Conditions

  1. No materials are permitted to be posted on any building surface except for cork boards already provided. Any exceptions to this must first be approved.
  2. Reservations are limited to the designated space. Groups are not permitted to use any space for their own purposes or change spaces without written confirmation.
  3. Groups cannot repurpose a space without prior approval (e.g. block windows, limit traffic ways, move pianos or fixed furniture).
  4. Those wishing to serve food and/or drink must include this information in their reservation request. Failure to do so will result in an associated fee (please see our rate schedule).
  5. When using a table space in the JDUC, Mac-Corry, or Queen’s Centre, groups are permitted to play music at a respectful level on a laptop on battery only. Cords are not permitted to be plugged in for safety purposes.
  6. When renting a table space in the JDUC, Mac-Corry or Queen’s Centre, you may not serve food that is in direct competition with retailers. You must specify what food or product you are serving in your request.

Should any of these conditions be broken by any individual associated with the group, the Student Life Centre Office reserves the right to immediately cease the event if remedial action is not taken and/or invoice the offending party for any related costs as a result of such actions.


 

 SLC Room Reservation Policy

Reservation Process

  1. All reservation requests must be submitted online through Checkfront (reservation requests cannot be processed by any other means).
  2. A reservation is not accepted until a confirmation email has been sent to the requesting party.
  3. The SLC Office processes reservation requests in two to three business days.
  4. Reservation requests are processed in the order that they are received. Requests are processed on a first-come, first-served basis to ensure fairness.
  5. The SLC Office reserves the right to cancel or relocate reservations in the case of extenuating circumstances (ie. Memorial Service)

Reservation Regulations:

  1. The Student Life Centre reserves the right to deny access to any group for which there is good reason to believe that any of the following conditions may be violated:
    • The event will bring discredit upon the university;
    • The use of space and any material displayed or distributed do not comply with the Queen’s University Code of Conduct and contravene Senate, Board of Trustees or administrative policies, and federal, provincial or municipal laws, bylaws and regulations;
    • The event will infringe human rights legislation or be or be obscene or beyond the bounds of common decency under applicable laws in Ontario
  2. To qualify as a student group, the organization must be ratified under AMS, SGPS or Athletics and Recreation.
    1. Ratified student groups may book space free of charge unless requiring equipment set up or are serving food.
  3. No student groups, including but not exclusive to AMS, SGPS, and A&R, or departments may book a space within the Student Life Centre and rent it out to a third party.
    •  The only exception to this policy is for orientation bodies with Senate oversight which will be allowed to book spaces as a student group and rent out the space to a third party for the purposes of sponsorship. An administration fee of 15% of the revenue derived from third  party sponsorship will be charged and will be paid to the Student Life Centre.
    • In the event a group believes they should be exempt from this policy, they may make a request to the Student Centre Managing Director to waive the policy. The terms of the exemption shall be at the discretion of the Student Centre Managing Director.

Recurring Reservations:

  1. Requests from clubs for recurring bookings can be submitted from August 1st to October 1st (to give opportunities to clubs who are not active during the summer months). In this time, ratified clubs (AMS or SGPS) can request up to four hours per week. After October 1st, clubs can submit further requests (beyond four hours); however, the SLC office reserves the right to “bump,” or move recurring reservations of groups who have been allocated more than four hours per week, in order to accommodate another reservation request.
  2. Repeating requests are processed for the entire fall-winter academic schedule.
  3. Repeating reservation requests for the May 1st to September 1st period can be submitted as of January 1st of that year.
  4. One-time reservation requests (such as banquets, conferences, weddings, etc.) can be requested up to one year (twelve months) in advance.

Associated Fees:

  1. There are associated fees for setups and food waste removal, as indicated by the rate schedule.
  2. There is a $50.00 fee for student groups that charge entrance to their event.
  3. The SLC Office reserves the right to invoice groups who have inflicted damage upon SLC space. This process is purely restorative and the invoice will reflect the cost of repairing damages, any associated labour, and lost revenue.
  4. All fees must be paid prior to the event
    1. If the full balance has not been paid prior to the date of the event, the group will be required to pay for the reservation the day of the event at the Student Life Centre office
    2. In extenuating circumstances the Student Life Centre may use their discretion to allow a group to pay after the event.

Number of Hours:

  1. Ratified clubs may request up to four hours per week between August 1st and September 30th, and the SLC Office will endeavor to appropriately accommodate these requests. Singular events are assessed based on the nature of the event.
  2. Reservation requests beyond four hours will also be appropriately accommodated and processed in the order in which they are received.
  3. All attempts will be made to appropriately accommodate organizations requesting significant hours; however, in the spirit of accommodating the greatest number of groups possible, such organizations may have reservations in a range of spaces (rather than consistent, constant bookings in a single premium space).
  4. Organizations requesting reservations under several sub-groups or productions (such as Blue Canoe) are processed in accordance with aforementioned policies.

Outdoor Spaces:

  1. The SLC Office controls six bookable outdoor spaces: the four corners of Union St. and University Avenue; Sesquicentennial Court; and a premium table space near the Earl St. entrance to the Queen’s Centre.
  2. These spaces are reserved through the same process as all other room and table bookings, with a detailed request to slc.frontdesk@ams.queensu.ca.
  3. These spaces may be reserved by student groups, departments, or external vendors, as with all other room and table bookings.
  4. The auditing process for external vendors will take place internally within the SLC Office, on a case-by-case basis.

Banning Process:

  1. Groups (student, department, or external) who consistently violate SLC policies will first be informed that their actions contravene building policy, and warned that further infractions will result in a ban from booking and posting in SLC space. If the contraventions persist, the organization will have its privileges revoked for postering, and room and table bookings for the remainder of the academic year, unless otherwise determined by the SCO.
  2. Any group with outstanding invoices from the Student Life Centre will have their room-booking privileges revoked until the outstanding balance is paid in full.

Cancellation Policy

  1. Notice of cancellation must be received in writing by the Student Life Centre.
  2. Cancellations/ modifications to a reservation 48 hours prior to event will not be charged for the reservation.
  3. No refunds for cancellations submitted less than 48 hours prior to the reservation.

 


Extended Summer Reservation Policy

Reservation Process:

  1. Extended reservation requests are to be arranged with the Student Life Centre Operations Manager,slc.ops@ams.queensu.ca
  2. Requests are processed on a first-come, first-served basis to ensure fairness.
  3. The SLC Office reserves the right to cancel or relocate reservations in the case of extenuating circumstances (ie. Memorial Service).

Reservation Regulations:

  1. The Student Life Centre reserves the right to deny access to any group for which there is good reason to believe that any of the following conditions may be violated:
    1. The event will bring discredit upon the university;
    2. The use of space and any material displayed or distributed do not comply with the Queen’s University Code of Conduct and contravene Senate, Board of Trustees or administrative policies, and federal, provincial or municipal laws, bylaws and regulations;
    3. The event will infringe human rights legislation or be or be obscene or beyond the bounds of common decency under applicable laws in Ontario
  2. To qualify as a student group, the organization must be ratified under AMS, SGPS or Athletics and Recreation.
  3. The Student Life Centre reserves the right to limit the number of rooms available for extended bookings based on anticipated usage of daily bookings by other groups.

Associated Fees:

  1. Student groups and departments
    1. There is a $50.00/ day fee for student groups and departments that charge entrance or generate revenue from the activity or event.  This fee is applied to the entire event, not on a per room basis.
    2. There are associated fees for setups and food waste removal, as indicated by the rate schedule.
  2. External groups
    1. External groups will be charged 50% of the regular rate per room.  This fee includes room set up and food waste removal.
  3. All groups:
    1. For extended bookings fees are applied to all days from the start of use until the end of the booking, even if they are not in use every day.
    2. The SLC Office reserves the right to invoice groups who have inflicted damage upon SLC space. This process is purely restorative and the invoice will reflect the cost of repairing damages, any associated labour, and lost revenue.

Cancellation Policy

  1. Notice of cancellation must be received in writing by the Student Life Centre.
  2. Cancellations/ modifications to a reservation 48 hours prior to event will not be charged for the reservation.
  3. No refunds for cancellations submitted less than 48 hours prior to the reservation. ​