John Deutsch University Centre – By Union St
(613) 533-2794
www.studentlifecentre.ca

Reservation Conditions and Policy

Student Life Centre (SLC) Conditions of Use

  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 prior approval.
  3. Reservations must refer to the ultimate end user of the space. If a group wishes to book SLC space for the purpose of fundraising through a third-party, the group must provide on their request the name of the organization ultimately using the space, contact information of the same, and a brief description of the proposed activity. The group must also pay the fee corresponding to the actual nature of the event (e.g.: AMS clubs receiving payment for subletting SLC space must remit to the SLC the commercial booking rate).
  4. The ultimate end user of SLC space must adhere to all policies of the Student Life Centre and Queen’s University, including all product exclusivity agreements and promotional restrictions. The group or individual that placed the reservation will be held responsible for any violations committed by a third-party operating on their invitation.
  5. Groups cannot repurpose a space without prior approval (e.g.: block windows, limit traffic ways, move pianos or fixed furniture).
  6. 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.
  7. 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. For safety reasons, power cords are not permitted without prior approval.
  8. 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 group or individual associated with a group violate any of these conditions, the Student Life Centre reserves the right to immediately cease the event. Furthermore, the Student Life Centre may invoice the offending party for any related costs as a result of their actions, and may restrict or rescind the booking privileges of the offending party upon written notice.

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 typically 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.

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, or;
    • The event will infringe human rights legislation or be obscene or beyond the bounds of common decency under applicable laws in Ontario.

Recurring Reservations:

  1. Requests from AMS-ratified 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. Any requests beyond four hours per week will be subject to charges as described in the rate schedule.
  2. Repeating requests are processed for the entire fall-winter academic schedule.
  3. Repeating reservation requests for the May 1stto 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. The SLC 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.
  3. All fees must be paid prior to the event
    • 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 SLC front desk.
    • In extenuating circumstances the Student Life Centre may use their discretion to allow a group to pay after the event.

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, or with a detailed request sent to slc@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, on a case-by-case basis.

Banning Process:

  1. Groups (student, department, or external) who have violated SLC policies will 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 group will have its privileges revoked.
  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, 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.

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, or;
    • 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. 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. 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 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. ​