All applications will be reviewed and vetted by USC Reservations.
USC Reservations endeavours to process all applications in a timely manner based on operational norms and hours. Excluding weekends and holidays it may take from 24 to 48 hours for a response or confirmation.
Application Submission Periods:
Applications for space or services received after any notice period must be made in person at the USC InfoSource by an authorized signing officer and are not guaranteed and will be processed and approved at the discretion of USC Reservations based on operational and space requirements.
Applications submitted after Friday at noon, weekends and holidays will be reviewed the next working day. All notice periods exclude weekends and holidays.
Display & Promotional Space
Applications for large or full Atrium events must be received at least 14 working days prior to the date requested.
Tables will be granted based on availability. Due to extremely high demand for space, requests for two or more tables will be subject to availability.
Conference Rooms
Applications for rooms should be submitted at least 2 working days prior to the first date requested. All rooms have self-serve A/V options.
Activity & Event Space
Applications for Community Room/Room 269 with no support required must be received at least 2 working days prior to the date requested.
Preliminary equipment and or seating requirements for all events should be included on the application at the time of booking.
USC AFFILIATED GROUPS
Applications
USC Clubs, Faculty Councils, Residence Councils, Affiliated Colleges can submit requests for all promotional and event space as of the first day of classes in September. All applications can be submitted via EMSWeb. Please see the EMSWeb tab for information regarding accounts and submitting applications.
Space can only be requested by designated authorized signing officers for the group or organization.
Application for space must be completed in full or application may be rejected.
USC Clubs and Faculty Council must submit an event proposal in WesternLink prior to requesting space. The event does not have to be approved to reserve space but must be approved prior to the booking. If the event is not approved, then the booking will be cancelled.
Request for Quote:
Event Quotes do not secure or reserve the space or dates nor hold priority over submitted space requests between the time the quote is requested and the time the quotes moves from quote to space request.
Student Groups Application Guidelines:
Applications for large or full Atrium events must be received at least 14 working days prior to the date requested.
Groups are permitted one Full Atrium (Atrium 1, 2, 3 and Stage) Event/Day per academic year.
Groups may have more than one large event on the Concrete Beach in an academic year. However, this is counted against the two pre-booked spaces per week.
Single Table Display/Promotion
Applications for single tables should be submitted at least 5 working days prior to the first date requested.
Groups may book any number of single tables throughout the year, however, are limited to two pre-booked single tables per week. Additional dates for an existing booking during a week can be requested online as of the Monday of the preceding week. During the week of the booking, additional dates can be requested, in person, by an authorized signing officer at the USC InfoSource.
Due to extremely high demand for space, groups are limited to a single table only. Events requiring two or more table requests will be considered on a case-by-case basis and will be based on availability.
Groups are permitted to be in only one area of the UCC at a time. For instance, groups cannot have a table in the Atrium and then one on Concrete Beach.
Display tables requested during the year will be booked based on availability in the Atrium first and then Lower Level if nothing in the Atrium is available. Should space become available in the Atrium, groups will be moved up from the Lower Level based on booking priority and application date order.
Persons at the table must be members of the requesting organization and we request that there be a reasonable limit to the number of members staffing the table at any given time. We only provide two chairs per single table.
No Off-Campus representative is permitted to be at a table or soliciting students.
No third party or Off-Campus organization branded information, displays or giveaways are permitted at any table unless approved by USC Reservations and/or contained on the approved WesternLink Event Proposal. Any deviance from said list may result in the immediate removal from the Atrium and/or cancellation of the future bookings.
Only activities, displays, items for distribution etc. listed on the application and approved by USC Reservations and/or on the approved WesternLink Event Proposal will be permitted. Any deviance from said list may result in the immediate removal from the Atrium and/or cancellation of the future bookings.
All policies on soliciting students and signs, displays and decoration apply, and can be found here.
One Off, Recurring weekly or monthly meetings
Applications for rooms should be submitted at least 2 working days prior to the first date requested.
Conference Rooms are available for booking between the hours of 9 am. to 10 p.m. on weekdays.
Conference Rooms are not available on weekends unless requested for as part of a larger special event occurring in USC Event Space. Please consult with the USC Reservations Coordinator for further information.
Groups can pre-book 2 meetings per week for a maximum of 3 hours each for a calendar month.
As of the 15th day of a current month, groups can request space for the next calendar month. Space required for January can be requested as of December 1st.
Additional rooms during a week may requested for online through EMSWeb as of the Monday of the week they are required up to two days prior to the meeting or requested for in-person after that by an authorized signing officer for the group at the USC InfoSource.
Rooms will be programmed to open 10 minutes prior to your booking and scheduled to lock at the end of your booking.
All other policies for Conference Rooms apply, and can be found here.
Food and Catering: Please refer to the Food and Catering section for further information.
Applications for Community Room/Room 269 with no support required must be received at least 2 working days prior to the date requested.
Group can pre-book one rehearsal/event per week for a maximum of two hours for a calendar month during the hours between 9 am and 10 pm weekdays for a calendar month.
Or, Group can pre-book two rehearsals/events per week for a maximum of two hours for a calendar month during the hours between 8 pm and 10 pm.
As of the 15th day of a current month, groups can request space for the next calendar month. Space required for January can be requested as of December 1st.
An authorized signing officer may book additional dance rehearsal space in two-hour blocks on day of use, when available, in person, at the USC InfoSource.
Rooms will be programmed to open 10 minutes prior to your booking and scheduled to lock at the end of your booking.
All other policies for Activity Rooms apply, and can be found here.
Standalone/One-off Events with or without support (A/V equipment or seating)
Applications for Room 269 and The Community Room requiring support (tables, chairs A/V) must be received at least 14 working days prior to the date requested.
Applications for Community Room/Room 269 with no support required must be received at least 2 working days prior to the date requested.
Requests can be made for any number of standalone/one-off events that do not recur during the academic year.
Preliminary equipment and or seating requirements for all events must be requested at time of booking.
Rooms will be programmed to open 10 minutes prior to your booking and scheduled to lock at the end of your booking. If additional set up/strike time is required, this can be arranged with USC Reservations at the time of booking and indicated on the application.
Food and Catering: Please refer to the Food and Catering section for further information.
All other policies for Activity Rooms apply, and can be found here.
Mustang Lounge is only available for standalone/one-off events and is not available for any recurring events (daily/weekly or monthly).
Requests can be made for any number of standalone/one-off events.
Please see Facilities Tab for Mustang Lounge for all other event information.
Food and Catering: Please refer to the Food and Catering section for further information.
All other policies for the Mustang Lounge apply, and can be found here.
ON-CAMPUS NON USC AFFILIATED / OFF-CAMPUS ORGANIZATIONS
Vendors, Commercial Marketing / Advertising, Charitable / Non-Profit, Recruiters
USC Reservations rents space for the sale of goods and services and the dissemination of information which will benefit the Western community. All space is booked on a first-come, first-serve basis. All goods and services to be sold or advertised and all methods of promotion in the University Community Centre (“UCC”) will be vetted on a case by case basis to ensure they conform to existing exclusivity agreements within the UCC as well as with all existing Western and USC policies, regulations and practices. Please note that student organizations and UWO departments are given priority in reserving space.
Space Applications / Request a Quote
For Promotional Spaces:
For USC Event Spaces:
Additional Information
All quotes for space rental fees are provided on a case by case basis based on the size of space required, the product(s) being sold or advertised and promotional activities being done.
All quotes are provided through USC Reservations and/or USC Promotions & Commercial Partnerships The following information will be required:
- Name company you are representing
- List of products/services advertised or sampled
- Any promotional give-away/contests
- List of companies providing prizes
- If there will be any display material for any other companies
- Number of personnel staffing your event
- Description of uniform staff will be wearing
- Type and size of static displays
- List of equipment requiring power supply
- Number of 6 ft. tables required
- Number of chairs required
- Any vehicles involved in promotion (i.e. trucks/ trailers) and weight of those vehicles
- Full details of social media advertising campaign for Campus visit
- If PA system being used for music or other public address
The following information will be required:
- List of all goods being sold
- Assurance that all goods are authentic and not “knock-offs” of name or designer brands
- Number of 6 ft. tables required
- Type and size of displays
Western’s hirewesternu will provide all information regarding recruitment and advertising opportunities on campus including those provided through USC Reservations. Space for recruiters interested in booking tables or meeting rooms in the UCC. The USC will bill the recruiter directly for the cost of space.
Recruiters will be vetted and categorized by hirewesternu. The USC will uphold all hirewesternu policies and regulations for recruitment on campus in addition to its own policies and regulations regarding space within the UCC.
Types of Recruitment Opportunities Permitted on Campus: (Non-Commercial Recruitment)
- Paid full-time, part-time, contract, temporary, and summer jobs. These are employment opportunities that receive standard hourly or salaried income from an employer.
- Paid Internship/Co-op Work Terms: All internship and co-op work terms are subject to approval by the relevant campus coordinator. To review the different internship/co-op programs offered at Western, please see our website. When accessing the Internship/Co-op portal in Career Central to post your jobs, please click on the program links provided for detailed information about a particular co-op or internship program. Should you have questions or require confirmation of program qualifications, please email: hirewesternu@uwo.ca
- Volunteer/Unpaid Opportunities: Employers wishing to advertise volunteer and/or unpaid opportunities will contact the Community Engaged Learning Coordinator, with a copy of their posting: jdubeau6@uwo.ca. The Coordinator will review the opportunity and follow-up with the employer with further instructions.
Other Recruitment Opportunities Also Permitted, with Certain Guidelines: (Commercial Recruitment)
- Entrepreneurial/Franchise Opportunities: Entrepreneurial/franchise opportunities are defined as offering one or more of the following:
- Students run their own business or franchise, but no formal salary is offered
- Compensation is based on commission
- Student pays fees for training and/or materials
- Opportunity involves penalties and/or fees if the franchisee leaves the program
All initial investments such as associated upfront fees must be indicated in the posting. hirewesternu and The USC also reserves the right to request an updated copy of the employment contract to keep on-file.
- Third Party Recruiters: Third-party recruiters, as defined by the Canadian Association of Career Educators and Employers (CACEE), are considered to be agencies, organizations or individuals recruiting students for employment opportunities with other organizations.
Guidelines for posting third party opportunities:
- Students run their own business or franchise, but no formal salary is offered
- Third party recruiters must disclose the name of the employer for each submitted posting to hirewesternu@uwo.ca on a confidential basis. This information will not be released to students unless permission to release is granted by the third party recruiter.
- No direct referrals will be made for vacancies listed by third party recruiters without posting and/or contacting candidates with the information relating to the position.
- Candidates’ resumes must not be held in the files of the third party recruiter for later referral to other positions unless authorized by the candidate
Types of Opportunities Not Permitted on Campus:
- Opportunities that require applicants to pay up front fees as part of the application process.
- Third Party International Internship/Co-op Opportunities: Organizations offering third party internship/co-op abroad must contact Western International. If you are unsure whether your opportunity is considered a third party international internship/co-op, please email: hirewesternu@uwo.ca
The focus of a participating organization will be to recruit Western students for employment opportunities, and not to promote products or services offered. A reasonable amount of items with organization branding (i.e. swag) is permitted at an organization’s booth at the fair location. This can include pens, sticky notes and other small items for distribution to students during conversations regarding employment opportunities. No commercial products other than recruiters branded items will be permitted to be displayed.