Appendix I – Event Booking Requests

Using the Online Event Booking Request System

All club events, including club membership meetings, must be submitted through the Online Event Booking Request System, regardless of whether or not the event will be held at Rotman.

Step1:   Review the Program Calendar, Student Life Calendar and other pertinent information to determine your preferred date and two alternate dates for your event.

Step 2:  Determine the preferred location for your event if required (based on the information provided in this guide).  Please note that requests for the Event Hall, Fleck Atrium must be done through the Online Event Booking system and will be forwarded to your Club AD with the OSE.  If space at Rotman is not required please enter “Event to be held at Alternate Site” and list the location when completing the booking request.

Step 3:  Go to the HUB to find  Student Clubs  

Step 4: Select the GBC Clubs Event Booking Form

Step 5:Complete as much information on the GBC Clubs Event Booking Form as possible.  You will note that there are a number of required fields that must be completed before you are able to submit your request.  If the information is not complete, the Program Services Office will not be able to process your request.

Step 6:  Once you have filled in each of the required fields and as much additional information as possible, select “Continue” to submit your Event Booking Request.

Step 7:  Once you have submitted your Event Booking Request, an html version of the form will be sent as an attachment to the Office of Student Engagement and your Club AD, from the email address you provided in Section 1 of the form.  You will be able to save the form and continue to use it as you in the planning of your event.  The OSE will review your booking request for conflicts & availability and send a message or confirm within one week.