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

         

          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/BUILDINGROOMSQUARE FEETMAXIMUM CAPACITYRATE (per day)FACULTY/DEPART./SCHOOL
      AUDITORIUM     
      University Centre

      Alumni

      3,695.26

      300

      60

      Student Affairs

      Colonel ByC0032,242.732100 
      Fauteux147-a-b2,907.212750 
      Lamoureux1222,104.412020 
      MacDonald1461,988.481720 
      MarionAud3,360.814740 
      Montpetit202 De Celles3,372.552440 
       203 De Celles3,372.552440 
      Morisset2242,854.031850 
      Pérez109A / 1211,918.831500Music
      Roger Guindon20031,717.651270 
       20052,830.132520 
       20071,717.651270 
      Academic Hall1123,606.881500Theatre
      Tabaret3332,949.081740 
      Vanier1462,104.402800 
      CONFERENCE ROOMS

      (5 to 20 persons)

           
      University Centre206300180Student Affairs
       207300180Student Affairs
       211D300140Student Affairs
       211E300140Student Affairs
       211F300120Student Affairs
       215A300160Student Affairs
       215B300160Student Affairs
      Fauteux106500140Common Law
       202500160Civil Law
      Marion021500200Science
      Montpetit223500160Human Kinetics
      Simard240A500160Arts
      CONFERENCE ROOMS (21 to 60 persons)     
      University Centre

      215

      3000

      60

      0

      Student Affairs
       215 C2000400Student Affairs
       2053000600Student Affairs
      Lamoureux4751100250Education
      Simard132750250Arts
       1402100600Arts
      CLASSROOMS

      (0 to 100 persons)

           
      OPEN SPACES     
      COMMERCIAL SPACE10 info booths freee of charge per semester for in-house    
      Info boothN/A for sponsored groups  10 
      Commercial booth 1Sale or promotion, travelling salespersons  35 
      Commercial booth 2Sale or promotion, travelling salespersons  45 
      Commercial booth 3Sale or promotion, travelling salespersons  55 
      Commercial booth 4Sale or promotion, travelling salespersons  150 
      TERRACE/

      GARDEN

      The same rates apply to all terraces/lawn    
      Colonel ByExterior terrace 100  
      FauteuxExterior terrace 48  
      Roger GuindonTerrace 400  
      TabaretLawn 1800  
      FOYER     
      University CentreAgora2,50010045Student Affairs
       Promenade A3,000200100Student Affairs
       Terminus5,62537545Student Affairs
      Fauteux1st Floor2,5001700Civil Law
      Colonel ByGround floor3,6002400Engineering
      Lamoureux1st Floor3,2002150Education
      Montpetit1st Floor1,6001100Sports
      Morisset2nd Floor9,0006000 
      Roger Guindon2nd Floor3,2002150Health Sciences
      TabaretRotonde (1st) Floor3,5002400 
      Academic Hall1st Floor (111)652 0Theatre

      APPENDIX B

      SPONSORED RATES GENERAL USE FACILITIES

      HALL/BUILDINGROOMSQUARE FEETMAXIMUM CAPACITYRATE (per day)FACULTY/DEPART./SCHOOL
      AUDITORIUM     
      University CentreAlumni3,695.2630060Student Affairs
      Colonel ByC0032,242.7321030 
      Fauteux147-a-b2,907.2127530 
      Lamoureux1222,104.4120230 
      MacDonald1461,988.4817230 
      MarionAud3,360.8147430 
      Montpetit202 De Celles3,372.5524430 
       203 De Celles3,372.5524430 
      Morisset2242,854.0318530 
      Pérez109A / 1211,918.8315030Music
      Roger Guindon20031,717.6512730 
       20052,830.1325230 
       20071,717.6512730 
      Academic Hall1123,606.8815030Theatre
      Tabaret3332,949.0817430 
      Vanier1462,104.4028030 
      CONFERENCE ROOMS

      (5 to 20 persons)

           
      University Centre2063001820Student Affairs
       2073001820Student Affairs
       211D3001420Student Affairs
       211E3001420Student Affairs
       211F3001220Student Affairs
       215A3001620Student Affairs
       215B3001620Student Affairs
      Fauteux1065001410Common Law
       2025001610Civil Law
      Marion0215002010Science
      Montpetit2235001610Human Kinetics
      Simard240A5001610Arts
      CONFERENCE ROOMS (21 to 60 persons)     
      University Centre21530006040Student Affairs
       215 C20004025Student Affairs
       20530006035Student Affairs
      Lamoureux47511002510Education
      Simard1327502510Arts
       14021006010Arts
      CLASSROOMS

      (0 to 100 persons)

         10 
      OPEN SPACES   30 
      COMMERCIAL SPACE10 info booths free of charge per semester for in-house    
      Info boothN/A for sponsored groups  n/a 
      Commercial booth 1Sale or promotion, travelling salespersons  35 
      Commercial booth 2Sale or promotion, travelling salespersons  45 
      Commercial booth 3Sale or promotion, travelling salespersons  55 
      Commercial booth 4Sale or promotion, travelling salespersons  150 
      TERRACE/

      Lawn

      The same rates apply to all terraces/ lawns    
      Colonel ByExterior terrace 10050 
      FauteuxExterior terrace 4850 
      Roger GuindonTerrace 40050 
      TabaretLawn 180050 
      FOYER     
      University CentreAgora2,50010045Student Affairs
       Promenade A3,000200100Student Affairs
       Terminus5,62537545Student Affairs
      Fauteux1st Floor2,5001700Civil Law
      Colonel ByGround Floor3,6002400Engineering
      Lamoureux1st Floor3,2002150Education
      Montpetit1st Floor1,6001100Sports
      Morisset2nd Floor9,0006000 
      Roger Guindon2nd Floor3,2002150Health Sciences
      TabaretRotonde (1st Floor)3,5002400 
      Academic Hall1st Floor (111)652 0Theatre



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

      APPENDIX C

      EXTERNAL RATES GENERAL USE FACILITIES

      HALL/BUILDINGROOMSQUARE FEETMAXIMUM CAPACITYRATE (per day)FACULTY/DEPART./SCHOOL
      AUDITORIUM     
      University CentreAlumni3,695.26300150Student Affairs
      Colonel ByC0032,242.73210150 
      Fauteux147-a-b2,907.21275150 
      Lamoureux1222,104.41202150 
      MacDonald1461,988.48172150 
      MarionAud3,360.81474150 
      Montpetit202 De Celles3,372.55244150 
       203 De Celles3,372.55244150 
      Morisset2242,854.03185150 
      Pérez109A / 1211,918.83150150Music
      Roger Guindon20031,717.65127150 
       20052,830.13252150 
       20071,717.65127150 
      Academic Hall1123,606.88150150Theatre
      Tabaret3332,949.08174150 
      Vanier1462,104.40280150 
      CONFERENCE ROOMS

      (5 to 20 persons)

           
      University Centre2063001840Student Affairs
       2073001840Student Affairs
       211D3001440Student Affairs
       211E3001440Student Affairs
       211F3001240Student Affairs
       215A3001640Student Affairs
       215B3001640Student Affairs
      Fauteux1065001440Common Law
       2025001640Civil Law
      Marion0215002040Science
      Montpetit2235001640Human Kinetics
      Simard240A5001640Arts
      CONFERENCE ROOMS (21 to 60 persons)     
      University Centre21530006050Student Affairs
       215 C20004050Student Affairs
       20530006050Student Affairs
      Lamoureux47511002550Education
      Simard1327502550Arts
       14021006050Arts
      CLASSROOMS (0 to 100 persons)   50 
      OPEN SPACES   150 
      COMMERCIAL SPACE10 info booths free of charge per semester for in-house    
      Info boothN/A for sponsored groups  n/a 
      Commercial booth 1Sale or promotion, travelling salespersons  70 
      Commercial booth 2Sale or promotion, travelling salespersons  85 
      Commercial booth 3Sale or promotion, travelling salespersons  110 
      Commercial booth 4Sale or promotion, travelling salespersons  300 
      TERRACE/

      LAWN

      The same rates apply to all terraces / lawns.    
      Colonel ByExterior terrace 100150 
      FauteuxExterior terrace 48150 
      Roger GuindonTerrace 400150 
      TabaretLawn 1800200 
      FOYER     
      University CentreAgora2,500100125Student Affairs
       Promenade A3,000200300Student Affairs
       Terminus5,625375125Student Affairs
      Fauteux1st Floor2,500170125Civil Law
      Colonel ByGround floor3,600240125Engineering
      Lamoureux1st Floor3,200215125Education
      Montpetit1st Floor1,600110125Sports
      Morisset2nd Floor9,000600125 
      Roger Guindon2nd Floor3,200215125Health Sciences
      TabaretRotonde (1st Floor)3,500240125 
      Academic Hall1st Floor (111)652 125Theatre



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

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