Any club event that is scheduled to take place in the Event Hall, Fleck Atrium or in the CIBC/CoT rooms at the Rotman School of Management Central or the space at Rotman School of Management South will require a formal meeting with your Club AD to go over the details of event planning.
A comprehensive budget should be established for each Club event in order to ensure adequate funds are available. Clubs are solely responsible for the funding of their own events.
Funding for events is derived from four potential areas:
- Central GBC funding
- Club Membership Fees
- Sponsorship
- Ticket Sales and/or Event Fee
Clubs should work closely with the GBC VP Finance with regard to club finances and the requirements that the Club must meet in order to receive funding from the GBC. Clubs should also work closely with the GBC VP Finance in order to best concentrate their efforts with regard to sponsorship requests.
There is no end of options when it comes to catering for your Club event. The only restriction will be catering your event within your established budget. It is always best to try and work with caterers who are familiar with the Rotman School. Below is a list of caterers used regularly by the Rotman School from whom you may wish to request menus and quotes:
Pegasus – Rotman Exchange Café
jacob@pegasushospitality.ca Jacob Cartwright
The Food Dudes
Lindsay@thefooddudes.com
Urban Fare Catering
Michelle Alexander – 416.532.1010
VEDA Healthy Indian Takeout
When considering your catering needs or delivery of food service associated with any room booking the following should be remembered:
- You must meet with your Club AD to address your catering needs
- Food Service is not permitted inside or immediately outside classrooms. The School has identified designated areas where catering/food can be located
- Tables are or can be placed in the following locations:
- Laptop bar outside 127/133
- Laptop bar outside the café can also be used (1007)
- White tables located on the lower level near classroom LL1020
- Tables outside L1030
- Tables outside L1035
- New dining space L1058
- Meeting Rooms
- Catering can be brought into meeting rooms and placed on the credenzas in each room. Please note that you must clean up after your event and ensure that the catering staff pick up their trays, etc. in a timely fashion. Failure to do so may compromise the next event/meeting in the space.
- Desautels Hall
- All food service must be discussed in advance with your Club AD who will address your needs with the Building Operations Event team so the appropriate arrangements can be made (movers, tables, booking the catering kitchen, caretaking etc.)
¹ Timing Note! Campus Beverage Services
All paperwork must be completed and submitted by your Club AD a minimum of 4 weeks ahead of the event date. Your Club AD will secure approval from the Director, Program Services and will place the order directly with Campus Beverage Services on your behalf.
If your event will include alcohol then you are required by the Rotman School of Management to abide by its Alcohol Policy. A copy of the Policy is provided in Appendix II and on RWorld under Club Administration.
All Club events involving alcohol (on or off-campus) must be approved by the OSE by way of your Club AD. Requests are put in along with the GBC Club Events Booking Form on the HUB. Be sure to check off alcohol, read the Rotman Alcohol Policy and provide name(s) of the Designated Student Event Organizer(s) (sober monitor). There must be a minimum of one sober monitor per 50 attendees.
For on campus events, Campus Beverage Services is the sole service provider of alcohol. It is crucial that the rules and regulations established by Campus Beverage Services for events including alcohol are followed. Failure to abide by the policies of Campus Beverage Services during a student event could jeopardize the licensing of all future events at Rotman.
Important Notes for Events Involving Alcohol
- If over 125 guests are expected, the furniture must be removed from the licensed area. The furniture must be removed for any events that have tables for food or need chairs that will be placed in the licensed area.
- If you need to have chairs for a speaker event that is followed by a reception, chairs must be removed before the bartending staff will serve your guests (depending on size).
- Alcohol served is not allowed in hallways, washrooms, classrooms or office as per University Policy.
¹ Timing Note!
Movers must be scheduled a minimum of 2 weeks ahead of the event date.
Clubs are responsible for identifying the need to rearrange furniture to accommodate the event (e.g. furniture in the Event Hall or Fleck Atrium). Clubs must consult with your Club AD to coordinate the move/setup. If other events are occurring at the school in a similar time-frame which will require additional furniture or movers perhaps there will be a possibility to cost-share between Clubs or administrative areas may be established.
Furniture
Existing furniture in the CIBC Room, Fleck Atrium and Desautels Hall are all available free of charge. The costs associated with the furniture reconfiguration will be covered through the OSE. If you require linen for your event it can be ordered from Chairman Mills. To view items available from Chairman Mills, go to: http://www.chairmanmills.com/
To order linen and materials for your event from Chairman Mills, call 416.391.0400. You will need to provide the Customer Service Rep with the following information:
- Rotman Customer #: 9484
- Margaret Charles Phone Number: 978.1983
- Club Name
- Event organizer’s personal phone number
- Event Date & Time
- Drop Off Location with detailed set-up request
- Pick-Up Time
U of T Movers
Furniture must be handled by (only) the U of T Movers for personal safety and maintenance reasons (wear and tear). If you require furniture to be moved or require additional items please contact your Club AD for assistance and your request will be passed on to the appropriate person who will address your needs.
A set of guidelines and procedures has been established to assist event and program coordinators understand their responsibilities in the management and coordination of events at the Rotman School. These guidelines must be adhered to in order to maintain the safety, security and maintenance of the facility and its occupants.
The Cost of moving furniture will be absorbed by the Office of Student Engagement. Movers will be booked during the Event Planning meeting with your Club AD. At the end of the meeting your Club AD will contact the Operations & Building Services Officer and must be booked a minimum of 4 weeks ahead of the event date.
AV Equipment and support must be requested a minimum of 4 weeks ahead of the event date.
Requests for AV equipment and support such as microphones, podium for the Event Hall/Fleck Atrium, projection screens, flip charts or use of the Rear Projection Unit (jumbotron) must be made through the Program Coordinator, Student Experience & Events. The OSE will contact the AV department by sending an email to avrequest@rotman.utoronto.ca, a minimum of 4 weeks ahead of the event date.
Note: Specific to the CIBC Room – an LCD projector must be reserved separately according to the above timelines. Clubs will be responsible for providing their own laptop for presentations in the CIBC Room.
Timing Note!
Caretaking & Cleaning must be scheduled a minimum of 2 weeks ahead of the event date
For evening and weekend events, additional caretaking and cleaning may need to be scheduled. The Club hosting the event will assume the responsibility for the cost having additional cleaners. Clubs should consult with your Club AD to determine if other events occurring at the school in a similar time-frame require caretaking, such that a cost-sharing arrangement between Clubs or administrative areas may be established. Caretaking and cleaning can be scheduled through the Operations & Building Services Officer and must be booked a minimum of 2 weeks ahead of the event date.
If you have leftover food from an event you must take it with you or throw it in the trash. Do NOT leave the food in the building for others to eat. If you do not trash and/or take the food with you and the food is found the next day, you will be penalized a minimum of $120 for caretaking fees. If you have empty trays/pizza boxes, leave those empties on the trash can closest to the elevator on the same floor as your event.
Administrative logistics includes items such as nametags, pens & markers, presenter gifts, parking for speakers, etc. Clubs are responsible for supplying and covering the cost of their own administrative materials. For information on what you may need to consider for your event, please contact your Club AD.
Nametags
The Rotman Events Team has pre-printed name tag paper, but clubs will need to purchase the quantity of holders they require from Grand and Toy (Product Code #: 64234 – card holder with clip 3 ½’’ x 2 ¼ “). To print the nametags, event attendee names need to be in an excel file with the first name, last name, job title and organization (or other pertinent personal information) in separate columns. For assistance in printing the nametags (troubleshooting) please contact your Club AD.
In order to distribute the workload leading up to the event and on the day of, engage volunteers from your Club membership in defined roles.
Ensure that you maintain regular contact with volunteers leading up to the event in order to ensure that planning remains on track.
The number of volunteers that you must recruit will depend on the overall size and scope of your event. Build a schedule of duties for the day of your event to ensure that you have an adequate number of volunteers to manage the event, but not so many that the volunteers outnumber the event participants.
Please see Page 10.
Timing Note!
The details for your event should be planned a minimum of 4 – 6 weeks in advance and confirmed a minimum of 1 – 2 weeks ahead of the event.