVIEW
FACILITIES & SPECIAL EVENTS OFFICE ……………………………………………………………………………………… 2
LOADING DOCK INSTRUCTIONS ……………………………………………………………………………………………….
4
TRSM TICKER TAPE ………………………………………………………………………………………………………………….
5
RYERSON MEDIA SERVICES ……………………………………………………………………………………………………..
5
TRSM I.T Help Desk
………………………………………………………………………………………………..…………...
5
TRSM CATERING ……………………………………………………………………………………………………………………..
6
CONTACT LIST …………………………………………………………………………………………………………………………
9
APPENDIX A: SET-UP IMAGES ………………………………………………………………………………………………….
APPENDIX B: FURNITURE DIAGRAM LEGEND ………………………………………………………………………….
10
13
*This procedure manual is subject to change, at the discretion of all the departments mentioned in this
manual. Thank you.
TRSM SPECIAL EVENTS & FACILITIES OFFICE
FACILITIES & SPECIAL EVENTS OFFICE
Our department has two main functions in TRSM.
Facilities Management
We take care of:
● Office and furniture needs
● Building concerns (temperature, security of office, office keys, etc.)
● Reporting problems with office phones, computers, and general repairs
Event Management
Services provided include:
● Room bookings in TRSM; referrals to other campus location providers
● Providing skirting, linen, and easels
● Setting up event spaces
When submitting a request to book rooms in TRSM, we need to know from you:
● Event Name
● Date of Event (Alternate Dates)
● Number of Attendees
● Time preference
● Room Preference
● Brief Description of Event
We have created a form for you, which will need to be filled out and submitted with each email request to book
a space for an event. Requests must be submitted at least 10 BUSINESS DAYS in advance. Remember, each
event requires a separate email request with a completed event brief attached to the email.
HINT: The earlier you submit your request for an event space, the higher the chance that we would be able to
accommodate you on campus.
If you need to book a breakout room, please go to: http://www.ryerson.ca/tedrogersschool/bookaroom/
Central Email Template


Subject Line
o Include the Student Group: Event Name and Date of the specific event
o (i.e. RCS: RCS Cares Fundraiser – Sept 30, 2014)
Body
o Include a basic message indicating who you are, and the event you are booking your space for.
Please indicate the date and time of the event in the email.
o Bullet Points are the best
o The more information the better
o Attach your Event brief, and diagram before sending your email for an event
o Include a diagram of your setup (check Appendix A & B for set up types, furniture diagram
legend)
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TRSM SPECIAL EVENTS & FACILITIES OFFICE


If you spoke to someone about your booking, stick to that contact
o i.e. Khadra had meeting with you, she is now your contact for your booking inquiry
General questions should be emailed to one of the event coordinators (see contact list on p.9)
As there are several student groups, we have a few points we would like your team to remember.
1. One Main Contact
Each student group will have one main contact with our office, and that is the only person allowed to
submit requests for event spaces.
2. Use Diagrams
We have given you templates of the CMA Lounge (TRS 1-003) and TRSM Commons (TRS 1-148 & 1-150).
Feel free to customize the setup in each room for your events. Be sure to send that document to us with
a minimum of 10 business days before to your event, in order to have it set up for your event.
3. Be As Flexible As Possible
Make sure you have several different options open for your event in case your first date isn’t available.
The more alternatives you plan for in advance, the easier it is to rearrange dates as needed.
4. Classes Come First
Please remember that we are a University first. Ryerson will not book classrooms until 2 weeks after
that semester has started. Try to avoid having events using classrooms (including Cara Commons) in the
beginning of each semester.
Our office works with other departments in the University, and is the point of contact between your team and
them. Some of the offices we communicate with on your behalf are (students aren’t permitted to contact
them directly):
● CE Department
● University Advancement
● Campus Planning & Facilities Department
Beware of Some Booking Taboos
1. Under the Table Booking
Some external partnerships may request to come to the school as a member of your student group. You
must be aware that external clients are charged for room space in the building. Before agreeing to host
an external group’s event, be sure to speak with your faculty advisor and our office to ensure that your
student group and our Ryerson community will be gaining some value from that event.
2. Double Booking
In the past, we have had multiple members from the same student group office book/cancel rooms
without communicating amongst each other. It is VERY IMPORTANT that we only have one member
from each student group email one person within our office. We do our best to get you a response
within 48 business hours, but please be patient.
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TRSM SPECIAL EVENTS & FACILITIES OFFICE
Capacities of the Room in Different Set – Ups
Set Up Type
As Is/No Setup
Boardroom
Custom
Half Moon (half
rounds)
Hollow Square
Reception
Rounds of 10
Rounds of 8
Rounds of 6
Theatre
U-Shape
CMA Student
Lounge
75
28
64
32
TRSM Commons
(Full)
180
60
160
100
TRSM Commons
(1-148 – North End)
75
24
75
28
TRSM Commons
(1-150 – South End)
75
24
75
24
28
75
50
64
48
70
24
60
180
160
144
102
150
60
24
75
50
56
42
70
20
24
75
50
48
36
60
20
*The capacities are subject to change, and is at the discretion of the Facilities & Special Events Department
** Refer to the Appendix on page 8 for photos of the set-ups
LOADING DOCK INSTRUCTIONS
Address of the building: 55 Dundas St W (Street Address)
Mailing Address: 350 Victoria Street, Toronto, ON, Canada M5B2K3 (specify your office, and student group)
For access to the Receiving Dock:
491 Bay Street (Eaton Centre Receiving – located just under the Bell Trinity Building)
*Look for the 483 Bay Street – larger marking and easier to see – and enter at large ramp/signage saying “Eaton
Centre Receiving
Enter dock and follow signage for Ryerson University/Best Buy/Canadian Tire (our dock is located next to Best
Buy/Canadian Tire)
Please Note:
 Have your delivery service give you a call prior to entering the loading dock, in order to give you a heads
up.
 If you need a contractor’s card for the elevator, or a flatbed cart, please request them from Facilities
office ahead of time. (It isn’t guaranteed, but it is better to request for assistance ahead of time)
 If you are unable to pick-up your delivery, please feel free to ask assistance from Osman, Anna, or our
office. We would leave it in front of our office for your convenience.
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TRSM SPECIAL EVENTS & FACILITIES OFFICE
TRSM TICKER TAPE
As you may be aware, we have a ticker tape at the entrance of the building. This may be used to advertise your
events. In order to request to use the ticker tape you must:
1. Draft a concise message as per policy guidelines
2. Send it to Marketing & Communications Coordinator, Katherine Hollas, for approval
● Her email is [email protected] (Also found on the contact list)
3. Must be done minimum 10 business days in advance
RYERSON MEDIA SERVICES
What they have which may be borrowed:
● High end projectors
● Screens
● Cameras
● General Support
● Video Conferencing & streaming
● Speakers
● Microphones
How to Borrow equipment:
● Register in person at the Media Services office
● Equipment free of charge for same-day use
● OneCard must be presented every time equipment is borrowed
When there is a charge applied to your request:
If you choose to have your equipment delivered and set-up at the location for you (min. 1 hour charge)
On-Site Technician will have labour charge; with a minimum hour requirement (speak to Media Services directly
for more information; Contact information on contact list)
Hourly Charge
● Monday – Friday (9am – 5pm): $55/Hour
● Weekdays after 5pm, Weekends, and Holidays: $85/Hour
WORD OF CAUTION: Media Services requires a Cost Centre (Internal Account) in order to charge your student
group. You must speak to Anna or Osman if you need access to one.
TRSM I.T. Help Desk
If you spoke with Anna, she has registered specific members of your group with the I.T Help Desk (located at TRS
3-059). You would be able to order a basic Media cart from them for your events.
● You will be asked to surrender your One Card during the usage of the cart
● Must book minimum 3 business days in advance at [email protected] (Also found on the contact list)
(*subject to availability for the cart)
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TRSM SPECIAL EVENTS & FACILITIES OFFICE
TRSM CATERING
Events in Ryerson MUST use Food Services. (There are special exceptions, but you must speak with Chef Paul
Huang to get written permision).
Catering Services Offered
● Breakfast, Lunch, and Dinner (Hot and Cold)
● Reception
● (Extra labour charges for Saturday and Sunday catering)
They need to know from you:
● Event Name
● Date of Event
● Number of Attendees
● Time preference
● Room
● Function Type (Reception, Buffet, Breakfast, etc.)
● Budget
HINT: The more information you can provide, the easier it will be to prepare you a quote
Once the email is received:
● Catering will request a meeting
● Confirmed and signed contract is required two weeks in advance
● Final guarantee of number of guests needed three business days in advance
Note: Quotations are only approved once a signed copy is returned to TRS Catering. Signing authority for all
TRS students group is by Anna & Osman
General Time Lines for ordering food are as follows:
General time lines for ordering are as follows;
●
●
●
●
4 business days’ notice for coffee, tea, drinks and pastries
8 business days’ notice for cold items
10 business days’ notice for hot buffets items
15 business days’ notice for any orders with 100 or more guests or VIP status event OR for any order
that falls on a weekend or statutory holiday
Should you not find a menu suitable for your group, our catering coordinator and chef will be more than happy to
assist you in creating a customized menu designed to meet your individual tastes and budget.
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TRSM SPECIAL EVENTS & FACILITIES OFFICE
CANCELLATION POLICY
In the event you must cancel a previously planned event, please contact your Catering Representative as soon as
possible to avoid late cancellation charges. Late fees assessments are based on the following sliding scale:

More than 5 business days prior to you event:
All charges will be waived with the exception of item(s) ordered expressly for the event that we are
unable to cancel with our vendors. (eg. Kosher meals, specialty desserts, specialty linen)

1-3 business days:
50% of all estimate charges as listed on the quotation

Less than 1 business day prior to your event:
100% of all estimate charges
STAFFING GUIDELINES
Our general guidelines for staffing are as follows:
Full Open Bar
One (1) Bartender per fifty (50) guests
Served Meals
One (1) wait staff per fifteen (15) guests
Receptions
One (1) wait staff per twenty to thirty (25-30) guests
WAIT STAFF
If your event requires wait staff, they will be assigned to your event for set-up and will remain on –site
throughout to maintain food and beverages at the rate of $25 per server, per hour minimum 5 hours. Staff will
also be responsible for the complete cleanup of your event.
If your event requires a bartender, there is a minimum 4 hour charge. Within the 4 hours is a 1 hour set up, 2
hour bar service and 1 hour clean up. Bars are billed on consumption which includes opened bottles
If your event is after 5:00 pm Monday to Friday wait staff is required according to the staffing guide and is
charged at $25.00 per hour. All weekend events require wait staff according to the staffing guide and charged at
$25.00 per hour
DELIVERY AND SET-UP FOR NON-STAFFED EVENTS
Food and beverages delivery time is at least 15 minute prior the start of your event and all items will be
unpacked and set-up to create a visually appealing display. For events under $150, a $15 delivery fee may be
assessed.
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TRSM SPECIAL EVENTS & FACILITIES OFFICE
LINEN AND SKIRTING
White linen is included in the cost of all hot buffet and plated meals. House skirting Ryerson BLUE for your
buffet tables and bars is also included depending on availability with TRS facilities.
Banquet table 8 foot or 6 foot tablecloth size 120” by 54 “
rate $8.00
Cruiser tables or 5 foot round tables tablecloth size 81” by 81” rate $8.00
Round tables 6 foot seats 10 table cloth size 120” by 120” rate $16.00 special order two weeks’ notice
Specialty linens, flowers, centerpieces, and chair covers are available for an additional charge.
Please speak with your Catering Representative.
DINNERWARE
White china, glasses, and stainless steel flatware are available at an additional cost of $3.50 per guest. A china
service will require wait staff as per staffing guide.
For non- china events, we provide disposable (compostable and /or recycle) packaging, dinnerware, and cutlery
at no extra charge.
TRS catering must recover all equipment from the delivery locations, please notify the catering department of
the new location if any equipment is moved. Any catering equipment that is not recovered within 48 hours will
be billed to your order. If the equipment is returned the charge will be credited back.
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TRSM SPECIAL EVENTS & FACILITIES OFFICE
CONTACT LIST
TRSM Facilities and Special Events Office
Office: 1-009
(To the right of the elevators on 7th floor)
Phone: 416-979-5000 ext. 2407
Rita Lingner
Manager, Facilities and Special Events
Email: [email protected]
Phone: 416-979-5000 ext. 2469
TRSM Catering
Ellie Joung
Catering Coordinator
Office: TRS 1-164 (Demo Kitchen)
Email: [email protected]
Phone: 416-979-5000 ext. 3293
Ryerson Media Services
Facilities and Special Events Coordinator
Email: [email protected]
Phone: 416.979-5000 ext. 6746
Office: KHE 227
E-mail: [email protected]
Phone: 416-979-5000 ext. 4444
Website:
www.ryerson.ca/ccs/resources/mediaservices/
Khadra Abdulle
TRSM I.T Help Desk
Facilities and Special Events Coordinator
Email: [email protected]
Phone: 416.979.5000 ext. 6776
Phone: 416-979-5000 ext. 7455
Email: [email protected]
Susan Harrington
Booking Sears Atrium
Farah Rodrigues
http://www.ryerson.ca/searsatrium/
Facilities and Special Events Coordinator
Email: [email protected]
Phone: 416.979.5000 ext. 2501
TRSM Marketing
Katherine Hollas
Ryerson Security
Marketing & Communications Coordinator
Email: [email protected]
General Inquiries: 416.979.5040
President’s Office
Kanizehn Patel
Executive Assistant
Email: [email protected]
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TRSM SPECIAL EVENTS & FACILITIES OFFICE
APPENDIX A: SET-UP IMAGES
Reception
Theatre Style
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TRSM SPECIAL EVENTS & FACILITIES OFFICE
Rounds of 8 – CMA Lounge
Rounds of 8 – TRSM Commons
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TRSM SPECIAL EVENTS & FACILITIES OFFICE
Boardroom Style
Hollow Square
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TRSM SPECIAL EVENTS & FACILITIES OFFICE
U-Shape
APPENDIX B: FURNITURE DIAGRAM LEGEND
Image
Type of Furniture
Podium
Chair
8 ft. Table
Round Table
Cruiser Table
Coat Rack
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