Governing Documents: Operations
Effective Date:
August 24, 2009
Revised Date:
Review Date:
June 15, 2015
Approving Body:
Vice-President (Administration)
Vice-President (Administration)
Special Functions
Applies to:
All Employees

1.0 Reason for Policy

To outline the conditions under which facilities in Chancellor's Hall shall be used.

2.0 Policy Statement


2.1 Reservation of space in Chancellor's Hall falls generally under the University of Manitoba Policy on Use of Facilities. Due to the unique nature of the Hall, special priorities apply.

2.2 Chancellor's Hall was designed for the University to host small, formal functions on the main level. The Hall is not intended as a location for departmental meetings, staff development programs, or other administrative gatherings accommodated in other campus facilities.

2.3 Chancellor's Hall falls under the University's Clean Air Procedure and is designated as a no smoking facility.


2.4 Reservations will be accepted via mail, fax, phone or in person at the Special Functions Department. A budget number or credit card number must be provided in order to confirm a reservation. Cancellations must be received at least 24 hours ahead of the booking.

Method of Payment

2.5 Inter departmental charge: Prior to the event, written authorization is required from the originating department to charge costs to a budget number if the cost will be in excess of $250.00. Charges will be processed following the event.

2.6 Visa/Master Card: Prior to the event, written authorization, complete with credit card type, number, expiry date and signature is required for processing this method of payment. Charges will be processed following the event.

2.7 Purchase Order: Prior to the event, a purchase order from the organization is required. Charges will be processed following the event.

2.8 Cheque: Personal or organizational cheques for the full amount due are required prior to the event. Charges will be processed following the event.

2.9 Priorities for Use

2.9.1 Main floor rooms may be reserved for VIP events hosted by the University which are central to the academic or cultural life of the University. Bookings may be made by a faculty, school, department or the Alumni Association.

2.9.2 Main floor rooms may be reserved for VIP events sponsored by an organization which supports the University in a significant way and where the event is considered to advance the interests of the University.

2.10 Events and Capacities

2.10.1 The main floor is suitable for small receptions, luncheons, dinners and seminars. Only one event can occur in the Hall at a time.

2.10.2 Capacities: Stand-up receptions and luncheons - 75 people. Sit-down meal, meeting or seminar requiring dining room table and chairs for seating - 10 people.

2.11 Rates will be reviewed and set annually by the Vice-President (Administration). Information on current rates and reserving space is available through the Special Functions Department. Rates apply to all events, and may be reduced or waived depending on the total value of catering.

2.12 All catering and alcohol service will be arranged through the Special Functions Department. Alcohol service on the main floor will be served under the auspices of the University's dining room or spectators activities licence.

2.13 Parking arrangements may be made through the Special Functions Department. University parking rates may apply.

3.0 Accountability

3.1 The University Secretary is responsible for advising the Vice-President (Administration) that a formal review of the Policy is required.

4.0 Secondary Documents

4.1 The Vice-President (Administration) may approve Procedures which are secondary to and comply with this Policy.

5.0 Review

5.1 Formal Policy reviews will be conducted every ten (10) years. The next scheduled review date for this Policy is June 15, 2015.

5.2 In the interim, this Policy may be revised or rescinded if:

(a) the Approving Body deems necessary; or
(b) the relevant Bylaw, Regulations or Policy is revised or rescinded.

5.3 If this Policy is revised or rescinded, all Secondary Documents will be reviewed as soon as reasonably possible in order to ensure that they:

(a) comply with the revised Policy; or
(b) are in turn rescinded.

6.0 Effect on Previous Statements

6.1 This Policy supersedes the Policy: Chancellor's Hall (approved February 27, 1997).

7.0 Cross References

Clean Air Procedure

Related Documents:

Clean Air Procedure