General Guidelines and Policies

Upon arrival in the UCC, check in with the USC InfoSource located on the main level of the UCC.

Specific table locations can be requested but not guaranteed. Although we make every effort to honour the location listed on this confirmation, your location may be altered based on operational and space requirements.

Table location is allocated at the discretion of the Reservation Coordinator based on availability and nature of the use of the table.

Tables are assigned on the Atrium level first then Lower Level. If space becomes available on the Atrium level, tables assigned on the Lower Level will be moved up based on reserved date order.

Reserved space MUST be occupied; at minimum, between the hours of 10 a.m. and 3 p.m.

Failure to occupy the table by 10 a.m. may result in loss of space and an alternative location may not be available. Tables will be set up by 8:30 a.m. and tear down at 4:30 p.m. 

The USC will set up the reserved number of 6ft x 2.5ft table(s) with black skirting across the front and two chairs per table.

Unless requested on the application, power is not guaranteed if requested the day of.

USC Reservations enforces a passive marketing approach to soliciting students on Campus.

Groups are expected to remain within 2 ft of their assigned table and must not attempt to aggressively solicit any passersby. Groups are not permitted to shout or call to any passerby.

No PA, megaphone, etc. can be used for shout-outs or calls to any passerby.

All activities or handouts given out during the Campus visits must be vetted through USC Reservations.

All social media campaigns advertising Campus visit must be vetted through USC Reservations. There are restrictions on the use of Western University and USC social media tags and sites.

Any deviation from approved activities may result in removal from Campus and forfeit of any paid space rental fees applying to future bookings.

Tables will be set up with black skirting along the front. 

Standing displays should not be more than 6 ft wide and 8 ft tall and must be placed and fit behind the table.  All other size displays must be vetted through the Reservations Coordinator.  Areas that can accommodate large displays are limited.

Small 3ft wide standing banners may be placed at the side of the table, space permitting and at the discretion of the Reservations Coordinator.

Banners can be placed and attached along the front of the table.

No posters or other material may be taped or otherwise fastened to walls, floors, columns, glass, or other property of the UCC Building and all other areas of Campus unless specifically approved by the Reservations Coordinator. 

NO HELIUM BALLOONS ARE PERMITTED in any area of the UCC.

All displays and material must be removed at the end of each business day.

No decorations with a diameter smaller than two inches may be used.  This includes but is not limited to glitter, confetti, beads, marbles, pebbles etc.  A clean up fee may be assessed if these items are used.

All decorations must be flame retardant. Candles, incense, and fire are not permitted in the UCC.  No open flames. No scents are permitted as the UCC is a scent free zone.

Parking information and directions are available on of Western University’s website http://www.uwo.ca/parking. 

The closest parking lot is the Social Science Lot located off of Western Road.  Clients are responsible for payment of parking fees. 

Parking passes are available through the Reservations Coordinator for $12 per day and must be ordered at the time of reservation.

The UCC Building has a loading dock off Western Road and Elgin Drive. Loading and unloading is limited to 15 minutes.

The fine for improper use of the loading dock is $150 and any fines incurred are the responsibility of the group.

Please contact the USC Reservations Coordinator to make arrangements for a Loading Dock pass should you require one.

All Off-Campus parties must provide a certificate of insurance for a minimum of $2 million general liability and showing the University Students’ Council as a named third party insured.

This can be obtained through your insurance company or broker. Proof of insurance must be provided prior to date of booking.

TO BE UPDATED WITH COMMUNICATIONS INFORMATION

Poster Patrol COMING SOON

Due to space constraints, USC Reservations does not accept pre-shipment of display or information materials.

The Reservation Coordinator must be advised of any cancellation immediately. 

Any cancellation 7 days prior to the event date will receive a full refund of any payment made less the 25% non-refundable deposit and any costs incurred for personnel, equipment etc. hired or rented for the event and any cost associated with the cancellation of such.

Notice of cancellation must be received during USC Events operating hours.  If given after hours, notice is deemed received at the start of the next business day. 

If any group fails to show up for their booking and no notice of cancellation has been received, groups are responsible for all costs associated with the booking including space and equipment rental fees and labour costs etc.

Failure to notify the Reservations Coordinator of event cancellation may result in suspension, or loss of reservation privileges in the UCC. 

If a group must reschedule an event day and rental rates apply to their booking, there will be an administration fee of $50 assessed to the reservation. 

Payment is due prior to confirmation of new rescheduled dates.

This fee does not apply to USC Affiliated Groups or On-campus Non-USC Affiliated Groups.

The USC reserves the right to cancel any booking based on severe weather conditions which result in the closure of Western University. In the case of closure, organizations will be offered an alternative date(s). If an alternative date cannot be scheduled, a refund will be issued.

If rental rates apply, no refund will be issued to organizations that choose not to occupy their space based on weather conditions unless an appropriate alternative date can be scheduled. Rescheduling fee will not apply.

Any charges for equipment rental, labour etc. incurred by the USC for an original booking date for any closure or booking not attended will be payable.

Any Applicant agrees to indemnify and save harmless the University Students’ Council Corporation from all claims arising from the applicant’s use of the premises and if required by the USC, will maintain adequate fire and/or public liability insurance.

Adherence to all current Provincial, Municipal, and University smoking and liquor regulations is mandatory.

The USC shall not be liable or responsible in any manner whatsoever for any damages sustained by any party to the Contract or by any other person, firm, or corporation for any and all claims and expenses presented by any person, firm or corporation for any loss or damages resulting from the USC being unable to perform the services set out in the Contract as a result of any strike, flood, fire, electrical or communication breakdown, force majeure or Act of God.

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