Central Room Reservations

Central Room Reservations is responsible for providing access to a portion of classrooms and theatres that are not being used for teaching or other academic purposes. Please review and note the Room Booking Policy before submitting a booking request. To view all centrally bookable rooms with capacities and costs, Click Here.

 

Student Groups/Clubs

Any AMS or SGPS approved club/organization or faculty society approved club/organization requesting the use of University space for an event needs to follow this procedure to book a room or table:

  1. Review the University’s Policy and Procedures on Booking, Use, and Cancellation of Bookings in University Space. 
  2. Review the Off-Campus Activity Safety Policy and the complete the Event Sanctioning Form, if required. If you have questions, please contact the Vice-President (Operations), Alma Mater Society.
  3. If required, we can arrange for audio-visual equipment, public address equipment and/or Custodial Services. You will be provided with an estimate of all charges when your request has been processed.
  4. If you answer ‘yes’ to specific questions in the section titled “Event Review”, AMS policy requires that you obtain the Constable Manager’s approval. Without this approval you will not be permitted to book a room. For more information on the Student Constable’s, please visit their page here.
  5. If a bar is requested, please contact Event Services. Note: Bars require a minimum of 14 business days lead time.
  6. Cancellations must be made at Room Reservations within five (5) working days prior to the scheduled event. You also need to notify the Constable’s Office and Queen’s First Aid if services were arranged through these offices 48 hours in advance. You will be charged for any services that have not been cancelled.
  7. If your event will be playing music, Re:Sound and SOCAN music tariff fees will be applied to your rental. For more information on tariff fee compliance, see here.
  8. If you will be providing food from an off-campus food provider, please fill out the Food Request Form found on the Hospitality Services page here.

Once you have read and complied with these instructions, you may book now.

Departments/Units

Any Queen’s University Department/Unit requesting the use of University space for an event needs to follow this procedure to book a room or table:

  1. Review the University’s Policy and Procedures on Booking, Use, and Cancellation of Bookings in University Space. 
  2. If required, we can arrange for audio-visual equipment, public address equipment and/or Custodial Services. You will be provided with an estimate of all charges when your request has been processed.
  3. If a bar is requested, please contact Event Services. Note: Bars require a minimum of 14 business days lead time.
  4. If your event will be playing music, Re:Sound and SOCAN music tariff fees will be applied to your rental. For more information on tariff fee compliance, see here.
  5. If you will be providing food from an off-campus food provider, please fill out the Food Request Form found on the Hospitality Services page here.

Once you have read and complied with these instructions, you may book now.

Non-Queen's Organizations

Any individual/organization requesting the use of University space for an event needs to follow this procedure to book a room or table:

  1. Review the University’s Policy and Procedures on Booking, Use, and Cancellation of Bookings in University Space. 
  2. If required, we can arrange for audio-visual equipment, public address equipment and/or Custodial Services. You will be provided with an estimate of all charges when your request has been processed.
  3. If a bar is requested, please contact Event Services. Note: Bars require a minimum of 14 business days lead time.
  4. If your event will be playing music, Re:Sound and SOCAN music tariff fees will be applied to your rental. For more information on tariff fee compliance, see here.
  5. If you will be providing food from an off-campus food provider, please fill out the Food Request Form found on the Hospitality Services page here.

Once you have read and complied with these instructions, you may book now.

Academic/Course-related Bookings

For academic and course-related booking, click here

Central Room Reservations FAQ

How long do I have to wait for a confirmation?

Confirmations can take up to 5- 10 business days to complete. Please note, responses for bookings requested more than 30 days out may not be addressed until closer to the event start date due to external factors like timetabling and exams.

Where do I find how much a space rental is?

 Our rental pricing schedule is located here.

What do I do if I have to change my booking?

If you would like to change your booking please email Room Reservations with your change – Please include your bookings reference number which appears on your venue booking confirmation.

Will the building and room be open for my booking?

Building unlocks are scheduled by the booking times requested. Please ensure to review your booking for reference the confirmed access times.

Where can I see what the spaces look like?

 A variety of spaces available for booking with Central Room Reservations can be previewed here. If the room you are interested in is not listed here it may not be booked through Central Room Reservations or it may not have a profile assembled at this time.

How can I find out what equipment is in each space?

For rooms with classroom profiles, a list of equipment is included here. If the room you are interested in is not listed here it may not be booked through Central Room Reservations or it may not have a profile assembled at this time.

Who do I phone if the room is locked?

If the room is locked, please contact Fixit at 613-533-6000 (internal 77301).

How do I cancel a room booking?

In order to cancel a room booking a cancellation must be made in writing to Room Reservations by email.

Is the room accessible?

A list of campus building accessibility features can be found here.

Full classroom specifications

For information on all other spaces, please reference the Non-Central Room Booking Directory