Event Spaces on Campus
One of the benefits of receiving University recognition as a student group is being able to book space on campus for events and activities. As per the Space Management Policy, space management is delegated to various units including the Registrar’s Office - Examinations & Timetabling for centrally-scheduled indoor spaces, faculties and departments for spaces within those academic units, Campus & Community Recreation for gymnasiums and other recreational spaces, Conference Services for Lister Conference spaces and campus-wide booking for external parties, and Outdoor Site Booking for outdoor sites.
The UASU’s Horowitz Events Centre also manages various spaces that student groups can book in the Students’ Union Building, as well as Dewey’s.
Please note that BearsDen approval is required for student group events held in on-campus spaces.
Event Bookings in Centrally-Scheduled Space
Recognized student groups can book classrooms, tables, and special event spaces as per the Short-Term Casual Event Booking Procedure. The group is responsible for ensuring they follow the Room Booking Policy established by Examinations & Timetabling.
Approval of a space booking is not approval for the event or activity. With the exception of meetings, annual general meetings, and elections that are only open to group members, student groups must submit events on BearsDen for review and approval by the Student Affairs Team of the Office of the Dean of Students. Please note, that if a student group is hosting an event on behalf of a third-party and/or the majority of attendees are expected to be non-U of A members, the space booking may be referred to Conference Services and assessed a fee.
Event Bookings for Outdoor Sites
Recognized student groups are also able to book many outdoor sites for free. Groups must be in accordance with the Outdoor Site Booking Procedure, which includes booking the space through Outdoor Site Bookings, and receiving event approval via the BearsDen event form. While the space may be booked at no charge to student groups, there may be fees incurred for set up, site resurfacing, waste bins, clean up, etc.
North Campus Space Booking:
Student groups are able to book centrally scheduled classrooms and atriums, subject to the Room Booking Policy. Please use the Registrar's Office - Examinations & Timetabling: Classroom Booking Form and Lounge/Atrium Booking Form to book these spaces. BearsDen approval is required for events held in these spaces.
Please note, activities permitted in classrooms are those compatible with academic activities. Events with food and beverages, physical activities, crafts and amplified sounds should be held in other spaces.
Facility Rentals - Campus & Community Recreation: Booking Request Form
Bookable facilities include the Claire Drake Arena, Education/East/Main Gyms, Multi-Purpose Rooms, the Wilson Climbing Centre, etc.
View the full list here: North Campus - Campus & Community Recreation
If student groups wish to book an outdoor site, such as Main Quad or Business Quad, they can do so through Campus Services - Book an Outdoor Site.
Food Truck approval requires space booking through Outdoor Site Booking, food vendor approval through Commercial Leasing, and student group event/BearsDen approval. Please be aware of fees and commission requirements for having food trucks on campus.
For faculty- or department-managed rooms, please contact your faculty or department administrators to inquire about booking processes for spaces they manage. In some instances, faculty student associations may be granted space to book out for student groups.
Conference Services manages bookings in Lister Centre, Peter Lougheed Hall, and in other venues when U of A student groups, staff or faculty host events for a majority of non-U of A attendees. More information can be found on the Conference Services site.
There are a variety of meeting rooms across the U of A campuses, some of which are booked through faculty or department administrators (see above). The UASU provides meeting rooms (SUB 0-31, 0-33, 0-40, 0-46, 0-48, 0-51, 0-55, 1-14) that can be booked through the Horowitz Event Centre - Booking Request Form.
Cameron, Rutherford, and Sperber library, as well as Augustana and Biblioteque Saint Jean on Augustana Campus and Campus Saint-Jean respectively, have study rooms that can be booked at the Book Study Space page on the University of Alberta Library site.
For special event venues:
Telus Atrium, Heritage Lounge, Education North Foyer, KIVA, and the Business/Tory Galleria Concourse can be booked through RO - Room Booking.
Convocation Hall and the Music Venues can be booked through the Department of Music by calling (780) 492-0601.
The Timms Centre can be booked through the Timms Centre for the Arts: Venue Rental Inquiry Form.
Venues in SUB, such as the Dinwoodie Lounge, Horowitz Theatre, and Room at the Top, can be booked through Horowitz Events.
Table bookings are managed by numerous stakeholders. As a note, bake sales or other food sales are not permitted in HUB, CAB, and SUB due to the proximity of food courts. In buildings such as CCIS, ECHA, and others with food vendors, they are permitted, but not near the food vendors.
Tables in SUB can be booked in person in SUB 2-900.
HUB tables, and lounges, can be booked through Dining, Leasing & Conference Services.
Tables in ECHA can be booked through the ECHA Table Request Form.
Tables in CAB and BUS/TORY can be booked through RO Central Booking.
Some tables are booked through department or faculty administrators, who may delegate table booking to their affiliated student group. For example ISSS books tables in CCIS for science groups and the Education Students’ Association books tables in the Education Building.
South Campus Facilities
A variety of facilities can be booked on South Campus, such as Foote Field and the Curling Rink. See the full list here: Campus & Community Recreation - South Campus. To book, use the South Campus Facility Rental Request Form.
Campus Saint-Jean
Bookable spaces at Campus Saint-Jean include the Auditorium, Gymnasium, various classrooms and meeting rooms. More information and the booking forms can be found here: Campus Saint-Jean - Room Bookings.
Augustana Campus
Bookable spaces at Augustana campus are the Wahkohtowin Lodge, the Forum, various classrooms and meeting rooms, and the Chapel. Bookings are made through the ASA’s Club Room Booking Request.