Society Bookings

All student-sponsored functions (except sporting events) must be booked through Conference Services at 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.

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. At times, full sponsorship of facilities only can be granted by applying to the President's Office. Please obtain this form from the Conference Services office in room 252 of the Sobey Building.
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.

Steps for booking a student-sponsored function:

• Contact person - appoint one person in the Society who will be responsible for making all the room bookings. A form (available at Conference Services) must be completed with this information and authorized by SMUSA.
• Rooms must be reserved in person at Conference Services. Conference Services is located in the Sobey Building, Room 252.
• Bookings must be made one business day in advance and for weekends or Monday by 12:00pm 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.
• Everyone must adhere to “Room Use Regulations”.
• Set-up and clean-up of the room booked is the Society’s responsibility.
• Societies are not permitted to cater their own food or liquor. All food must be provided by the University caterer, Aramark Campus Services, at 420-5159 and liquor/bar service by SMUSA at 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.