ALL requests for events or Club meetings must be made through the Online GBC Clubs Event Booking Request system on the HUB (see Appendix I), including those that will not use Rotman facilities.

Selecting a Date for your Event

Clubs must request a preferred date and a minimum of two alternate dates before a room booking request will be considered.

Regardless of the type of event, requested dates CANNOT CONFLICT WITH FT CORE COURSE schedule, other major Rotman Events, Career Centre/Recruiting Events, mandatory Professional Development sessions, academic requirements (e.g. exams), statutory holidays and days of major religious observances.

In order to select a date that will have a minimum of conflicts, Clubs should review the following resources before submitting their requests:

• Rotman Calendar (My Rotman Page)
• Program Calendar (My Program Page)
• Student Life Calendar (My Groups Page)
• Academic Schedule
• Deliverables
• NOTE: No Event can be scheduled while a  FT Core Course is in progress (penalites will be applied to your club)

(Full-Time and Evening/Morning Core Courses)

Selecting a Time for Your Event

In order to select the best time for your event, you will need to consider the other commitments and constraints of your intended audience.  For example, it is often easier for 3YR Students, Industry Professionals and Alums to attend events that are held in the early evening (5:00pm – 7:00pm), while an event targeted at 2YR students may be more easily held during a lunch hour.

Note:  Events must end 10 minutes prior to the end of your booking time, to allow for transition requirements (clean-up and set-up) between your event and the next booking.

NEW: All events taking place in the Desautels Hall or the Fleck Atrium must be scheduled between the hours of: Monday to Thursday: 9 am – 8 pm, Friday: 9 am –  6 pm, Saturday/Sunday: 9 am – 5 pm (ensure event does not conflict with the FT Core course schedule)

All other event spaces and classrooms can be used between the hours of: Monday to Friday 9 am – 9 pm,  Saturday/Sunday 9 am – 5 pm (ensure this does not conflict with the FT Core course schedule)

Selecting a Location for Your Event

Clubs should select a room that is appropriate to the size, scope and delivery of the planned event.  Remember – a small room that looks full is better than a large room that looks empty,

The table below highlights the capacity of the most commonly used rooms for student events at Rotman.  If you are unsure which room will best fit the needs of the event, or to research other spaces on campus, please discuss your requirements with the Program Coordinator, Student Experience & Events.

*Requests for the Desautels Hall, Fleck Atrium CC Lounge and the CIBC Room will be reviewed for conflicts by the Office of Student Engagement (OSE) 

Confirming your Event Booking

Requests for Event Bookings are reviewed by the Office of Student Engagement and you can expect to receive a reply or confirmation within one week.

Clubs should note that submitting a request through the online system does not guarantee that the date and location that was requested is available.  Clubs must wait to receive a reply and/or confirmation from the Office of Student Engagement before they may consider their event booked.

Confirmation of dates should not be given to speakers and publicity/invitations should not be sent until you have received notification from the Office of Student Engagement (OSE).  Where a requested date and/or time conflicts with that of another club (meeting or event), an overlapping booking will not be made without the written consent of the other Club.

Timing Note!

The size, scope, content and audience for your event will determine whether or not you will require advance registration and how far ahead of the event you should open registration.  As a guideline, a minimum of 8 weeks should be given for event registration.