12

SOCIETY SPACE BOOKING PACKAGE

2014-2015

Available online at: dsu.ca/societies/events

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 9

Audio Visual 9

External Suppliers 10

Decorations 10

Copy Right & Licensing 11

Fundraising 11

Additional Fees 12

Appendix A:

SUB Food Fact Sheet 13

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.

  1. Meeting Rooms - Due to demand, it is recommended that you book at least 10-14 days in advance where possible.
  2. 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 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: .

To book space in the University Club Pub, contact Janice Tate @ 494-3492 or

To book the Grad House, contact Matthew Soule @ 494-3816 or .

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 or 494-1106

3)  To submit an online booking request go to: http://fm.dal.ca/event_book.php

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 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; Complete form at dsu.ca/booking and wait for reply by email.
Killam Atrium / Any student / Libraries.dal.ca Locations & Services left hand side, under “On Site Services” and complete form
LOUNGES
LSC – Milligan Room
(8th floor lounge, Earth Sciences) / Any Student / Norma Keeping; Darlene Van de Rijt;
LSC – Biology Lounge
Health Professions Lounge (4th Floor Dentistry) / Health Professions Societies or students (excluding Dentistry and Medicine students) / Jude Roberston;

Chemistry Lounge / Chemistry students only / Cheryl Stanton;

Computer Science / Case-by-case bookings, must be associated with the Computer Science Society / Anne Publicover;

ATHLETICS
Studley Gym
Studley Dance Studio
Pool (25-meter lane)
Outdoor Sand Volleyball Court
Wickwire Field / Anyone; fees apply / Email or call 494-6467
Sexton Gym / Anyone; fees apply /
OTHER
Killam Rooms / Any Student / libraries.dal.ca
Locations & Services
Workspaces -> study rooms
Dal After Dark Spaces (Sexton & Studley Campuses) / Alcohol-Free Events, typically evenings & weekends only / Candace Fougere;

Medjuk Building
(1st year grad planning studio) / Martha Barnstead;
Tupper Link, Foyer, and Commons / Any Student (Med students book online through IT) / Paul Bourgeois; ;
https://meditbookings.med.dal.c a/virtualems
Arts Center
(Theaters & Classrooms) / Anyone; fees apply / Rosemary Doubleday;
University Club / Anyone; fees apply / Janice Tate;

Grad House / Anyone / Matthew Soule;
Residence Meeting Space / Conference Services: 494-2429

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:

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 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.

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 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:

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 Roberston: 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 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 one-time 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.

·  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/factsheets- publications/. 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 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.