Society Room Bookings

Societies are also entitled to free room and table bookings on campus. Societies must complete a one-time-only application at the beginning of each year. The form can be obtained at the Conference Services office located on the second floor of the Sobey building. Once filled, a SMUSA official must sign it to confirm that your society status is active and up to date. The completed form must then be returned to Conference Services for filing.

All student-sponsored functions (except sporting events) must be booked through Conference Services at 420-5055. Any bookings in the Student Centre are booked by the SMUSA Administrative Assistant at the front desk on the fifth floor of the Student Centre. To ensure the greatest chance of availability, book your event as soon as possible.
Please review the following regulations:

• Contact person - appoint one person in the Society who will be responsible for making all the room bookings. A form (available at Conference Services) must be completed with this information and authorized by SMUSA.

• Rooms must be reserved in person at Conference Services. Conference Services is located in the Sobey Building, Room 252.

• Bookings must be made one business day in advance and for weekends or Monday by 12:00pm on Friday.

• Everyone must adhere to "Room Use Regulations".

• Set-up and clean-up of the room booked is the Society's responsibility.

• Societies are not permitted to cater their own food or liquor. All food must be provided by the University caterer, Aramark Campus Services, at 420-5159 and liquor/bar service by SMUSA at 496-8702.

• Our beverage/food service agreements do not permit the serving of items supplied by external sources, including donations.

• Campus security is required at all functions with liquor and at large public gatherings. Conference Services will assign security, at the Society's expense, where deemed necessary.

• If you plan to have alcohol at an event, a Liquor Functions Form (available at Conference Services) must be completed. This form requires signatures/approvals from the SMUSA VP Internal or President, SMUSA Operations Manager and the Manager of University Security. The completed form must be returned to Conference Services by Thursday of the week prior to the event.

• To avoid cancellation, payment for services must be paid in full three days prior to an event.

Campus Security - Security, MM Room 016
Food Service - Aramark, Loyola Residence, 2nd Floor
Bar Service - SMUSA, Student Centre, Room 509

• Should a Society have an outstanding account resulting from charges levied for damages, security, cleaning, liquor or food service, etc. future use of university facilities will be denied until the account is settled.

• Failure to adhere to any of the regulations could result in a function being terminated or suspension in the use of facilities.

For more information on booking space on campus, please contact SMU Conference Services or click here .