1 — PURPOSES
The purposes of this policy are:
a. to ensure that all of the costs associated with the use of University facilities and services are covered by those who make use of them, and in particular to ensure that the fees paid by students are not used to cover costs that those fees were not intended to cover,
b. to provide for revenues that will cover the costs of operating the Conference Office,
c. to document the procedures to be followed to make arrangements to use facilities or services; and
d. to establish the circumstances in which there will be charges for the use of facilities or services.
2 — NO DISCRIMINATION
The University will provide its facilities and services without discrimination on the grounds covered by the New Brunswick Human Rights Code. The University has no obligation to provide its facilities to any particular group or individual.
3 — APPLICATION
This policy applies to:
a. all individuals and groups;
b. all University facilities including outdoor spaces (eg: Crabtree Breezeway) except those that are provided for the exclusive use of an individual or group (such as labs, offices and studios); and
c. the following services: audio-visual, custodial, facility and electrical setups and take downs, security/ Event Service Staff (ESS), food, and bar.
4 — INTERNAL USERS
Internal users are students, faculty, staff and departments, or student, faculty or staff organizations, who are using University facilities or services in support of the University's mission.
5 — CONFERENCE OFFICE and EVENTS SERVICES INVOLVEMENT
The Conference Office and Event Services shall be involved in the use of facilities and services
a. For Internal Users During the Fall and Winter Terms
if more than one room is required and either a) there will be more than 80 participants or b) multiple services are required,
b. For Internal Users During the Remainder of the Year
if more than one room without services is required, and
c. For Other Users
if more than one room without services is required.
6 — CONFERENCE OFFICE and EVENT SERVICES CHARGES
There will be charges whenever the Conference Office and Event Services is involved in the use of facilities or services whether or not there are charges for services or for the use of facilities. (See Appendix 1).
7 — FACILITY CHARGES
There are no charges to internal users for the use of facilities except
a. for the use of residence rooms, Convocation Hall and athletic facilities, and
b. when the use of facilities requires services, such as custodial and security services, beyond those required for routine University operations.
There will be charges to other users for the use of facilities.
8 — SERVICE CHARGES
There will be no charges to internal users for services provided except when the provision of services results in expenditures to the service providers beyond those required for routine University operations.
There will be charges to other users for services provided.
9 — BOOKING PROCEDURES
Notices required by the Conference Office and Event Services for booking facilities and services can be found below in section 10 of this Policy.
When the Conference Office is Involved
All facilities and services are booked through that Office.
In All Other Cases
Arrangements are made as follows:
Facilities — Arrangements are made through Bookit@mta.ca (Conference and Event Services) except for the use of classrooms for regular courses which are made through Student Affairs; and for the use of athletic facilities which are made through the Athletic Department.
AV Services — Arrangements are made through Computing Services.
Custodial Services — Arrangements are made through Facilities Management. Final decisions on custodial requirements rest with Facilities Management.
Facility and Electrical Setups and Take Downs — Arrangements are made through Facilities Management.
Bar Services — Arrangements are made through Bar Services. A purchase order is required. In accordance with the University Liquor Policy, Event Service Staff must be hired for all liquor events.
Security/Event Service Staff — Arrangements are made through Facilities Management. Final decisions on security/ESS requirements for non liquor events rest with Facilities Management.
Food Services — Arrangements are made through Aramark. All food services on campus must be provided by Aramark.
10 — NOTICES REQUIRED TO BOOK FACILITIES
There is a very high demand for our larger spaces such as Tweedie Hall and these spaces may not always be available. Therefore users should book as early as possible.
Events requiring services must be arranged a minimum of two weeks in advance of the event. A booking request must be filled out online.
Requests for facilities without services for use Monday to Friday must be received a minimum of 48 hours in advance.
Requests for facilities without services for weekend use must be received no later than the previous Wednesday at 4:00 p.m.
If keys are required they must be signed out from Facilities Management between 8:30 a.m. and 4:30 p.m. Monday to Friday.
11
— The Director of Facilities Management and Security or their designate may cancel bookings due to safety or security concerns.
Appendix 1
Conference Office charges
Consult the Conference Office (conferences@mta.ca) for a complete and current list of services and charges.