Space & Event Applications​

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.

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.

Applications for single tables should be submitted at least 5 working days prior to the first date requested.

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.

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.

Applications for Community Room, Room 269, McKellar Room and Mustang Lounge 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.

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 EMSWeb tab for information regarding accounts and submitting applications. EMSWeb link: https://usc.emscloudservice.com/web/ 

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.

OFF- CAMPUS ORGANIZATIONS

  • Promotional Space 
  • 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

Commercial Sales and Marketing Space: 

USC Event Space:

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

Recruiters

Western’s Student Success Centre will provide all information regarding recruitment and advertising opportunities on campus including those provided through the USC Ad Office. 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 The Student Success Centre. The USC will uphold all Success Centre 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)

    1. Paid full-time, part-time, contract, temporary, and summer jobs. These are employment opportunities that receive standard hourly or salaried income from an employer.
    2. 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
    3. 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)

  1. 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. The Student Success Centre and The USC also reserves the right to request an updated copy of the employment contract to keep on-file.

  1. 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:

  1. Opportunities that require applicants to pay up front fees as part of the application process.
  2. 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.

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