Student Societies Bookings

Students

Students who wish to use a classroom/seminar room for group work/study sessions/tutorials must follow the following procedures:

  • Only one student contact person per group.
  • At the beginning of each semester students must show valid SMU Student ID in person at Conference Services Office. Conference Services is located in the Loyola Residence, Room 114. After the initial visit, students may contact us via email at conference.services@smu.ca or 902.420.5055 to book their room.
  • Bookings must be made one business day in advance and for weekends or Mondays by 12:00 PM (noon) on Friday.
  • Classrooms can be booked (subject to availability) between the following hours: Monday to Thursday: Starting at 5:30 PM and ending by 11:00 PM. Friday to Sunday: Between 8:00 AM to 11:00 PM.
  • Each student can only book up to three hours per week.
  • Bookings can be made for up to two weeks in the future.
  • Follow the Room Use Regulations.

An event can be classified under three separate categories:

  1. Internal Event: All persons attending are Saint Mary's University staff, faculty or students. There is no charge for the use of facilities. ie. departmental meeting, seminar, etc.
  2. Sponsored Event: Event/function must be academically oriented, support the mission statement for the institution and have attendance with at least 50% Saint Mary's University students, faculty or staff. There is a 50% room rental fee applicable. 
  3. External Event: When facilities for an outside group/association are reserved, a meeting facilities fee will apply. Full disclosure of the nature of the event is required.

Student Room Use Regulations

  • No food or beverages permitted in all classrooms, theatres, seminar rooms and team work rooms.
  • When reserving a room, you take responsibility for the room and its contents including IT/AV equipment. It is expected that the room and its equipment be left in good condition (furniture arranged appropriately and all equipment wires plugged in).
  • Groups/students are responsible for any damages/loss (theft) to University property that occurs during their booking.
  • All bookings are subject to change due to academic scheduling. Should a change occur, you would be notified immediately for relocation.
  • Groups/students are expected to leave the facility as it was found. Should a room be left in an unacceptable state, a cleaning fee will be charged and/or your dean will be notified.
  • Reserved rooms are opened/closed by Security and accessible only during the time they are booked. If you finish early, please contact Security to have the room closed. Security can be contacted 24 hours/day at their office in the basement of McNally Building, Room 106 or by phone at 902-420-5577.
  • Failure to adhere to any of the regulations could result in your booking/function being terminated and suspension in the use of facilities.

Society Bookings

All student-sponsored functions (except sporting events) must be booked through Conference Services at 902-420-5055. Student-sponsored functions are able to be booked only during the months of September to April inclusive. To ensure the greatest chance of availability, book your event as soon as possible.

Steps for booking a society function:

  • Contact person - SMUSA will provide Conference Services with a list of authorized people who are able to book rooms on behalf of each student society. If your name is not on this list, please contact the Society Coordinator at SMUSA to have your name added. We are not able to make room bookings for society members who are not on this list.
  • Rooms must be reserved in person at Conference Services. Conference Services is located in the Loyola Residence, Room 114.
  • Bookings must be made one business day in advance and for weekends or Monday by 12:00 PM on Friday. For large venues, bookings must be made at least two weeks in advance.
  • Classroom and Seminar Room bookings can be made for up to two weeks in the future. Classrooms can be booked (subject to availability) between the following hours: Monday to Thursday: Starting at 5:30 PM and ending by 11:00 PM. Friday to Sunday: Between 8:00 AM to 11:00 PM.
  • Everyone must adhere to Room Use Regulations.
  • Societies are not permitted to cater their own food or liquor. All food must be provided by the University caterer, Aramark Campus Services, at 902-420-5159 and liquor/bar service by SMUSA at 902-496-8702.
  • Our beverage/food service agreements do not permit the serving of items supplied by external sources, including donations.
  • Security is required at all functions with liquor and at large public gatherings. Conference Services will assign security, at the Society’s expense, where deemed necessary.
  • If you plan to have alcohol at an event, a Liquor Functions Form (available at Conference Services) must be completed. This form requires signatures/approvals from the SMUSA President, SMUSA Operations Manager and the Manager of University Security. The completed form must be returned to Conference Services by Thursday of the week prior to the event.
  • To avoid cancellation, payment for services must be paid in full three days prior to an event.
    • Campus Security – Security, MM Room 016
    • Food Service – Aramark, Loyola Residence, 2nd Floor
    • Bar Service – SMUSA, Student Centre, Room 509
  • Should a Society have an outstanding account resulting from charges levied for damages, security, cleaning, liquor or food service, etc. future use of university facilities will be denied until the account is settled.
  • Failure to adhere to any of the regulations could result in a function being terminated or suspension in the use of facilities.

Tutors/Tutorials

Tutoring is usually a “one on one” or small group experience (seven or under students with one tutor.)  Saint Mary’s University students may book classroom space on campus for a tutoring experience at no charge when the tutor is registered with the SMUSA Tutor Database. (Please see below for SMUSA’s Terms for Tutors.)

SMUSA’s Terms for Tutors

You will be asked to provide:

  • One letter of recommendation
  • A Banner print-off of grades or official transcript

Terms for Tutors:

  • Tutors will provide a free 20 minute consultation with the student.
  • Tutors will charge no more than $15.00 an hour for their services.
  • Tutors are responsible for arranging for payment with their student.
  • SMUSA is not responsible for any transactions
  • Due to the very limited availability of classroom space on campus, small classrooms (under 20 person capacity) will be used for tutoring.  Room use regulations for student events will be applied.
  • Students are not allowed to book space on behalf of another person/business.  Students are not able to charge for or be paid for the booking of any space on campus.
  • Saint Mary’s University reserves the right to withdraw the use of space without notice and without penalty.

Tutorials

  • When tutoring is provided to a large number of students (over seven students), it is to be considered a Tutorial business and the external rental fee for facilities will be applied.  The tutor providing the service must be registered with the SMUSA database.
  • Department sponsored tutorials will be the exception and will not be charged for the space. The room reservation will be made under both the professor’s name and the tutor.
  • Students are not allowed to book space on behalf of another person/business.  Students are not able to charge for or be paid for the booking of any space on campus.
  • Saint Mary’s University reserves the right to withdraw use of space without notice and without penalty.
  • Students not charging for their academic help would fall under the Group Work category and would not be charged for the meeting space.

Team Work Rooms

Listed below are the conditions for the use of a team work room:

  • Are available on a first-come first-serve basis, up to a maximum of three hours per group.
  • Most Team Work Rooms are available each day from 8:00 AM to 11:00 PM, 7 days a week. No reservations/bookings are required. Some Team Work Rooms will be used for academic class work; please check bulletin boards outside of rooms for availability.
  • Are designed for use of more than one individual, not for personal study rooms. Rooms are monitored.
  • No food or beverages are permitted.
  • When using room, you take responsibility for the room and its contents. You are expected to leave the facility as it was found.
  • Saint Mary's University is not responsible for lost or stolen items. Do not leave your personal belongings unattended. Any items left behind in all Team Work Room, even momentarily, will be deemed lost and found and removed from the room immediately.
  • Should a room be left in an unacceptable state or failure to adhere to the conditions can result in suspension in use of facilities, and/or your dean notified and/or a cleaning fee.

Team Work Rooms:

LOYOLA BUILDING

1st Floor
  • L166

2nd Floor

  • L 266
  • L 267
  • L 280 A to H

SOBEY BUILDING

1st Floor

  • SB 154
  • SB 157
  • SB 162

 

2nd Floor

  • SB 262
  • SB 263

Lockers

Lockers are available for rent through the Facilities Management department which is located in McNally South 011. For more information, please visit their webpage or contact them at 902-420-5572.

charter-the-smu-bus-4

Where Will You Go?

This season the Saint Mary’s Huskies will be travelling via the SMU bus. When the bus is not being used by Huskies teams, the bus will be available for rent to the SMU community and outside groups.

Why Charter the SMU Bus?

There are many benefits to using the SMU bus for your group travel needs:

  • Travel in comfort with full AC, WiFi internet enabled and spacious reclining seats.
  • 48 passengers.
  • Ample storage.
  • Professional drivers that are well trained, friendly courteous.
  • Your group stays together and arrives at the same time rested, relaxed and ready for a good time.
  • Access to a 24 Hour Emergency Line answered by a real person.
  • Environmentally friendly. We use less fuel and emit less carbon, per passenger per mile than your family car and idling is not allowed.
  • Insured.
  • Show your SMU Spirit!

Rates & Availability

All bookings for the SMU bus are completed through Ambassatours. Rental rates vary by individual trip. Please contact Ambassatours to check bus availability and to receive your individualized quote. Ask for the SMU bus by name!

Phone: 902-423-6242
Email: reception@ambassatours.com

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