USE OF FACILITIES
May 15, 1974
May 24, 1995
Director of Ancillary Services
The primary purpose for the University facilities is the support of teaching and research programs which the University has authorized and for which it is responsible. Outside of meeting this obligation, there exist opportunities for making facilities available for other purposes.
Purpose of the Policy
The purpose of this policy is to set out the normal conditions for the short term use of the university facilities for events or activities other than teaching, research and administrative purposes. This policy does not cover long term leases of space.
Events or Activities Covered by This Policy
Events or activities covered by this policy are generally referred to as special functions. They frequently require the coordination of meeting rooms, residence accommodation, food service, parking, equipment and/or other support services at the University of Manitoba.
These events include but are not limited to conferences,meetings, seminars, cultural events, banquets, receptions, socials, weddings, concerts, festivals, promotions, displays and some athletic events.
Special functions do not include regularly scheduled academic courses, programs or meetings of a departmental or faculty nature held within the facilities of the department or faculty.
Space Covered by This Policy
Space covered by this policy includes classrooms, meeting rooms, lecture theatres, lounges, cafeterias, banquet rooms, auditoriums, seminar rooms; outdoor spaces in accordance with the "guidelines for using outdoor spaces"; and physical education facilities when booked as part of a conference or special event involving coordination of several services.
Spaces not covered by this policy include the physical education facilities such as squash courts, swimming pool, gymnasia, Max Bell track and hockey rink, the use of which is administered by the Faculty of Physical Education, unless as stated above.
The administration of this policy comes under the auspices of the Director of Ancillary Services with day-to-day matters delegated to the Special Functions Department.
The categories of users of university facilities are as follows:
Use of university space for commercial activities is restricted to the University Centre Building.
This policy does not preclude a Dean or Director from using space under his/her own jurisdiction free of charge, when sponsoring a university related event for which admission or registration fees are charged.
All categories of users must complete an application form, either for use of facilities, or for use of outdoor spaces, agreeing to the stated terms, conditions. The signature of the dean, director or designate responsible for the space is required on the submitted application form.
Applications must be approved by the Director of Ancillary Services, or designate. Outdoor concerts that may impact on the whole campus or the neighbouring community must be approved by the Vice-President (Administration) or his designate.
All applications must be forwarded to the Special Functions Department, Room 230 University Centre, which is responsible for processing billings and provision of support services.
Failure to complete an application and to obtain the necessary approvals may result in cancellation of the event.
Applications are available from any dean or director's office or the Special Functions Department.
Guidelines pursuant to this policy may be issued or amended from time to time with the approval of the Vice-President (Administration).
Rates are reviewed and set annually by the Vice-President (Administration), or his designate.
Rates are for space only and may or may not include a suitable set up. Any resetting requirements, equipment or other services may result in additional charges for all categories of users.
Rate schedules are available from the Special Functions Department.
TERMS AND CONDITIONS FOR USE OF FACILITIES
THE OFFICER or person in charge of the Group or Organization named on the face of this application agree as follows:
That there is no representation on the part of the University that the facilities named in the application are suitable for the intended use or as to their condition. The University has the right and sole discretion to change the rooms reserved by the Group under this agreement and to provide alternate university facilities, with 15 days written notice.
Application Forms are available from the Special Functions Department.
GUIDELINES FOR USING OUTDOOR SPACES
The following areas have been approved for use as outdoor special event sites:
|"Castle" area on north side
|South side barbecue area by
|University Centre Patio||yes||yes||no|
|Green space between Robson Hall & University College||yes||yes||no|
Noise restrictions are generally in effect during the day for areas adjacent to buildings. Specific information can be obtained through Special Functions.
Other spaces may be approved from time to time under special circumstances.
All spaces are reserved through the Special Functions Department by completing an Application for use of Outdoor Spaces form and agreeing to the stated terms and conditions.
Applications for use of Outdoor Spaces are available from the Special Functions Department, Room 230 University Centre. A representative of Special Functions must sign the application to initiate the process.
An application must be returned to the Department at least 5 business days (1 week) prior to the event.
Where alcohol or bonfires are involved, a copy of the Occasional Permit or Fire Permit must be filed with the Special Functions Department at least 3 business days prior to the event.
An application is not complete until all required signatures, and relevant copies of permits are obtained and filed with the Special Functions Department. Failure to obtain the necessary approvals will result in cancellation of the application.
Maximum Number of Events
No more than 2 events with alcohol and 2 bonfires will be approved in total on any given day. There is no maximum for events without alcohol or for barbecues. Approved events are on a first come, first served basis. An event is deemed to be reserved at the time the application is initiated, or handed out to an organizer.
All applications require certain approvals. These are normally the Special Functions Department, Physical Plant and Campus Police. Barbecues and bonfires require approval from the Safety Office, and bonfires also require a fire permit issued by the City of Winnipeg Fire Department. Events with food require the approval of the Catering Office. Events with alcohol require an occasional permit issued by the Manitoba Liquor Control Commission.
Furniture, Equipment and Setting Up
All outdoor areas are reserved "as is". All outdoor areas are regularly maintained by Physical Plant and will not be specifically groomed for an event. Certain conditions must be in place for certain events.
Events with alcohol have specific set up requirements, such as snow fencing to delineate the space. Further information is available from the Special Functions Department.
Physical Plant will deliver and pick up the snow fencing from the site on the day of the event. Setting up/taking down is the responsibility of the organizer. Labour to set up and take down may be provided by Physical Plant at an additional cost. Cancellation of an event must reach Physical Plant by 7:30 a.m. on the day of the event in order not to be charged for delivery/pick up of goods. Phone 474-6285.
Outdoor furniture, barbecuing equipment, special lighting, etc. is not available on campus and must be rented. Information on rentals is available through the Special Functions Department. Firewood is not available and must be purchased.
Garbage containment, removal and site clean up is the responsibility of the organizer.
Under no circumstances are motor vehicles of any kind permitted to drive or park on grassed areas.
If the area is damaged, left unclean or the garbage is not removed, the areas will be restored to an acceptable condition and the organizer will be charged for all costs involved.
All food must be arranged through the Special Functions Department, Catering office. A wide selection of bulk food items, condiments and disposable serving products are available.
Rates, Costs and Deposits
Organizers are responsible for all direct costs related to the use of the space. A deposit to cover estimated costs will be required prior to the event. Upon return of the application to the Special Functions Department, the organizer will be advised of the amount and deadline for payment.
Terms and Conditions
The guidelines for use of outdoor spaces are subject to the provisions of the Policy on Use of Facilities. Specific terms and conditions of the University regarding the use of space are listed on the back of the application form.
REQUIREMENTS FOR OUTDOOR EVENTS WITH ALCOHOL
All use of outdoor space is subject to the "Guidelines for Use of Outdoor Spaces" and its application process. In addition, the following conditions apply to an outdoor area when alcohol will be served.
TERMS AND CONDITIONS FOR USE OF OUTDOOR SPACES
THE OFFICER or person in charge of the Group or Organization named on the face of this application agrees as follows:
1. That there is no representation on the part of the University that the facilities named in the application are in suitable condition for the intended use. The University has the right and sole discretion to change the spaces reserved by the Group under this agreement and to provide alternate university facilities, with 15 days written notice.
2. To adhere to all University regulations and policies such as the Campus Alcohol Policy, banner and signage policies and parking regulations.
3. That the serving of any food, beverage, or alcohol will be under the exclusive control and approval of the University, through the Special Functions Department. With respect to the service and consumption of alcohol, the Group shall ensure compliance with the Campus Alcohol Policy, the Liquor Control Act of Manitoba and with all regulations and requirements of the Manitoba Liquor Control Commission.
4. To take reasonable precautions to maintain the security of University facilities and to comply with all applicable requirements respecting safety including precautions respecting fire hazards. The University shall have the right at any time to terminate the function and require the facilities to be immediately vacated if in the opinion of the University representative there is danger to security or public safety.
5. To reimburse the cost of repairing damages to University property or facilities caused either directly or indirectly by a person permitted by the Group to participate in the use of the facilities referred to in the application.
Application Forms are available from the Special Functions Department.