Frequently Asked Questions
Planning an event or booking a space at U of T?
You’ve come to the right place! Whether you’re curious about rates, billing, AV support, or what student groups need to know, we’ve got answers to the most common questions. Explore the sections below to find quick tips, helpful details, and everything you need to make your event a success.
Booking & Rates
What if I need to book an exam?
Learning Space Management facilitates 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.
If I am part of U of T, how will I be billed for these services?
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.
Event Planning & Coordination
Who do I contact the day of my event if I need something?
Your Campus Events Coordinator will be in touch. Event contact information can be found on our website.
Is there information I should be aware of if I’m hosting an event in a food consumption area?
If you are hosting an event in an approved food consumption area, please read the St. George Campus Safe Food Handling Guidelines.
From there, you can find a form on the Campus Beverage website and submit an application for your event.
Recognized Student Groups
Who Can Book Events from Recognized Student Groups?
Only Administrative Officers of a Recognized Student Group, as listed on your group’s profile page on the Student Organization Portal, can book a space free of charge through Campus Events using the Student Group Booking Portal.
How many days’ notice is required to book an event?
Six business days before the requested date is required.
What is the cost?
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.
Are there charges for AV?
Charges will be applied for bookings that require access to audio-visual equipment and/or required service orders that must be paid before the event. All bookings will receive a 50% discount on audio-visual charges.
How do we submit payment of invoices?
Our office will issue the invoice after the event, and payment can be made via online payment.
Can we bring food and beverages?
Food and beverages are not permitted in classrooms.
Can I still book a space if it’s not on the Student Group Portal?
There are other spaces not included in the Student Group Booking Portal, including outdoor event spaces. To request outdoor event spaces, please email campusevents@utoronto.ca . You may contact Hart House and the UTSU Student Commons to inquire about space rentals outside our hours. Note that colleges, faculties, and departments have different policies and their own administrators review them carefully before making a request.
How do I become a Recognized Student Group?
To become a Recognized Student Group, renew group recognition, or change the Administrative Officers listed on your group’s profile page, visit the Student Organization Portal.
What does the “invalid login credentials” error mean when trying to book a space?
Please ensure the contact information for the group is up to date. You can update it by visiting the Student Organization Portal.
