USC Affiliated Groups do not pay space or equipment rental fees. They do pay for any labour required for their events.
USC Affiliated Groups cannot use their status to book space on behalf of a Non-USC Affiliated Group to which fees apply.
Room rental and A/V equipment rental fees apply to Non-USC Affiliated Groups
Fees will be charged to all groups for any rental of non-inventory Furnishings or A/V equipment.
A/V equipment requirements for all large events will be determined by USC Reservations and will be quoted based on event information.
NO OUTSIDE PROVIDER OF A/V EQUIPMENT, FURNISHINGS OR SERVICE IS PERMITTED UNLESS SPECIFICALLY APPROVED BY USC RESERVATIONS.
USC Reservations can provide event/space quotes based on event requirements. Event quotes can be requested through EMSWeb (link) for USC Affiliated Groups or through the online application tabs for Non-Affiliated groups. USC Affiliated Clubs and Faculty Councils do not have to submit a WesternLink Event Proposal.
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.
Determination of the labour required for the execution of any event is at the sole discretion of and will be scheduled by USC Reservations and/or USC Productions.
A minimum standard for the number of staff and hours required for the event execution are set based on the space reserved, the type of event and equipment required and may be altered based on specific negotiated event requirements.
Due to Health and Safety Regulations, group/client volunteers are NOT permitted to assist in the setup of any furnishing or equipment related to any event.
Minimum Standard Event Labour Costs
- Set up: 2 Crew x 3 hours = 6 hours
- Take Down: 2 crew x 3 hours – 6 hours
- Technician: (duration of event + min 1 hour set up + min 1 hour take down) x 1 tech
- Security: (duration of event + 1 hour prior + 1 hour after) x # of personnel required (1 guard/50 attendees)
USC Reservations can facilitate décor design services for large scale events through USC Productions.
Contact USC Reservations a minimum of 1 month prior to the event to arrange for a design consultation. Groups should be prepared with a budget and general idea of theme required.
Security requirements for any event is at the sole discretion of the USC. Groups can request security if they determine the need for it at any event.
Groups shall bear the cost for any security that is required for the execution and safety of the event.
Off-Campus Organizations – Non USC/Western Affiliated
Deposits
A 25% non-refundable deposit is required within 15 days of receipt of a Booking Confirmation. If booking is within 15 days’ deposit is due upon receipt of confirmation.
Balance of Account
Payment, in full, must be submitted a minimum of 7 days’ week prior to the event date. Please contact the Reservations Coordinator to arrange for payment. Payment and deposit are payable in cash, by cheque (payable to the University Students Council), Visa, MasterCard, American Express or Purchase Order.
Secure online credit card payments can be made by following this link: https://www.westernusc.store/product/reservations/.
Any costs incurred in association with the execution of the event will be due and payable within 5 working days of the event.
On-Campus USC/Western Affiliated Organizations
All charges will be billed to your organization after the event is completed. No deposits are required. A USC Account Number, Western Speed Code or address for billing purposes must be provided at the time of application.
ALL WESTERN ASSOCIATED GROUP EVENTS WITH CHARGES OVER $2000 REQUIRE A WESTERN PURCHASE ORDER.
USC Equipment rental (A/V, tables, chairs etc.) is provided only, based on availability, to events within the UCC. Equipment rental requests for events outside the UCC (“off-site rental”) will be reviewed on a case by case basis. All off-site rentals will included delivery, set up, monitoring and strike by USC personnel. Groups are responsible for all cost for labour and delivery vehicles required to execute any off-site event.