Please Note: Campus Events Service Charge Increase Effective May 1, 2023. Learn more ›
Please Note: Campus Events Service Charge Increase Effective May 1, 2023. Learn more ›
campus events
Campus Events Service Charge Increase –
Effective May 1, 2023
In 2020 Academic + Campus Events (ACE) underwent an operational review which resulted in Campus Events (CE) joining the Spaces & Experiences (S&E) portfolio. This created a clear direction for the business unit, now alleviated of academic space booking responsibilities and mandated to focus solely on helping staff, faculty, and students across campus with the coordination of various events, activities, and conferences as part of the S&E portfolio.
The service and cost recovery model Campus Events (CE) maintained from its time as part of Academic + Campus Events (ACE), relied heavily on fees from external rentals to offset the staffing and administrative costs for CE staff to support internal and institutional events and conferences.
The substantial issues with the business model pre-pandemic were amplified by the sudden suspension of external rentals during the pandemic, which was then followed by a dramatic influx in internal requests post-pandemic. This highlighted the immediate need for a more sustainable cost recovery model to facilitate internal activities.
Subsequently, as a next step to recover full-time staffing costs, effective May 1, 2023, CE will be implementing a new cost recovery model for internal event and conference planning services, in which the current hourly activity fee for internal space use is increased.
Costs will apply to events that require the coordination of onsite services by Campus Events such as furniture and poster board reconfigurations, caretaking, grounds, security, and access arrangements. CE also will continue to provide high quality, expert advice to departments related to the coordination and execution of professional events, which, if sourced externally, would come at a significant cost premium.
The cost recovery model outlined below will help offset the staffing and administrative costs for Campus Events planning and expertise in services and operations as well as the coordination of service order arrangements and requests with Facilities & Services.
| Space Capacity | Rooms in Inventory | Internal Activity Rate |
|---|---|---|
| <100 people | 230 | $30/hour |
| <200 people | 39 | $65/hour |
| >200 people | 16 | $100/hour |
| Convocation Hall (1,731) | 1 | $250/hour |
Learning Space Management will continue to facilitate basic classroom booking requests without service arrangements at no charge.
If you have any questions about the new Campus Events service fees, cost estimates, or booking rooms for conferences and events on campus, please email us at campusevents@utoronto.ca.
Most questions can be answered by reviewing our FAQs below, and this memo.
Campus Events will continue to work to provide the university community with the high level of service it has come to expect and endeavour to set the standard of excellence for conference and event management at the University of Toronto.
The service and cost recovery model Campus Events (CE) maintained from its time as part of Academic + Campus Events (ACE), relied heavily on fees from external rentals to offset the staffing and administrative costs for CE staff to support internal and institutional events and conferences.
The substantial issues with the business model pre and post pandemic highlighted the immediate need for a more sustainable cost recovery model to facilitate internal activities and recover full time staffing costs.
The revised cost recovery model provides a consistent framework to support internal activities while offsetting the staffing and administrative costs for Campus Events planning and expertise in operations as well as the coordination of service order arrangements and requests.
All internal activities booked in centrally shared classroom spaces on the St. George Campus including auditorium, lobby, and outdoor spaces that require the coordination of onsite services coordinated by Campus Events such as furniture and poster board reconfigurations, caretaking, grounds, security, access arrangements transportation services, campus safety, and communications.
Recognized Student Groups that have been officially recognized by the University through the Student Organization Portal can book spaces with Campus Events.
Recognized Student Groups will not be charged for the use of space; however, they will be held responsible for any additional costs incurred to Campus Events. These are usually overtime costs for Caretaking, Campus Moving, or Security. Please check the requirements by visiting the Recognized Student Groups booking page with additional FAQs which can be found here.
Learning Space Management will continue to facilitate all academic space requirements as well as basic classroom booking requests including those for departments and faculties that do not require any service order arrangements or logistical review at no charge.
Costs for space coordination and facility and service charges will be billed directly to the department or faculty to the FIS numbers provided on the internal event request form.
