*NOTICE: ALL BOOKING REQUESTS NEED 2-3 BUSINESS DAYS WITH COMPLETED EVENT SANCTIONING TO BE APPROVED BY THE SLC!
Capacities:
Bookings of group rooms will be permitted for all ratified clubs. The maximum capacity for all indoor spaces is set to 25 as directed by Queen’s University. Updated capacities for group rooms can be viewed on Checkfront in the ‘details’ tab of each room’s booking page.
We have not been given permission by the university to increase room capacities for allocated club offices at the present moment. These will remain the same as indicated in the procedural manual. Clubs with an allocated space looking to run group meetings may book group rooms to do so.
Sanctioning:
Group rooms can be used for general team meetings on campus for clubs. These do not require event sanctioning but do require the Vaccine Status Declaration to be submitted (see below). As well, any booking involving food/beverages will require event sanctioning.
Group rooms can also be used for community-based events which will require event sanctioning. Event sanctioning requests should be submitted 14-21 business days in advance. For events, club leaders are currently in charge of checking SeQure app statuses of all attendees. We have unfortunately not been given the go-ahead from the Risk & Safety office to permit activities involving singing or musical instruments. All information on club event sanctioning can be found at https://myams.org/home/clubs/clubs-event-planning/.
Booking Requirements for Clubs:
Club executives must sign the Vaccine Status Declaration attached before their club will be allowed to access group rooms for executive team meetings. This declaration form attests that the executive signing has seen proof of vaccination for all club members who will be accessing the space. This form will only need to be completed once. Club executives must submit this form prior to entering their space for the first time.
On the date of your booking, you will need to ensure each club member has completed a SeQure assessment. The club member signing out keys will additionally be required to show the Student Life Centre desk representative their completed SeQure assessment and proof of vaccination.
Recurring Bookings:
The attached PowerPoint includes instructions on how to complete recurring bookings. All bookings should be made using the club’s email and all booking dates should be attached to the same invoice.
Additional Support:
If you have any questions regarding bookings on the SLC Website, please contact our SLC Operations Manager, Jane at slc.ops@ams.queensu.ca or our SLC Reservations Manager, Rohini at slc.reservations@ams.queensu.ca. If you have any questions regarding event sanctioning procedures and guidelines, please contact our Campus Activities Commissioner, Anika at cac@ams.queensu.ca. Any other questions regarding club space can be directed to me. Please ensure you have read the entirety of this email in addition to previous emails on club space prior to emailing with questions.