Policy 28 - Use of University of Ottawa Facilities and Services

Approved Executive Committee of the Board of Governors 67.23

USE OF UNIVERSITY OF OTTAWA FACILITIES AND SERVICES

PURPOSE

1. This policy outlines the rules governing the reservation of University of Ottawa facilities and the use of University services for non-academic purposes. (Academic refers to credit or non-credit courses recognized by the University.) This policy should be applied in conjunction with Procedure 4-8.

RESPONSIBILITIES

2. Reservations and Conventions (Materials Management Services) is responsible for co-ordinating and processing requests for the use of on-campus facilities and services by internal or external users, in a way that ensures a) the best and widest possible use of these services and facilities and b) essential "one-stop-shop" for clients.

FACILITIES

3. Priority always goes to academic activities, which means that facilities are available only when they are not needed for teaching.

4. Reservations and Conventions Service can limit the number of rooms or facilities that a user is alloted.

RESERVATIONS AND CONVENTIONS: USER CATEGORIES AND FEES

5. Fees are divided into three categories:

  • a) Institutional Groups and Internal Activities

    This category is made up of University faculties, services, centres, faculty associations and student associations who use the facilities for university-related activities (for example, teaching, administration, training and development, activities involving a faculty discipline). Internal users organize and supervise these activities.

    1. b) Sponsored Groups and Activities

      This category groups all external users sponsored by either a dean or a service director. Sponsorship depends on the type of activity, on the overall level of participation, on the level of participation among University community members (support staff, academic staff, students) and on whether participants must pay a registration or admission fee. The type of facility requested also affects the sponsorship application. This category also includes support staff and teaching staff who use the facilities and services for personal, not-for-profit activities. All sponsored activities must adhere to the University of Ottawa's mission statement.

      1. c) External Groups and Activities
        1. This category groups all users from outside the University, students, support staff and teaching staff who use the facilities and services for personal, profit or not-for-profit activities that must not necessarily adhere to the University's mission statement, but must in no way damage the University's reputation.

      FEE STRUCTURE AND APPLICATION

      6. Rental rates for University facilities which apply to all users, are established yearly by Materials Management Services and are approved by the Administrative Committee. Rates are outlined in appendices A, B, and C.

      7. Institutional groups and internal activities are usually exempt from co-ordination and rental charges but for certain facilities only. See Appendix A for applicable charges.

      8. Charges for sponsored groups and activities are listed in Appendix B.

      9. Charges for external users are outlined in Appendix C.

      10. The charges listed in appendices A, B, and C deal only with the rental of premises. All other services and charges are billed at the rates in effect when the activity contract is negotiated.

      DISTRIBUTION OF REVENUES

      11. Revenues from the rental of rooms and services are credited by Materials Management Services to the faculty or service responsible for the facility or service rented. Charges for general-purpose facilities are credited to the University's central budget.

      CONSUMPTION OF ALCOHOLIC BEVERAGES

      12. The consumption of alcoholic beverages is permitted only if arrangements have been made beforehand, with Reservations and Conventions Service (Materials Management Services), in compliance with Liquor Licence Board of Ontario regulations (N.B. This policy does not apply to the Equinox bar.)

      Consult policies 33 Security Policy and 88 Bar Services, and procedures 4-8 Use of University Services and Facilities and 11-3 Bar Services.

      FOOD SERVICES

      13. All food services in Jock Turcot Hall must come from the University's official supplier.

      CIVIL LIABILITY

      14. Event organizers and sponsors are responsible for any damage caused to the University's property as a result of their activity.

      15. The University is not responsible for the loss of personal belongings or for injuries that participants may sustain during an activity.

      16. Organizers must produce the property and liability insurance policies required by the University, according to Policy 25 Insurance Responsibilities and Procedure 4-7 Claims Files with the University's Insurance Brokers.

      SECURITY

      17. The University reserves the right to determine the number of security guards required, with costs to be covered by the user.

      BILLING AND RECOVERY OF CHARGES

      18. Reservations and Conventions Service is responsible for billing users and for collecting all reservation fees and other charges related to the activity. However, at no time can it be held responsible for uncollectible accounts resulting from a sponsored or internal activity. Loss of revenue due to uncollectible external accounts must be assumed by the faculties and services concerned, which usually collect these revenues.

      EXCEPTION

      19. No exception may be made to this policy without the written consent of the Vice-Rector, Resources.

      Revised March 29, 1995

      (Materials Management Services)

      APPENDIX A

      INTERNAL RATES GENERAL USE FACILITIES

      HALL/BUILDING ROOM SQUARE FEET MAXIMUM CAPACITY RATE (per day) FACULTY/DEPART./SCHOOL
      AUDITORIUM          
      University Centre

      Alumni

      3,695.26

      300

      60

      Student Affairs

      Colonel By C003 2,242.73 210 0  
      Fauteux 147-a-b 2,907.21 275 0  
      Lamoureux 122 2,104.41 202 0  
      MacDonald 146 1,988.48 172 0  
      Marion Aud 3,360.81 474 0  
      Montpetit 202 De Celles 3,372.55 244 0  
        203 De Celles 3,372.55 244 0  
      Morisset 224 2,854.03 185 0  
      Pérez 109A / 121 1,918.83 150 0 Music
      Roger Guindon 2003 1,717.65 127 0  
        2005 2,830.13 252 0  
        2007 1,717.65 127 0  
      Academic Hall 112 3,606.88 150 0 Theatre
      Tabaret 333 2,949.08 174 0  
      Vanier 146 2,104.40 280 0  
      CONFERENCE ROOMS

      (5 to 20 persons)

               
      University Centre 206 300 18 0 Student Affairs
        207 300 18 0 Student Affairs
        211D 300 14 0 Student Affairs
        211E 300 14 0 Student Affairs
        211F 300 12 0 Student Affairs
        215A 300 16 0 Student Affairs
        215B 300 16 0 Student Affairs
      Fauteux 106 500 14 0 Common Law
        202 500 16 0 Civil Law
      Marion 021 500 20 0 Science
      Montpetit 223 500 16 0 Human Kinetics
      Simard 240A 500 16 0 Arts
      CONFERENCE ROOMS (21 to 60 persons)          
      University Centre

      215

      3000

      60

      0

      Student Affairs
        215 C 2000 40 0 Student Affairs
        205 3000 60 0 Student Affairs
      Lamoureux 475 1100 25 0 Education
      Simard 132 750 25 0 Arts
        140 2100 60 0 Arts
      CLASSROOMS

      (0 to 100 persons)

               
      OPEN SPACES          
      COMMERCIAL SPACE 10 info booths freee of charge per semester for in-house        
      Info booth N/A for sponsored groups     10  
      Commercial booth 1 Sale or promotion, travelling salespersons     35  
      Commercial booth 2 Sale or promotion, travelling salespersons     45  
      Commercial booth 3 Sale or promotion, travelling salespersons     55  
      Commercial booth 4 Sale or promotion, travelling salespersons     150  
      TERRACE/

      GARDEN

      The same rates apply to all terraces/lawn        
      Colonel By Exterior terrace   100    
      Fauteux Exterior terrace   48    
      Roger Guindon Terrace   400    
      Tabaret Lawn   1800    
      FOYER          
      University Centre Agora 2,500 100 45 Student Affairs
        Promenade A 3,000 200 100 Student Affairs
        Terminus 5,625 375 45 Student Affairs
      Fauteux 1st Floor 2,500 170 0 Civil Law
      Colonel By Ground floor 3,600 240 0 Engineering
      Lamoureux 1st Floor 3,200 215 0 Education
      Montpetit 1st Floor 1,600 110 0 Sports
      Morisset 2nd Floor 9,000 600 0  
      Roger Guindon 2nd Floor 3,200 215 0 Health Sciences
      Tabaret Rotonde (1st) Floor 3,500 240 0  
      Academic Hall 1st Floor (111) 652   0 Theatre

      APPENDIX B

      SPONSORED RATES GENERAL USE FACILITIES

      HALL/BUILDING ROOM SQUARE FEET MAXIMUM CAPACITY RATE (per day) FACULTY/DEPART./SCHOOL
      AUDITORIUM          
      University Centre Alumni 3,695.26 300 60 Student Affairs
      Colonel By C003 2,242.73 210 30  
      Fauteux 147-a-b 2,907.21 275 30  
      Lamoureux 122 2,104.41 202 30  
      MacDonald 146 1,988.48 172 30  
      Marion Aud 3,360.81 474 30  
      Montpetit 202 De Celles 3,372.55 244 30  
        203 De Celles 3,372.55 244 30  
      Morisset 224 2,854.03 185 30  
      Pérez 109A / 121 1,918.83 150 30 Music
      Roger Guindon 2003 1,717.65 127 30  
        2005 2,830.13 252 30  
        2007 1,717.65 127 30  
      Academic Hall 112 3,606.88 150 30 Theatre
      Tabaret 333 2,949.08 174 30  
      Vanier 146 2,104.40 280 30  
      CONFERENCE ROOMS

      (5 to 20 persons)

               
      University Centre 206 300 18 20 Student Affairs
        207 300 18 20 Student Affairs
        211D 300 14 20 Student Affairs
        211E 300 14 20 Student Affairs
        211F 300 12 20 Student Affairs
        215A 300 16 20 Student Affairs
        215B 300 16 20 Student Affairs
      Fauteux 106 500 14 10 Common Law
        202 500 16 10 Civil Law
      Marion 021 500 20 10 Science
      Montpetit 223 500 16 10 Human Kinetics
      Simard 240A 500 16 10 Arts
      CONFERENCE ROOMS (21 to 60 persons)          
      University Centre 215 3000 60 40 Student Affairs
        215 C 2000 40 25 Student Affairs
        205 3000 60 35 Student Affairs
      Lamoureux 475 1100 25 10 Education
      Simard 132 750 25 10 Arts
        140 2100 60 10 Arts
      CLASSROOMS

      (0 to 100 persons)

            10  
      OPEN SPACES       30  
      COMMERCIAL SPACE 10 info booths free of charge per semester for in-house        
      Info booth N/A for sponsored groups     n/a  
      Commercial booth 1 Sale or promotion, travelling salespersons     35  
      Commercial booth 2 Sale or promotion, travelling salespersons     45  
      Commercial booth 3 Sale or promotion, travelling salespersons     55  
      Commercial booth 4 Sale or promotion, travelling salespersons     150  
      TERRACE/

      Lawn

      The same rates apply to all terraces/ lawns        
      Colonel By Exterior terrace   100 50  
      Fauteux Exterior terrace   48 50  
      Roger Guindon Terrace   400 50  
      Tabaret Lawn   1800 50  
      FOYER          
      University Centre Agora 2,500 100 45 Student Affairs
        Promenade A 3,000 200 100 Student Affairs
        Terminus 5,625 375 45 Student Affairs
      Fauteux 1st Floor 2,500 170 0 Civil Law
      Colonel By Ground Floor 3,600 240 0 Engineering
      Lamoureux 1st Floor 3,200 215 0 Education
      Montpetit 1st Floor 1,600 110 0 Sports
      Morisset 2nd Floor 9,000 600 0  
      Roger Guindon 2nd Floor 3,200 215 0 Health Sciences
      Tabaret Rotonde (1st Floor) 3,500 240 0  
      Academic Hall 1st Floor (111) 652   0 Theatre


      5% COORDINATION FEE IS TO BE ADDED TO THE ABOVE.

      APPENDIX C

      EXTERNAL RATES GENERAL USE FACILITIES

      HALL/BUILDING ROOM SQUARE FEET MAXIMUM CAPACITY RATE (per day) FACULTY/DEPART./SCHOOL
      AUDITORIUM          
      University Centre Alumni 3,695.26 300 150 Student Affairs
      Colonel By C003 2,242.73 210 150  
      Fauteux 147-a-b 2,907.21 275 150  
      Lamoureux 122 2,104.41 202 150  
      MacDonald 146 1,988.48 172 150  
      Marion Aud 3,360.81 474 150  
      Montpetit 202 De Celles 3,372.55 244 150  
        203 De Celles 3,372.55 244 150  
      Morisset 224 2,854.03 185 150  
      Pérez 109A / 121 1,918.83 150 150 Music
      Roger Guindon 2003 1,717.65 127 150  
        2005 2,830.13 252 150  
        2007 1,717.65 127 150  
      Academic Hall 112 3,606.88 150 150 Theatre
      Tabaret 333 2,949.08 174 150  
      Vanier 146 2,104.40 280 150  
      CONFERENCE ROOMS

      (5 to 20 persons)

               
      University Centre 206 300 18 40 Student Affairs
        207 300 18 40 Student Affairs
        211D 300 14 40 Student Affairs
        211E 300 14 40 Student Affairs
        211F 300 12 40 Student Affairs
        215A 300 16 40 Student Affairs
        215B 300 16 40 Student Affairs
      Fauteux 106 500 14 40 Common Law
        202 500 16 40 Civil Law
      Marion 021 500 20 40 Science
      Montpetit 223 500 16 40 Human Kinetics
      Simard 240A 500 16 40 Arts
      CONFERENCE ROOMS (21 to 60 persons)          
      University Centre 215 3000 60 50 Student Affairs
        215 C 2000 40 50 Student Affairs
        205 3000 60 50 Student Affairs
      Lamoureux 475 1100 25 50 Education
      Simard 132 750 25 50 Arts
        140 2100 60 50 Arts
      CLASSROOMS (0 to 100 persons)       50  
      OPEN SPACES       150  
      COMMERCIAL SPACE 10 info booths free of charge per semester for in-house        
      Info booth N/A for sponsored groups     n/a  
      Commercial booth 1 Sale or promotion, travelling salespersons     70  
      Commercial booth 2 Sale or promotion, travelling salespersons     85  
      Commercial booth 3 Sale or promotion, travelling salespersons     110  
      Commercial booth 4 Sale or promotion, travelling salespersons     300  
      TERRACE/

      LAWN

      The same rates apply to all terraces / lawns.        
      Colonel By Exterior terrace   100 150  
      Fauteux Exterior terrace   48 150  
      Roger Guindon Terrace   400 150  
      Tabaret Lawn   1800 200  
      FOYER          
      University Centre Agora 2,500 100 125 Student Affairs
        Promenade A 3,000 200 300 Student Affairs
        Terminus 5,625 375 125 Student Affairs
      Fauteux 1st Floor 2,500 170 125 Civil Law
      Colonel By Ground floor 3,600 240 125 Engineering
      Lamoureux 1st Floor 3,200 215 125 Education
      Montpetit 1st Floor 1,600 110 125 Sports
      Morisset 2nd Floor 9,000 600 125  
      Roger Guindon 2nd Floor 3,200 215 125 Health Sciences
      Tabaret Rotonde (1st Floor) 3,500 240 125  
      Academic Hall 1st Floor (111) 652   125 Theatre



      5% COORDINATION FEE IS TO BE ADDED TO THE ABOVE.

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