Computer Science Student Clubs and Societies Room Booking Request Form

NOTE: This room booking request form is only for computer science events. All other societies and clubs should book a room through the (you must login with your �Ӱ�ԭ�� credentials at the top right of the page to submit a booking request)

Computer Science Student Clubs and Societies Room Booking Request Form

Company

This field is for validation purposes and should be left unchanged.

First name:(Required)

Last name:(Required)

�Ӱ�ԭ�� Email(Required)

Enter Email Confirm Email

CUID(Required)

9-digit �Ӱ�ԭ�� ID number. If you do not have a �Ӱ�ԭ�� ID number, please put “000000000”

Name of club or society:(Required)

Position in club or society:(Required)

President

Co-President

Treasurer

Other

Which room would you like to book?(Required)

Seminar room- HP5345 (capacity 45-50)

DSI Meeting room- HP5180 (capacity 8-10)

CS Meeting room- HP5437 (capacity 8-10)

Computer lab- HP4115

Computer lab- HP4125

Computer lab- HP4155

Gaming lab- HP5151

Event title:(Required)

Describe the event:(Required)

Date of event(Required)

Start time of event:(Required)

End time of event:(Required)

List the names of the host(s) who require swipe access to the room (maximum 2 hosts):(Required)

How many attendees are you expecting?(Required)

Will food/snacks be served?(Required)

Yes

Any additional information or requirements that we should know about?

Consent(Required)

I have read and agree to the rules and expectations outlined below.

In order to secure a space, please review the rules, expectations and agreement listed below. If approved, the event host or group will be responsible for ensuring they are upheld over the duration of the event.

Space Set-up:
The School of Computer Science is not responsible for the set-up or teardown process of the event or meeting space. The host or group must take the necessary steps to ensure the room is restored to its normal configuration and the floors and tables are clean.

Food/Snacks and Beverage:
If you plan to have food/snacks at the event, please contact Aramark Catering. The host or groups are not permitted to bring food/snacks onto campus for group events. For larger events involving food/snacks and beverages, the host or group will be responsible for contacting Facilities Management and Planning at fmp.service.centre@carleton.ca to arrange to have the room cleaned and garbage disposed of that evening. The room should be restored to its original state, and no evidence of the event should be present by the morning off.

Procedure Violations:
Violation of the space booking agreement by the host or group may result in the forfeiture of space booking privileges and/or charges for damaged equipment or furniture.

Risk Management Forms:
If the event meets one or more of the following criteria, you must complete and submit a 14 days in advance in order to be taken into consideration. The School must receive a copy of the approved Risk Management form before we can authorize the room booking.

• Scheduled activity occurring on or off campus
• Features a speaker
• Alcohol is being served
• A sports-like activity is planned
• Transporting students by means of chartered bus or rental vehicle
• Any activity that has the potential to result in damage to the individual person, or physical property

If you have questions concerning the Student Events Risk Management form, please email risk@carleton.ca

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