How to Book – Classrooms; Lecture Theatres; Lobbies; Outdoor Space
Through Conference & Event Services

STEP ONE

Any McMaster Student group wishing to hold an event* must first fill out a "Student Event Planning Approval Form" from EOHSS (Environmental & Occupational Health Support Services).
 
Go To: http://studentevents.mcmaster.ca/


To receive a PIN number a club; society; association president must email the request from the account with their full name and student number MSU Clubs email: Clubs Administrator and Everyone else email: judasst@mcmaster.ca. This information will be compared to records before the PIN number is given.

 *An Event is any activity in which a student group participates; on and off campus. (examples: meeting, formal, lecture, sports, discussion groups, tables, trip, concert, Conference ... )

STEP TWO

1)  EOHSS approves and sends organizer confirmation.  Submit copy of the approved form to Conference Services. You have 3 options:

1. in person – Conference & Event Services – McKay Hall 124 – Monday to Friday – 9:30am – 3:30pm
2. by email – as an attachment (meet@mcmaster.ca)
3. provide on-line link/url to form when submitting room request

2)  Submit requests on-line a minimum of 10 (ten) business days, in advance, of event.

Go To: Click here to go to Space Booking Form

Conference & Event Services will do its best to accommodate, however, in the event the requested room or space is not available, Conference & Event Services will try to find a similar alternative.

NOTE

One executive member to submit requests throughout the year using a mcmaster.ca address only.

During the first 3 weeks of September and/or January it is not possible to book from Monday to Thursdays due to the time required by the Office of the Registrar, Scheduling, to finalize the undergrad schedule and room assignments. It is possible to submit requests for Fridays, Saturdays and Sundays providing the requests are submitted a minimum of 10 (ten) business days in advance of event.

Requests for space, when the University is officially closed, will not be accepted.

OTHER AREAS & WHO TO CONTACT(these areas do not necessarily require 10 business days, in advance, to book)