Holding Special Events Form

Things to consider before submitting your special event request:

Was the event approved by your dean/supervisor?
Have you decided on a time/location?
Do you have a plan for your event?
Will your event cause any disruptions to the normal building operations?
- Will classes have to be moved to accommodate your event?
- Would your event require cleaning (Janitorial Services) after completion?
- Would the building opening hours be affected?
- Would the security guards working hours be affected?
Are you planning on serving food, drinks, alcohol, and/or handle money?
- If yes, you will be required to provide additional plans for these.
Are there any risks associated with your event?
- Non-student/non-staff attendees.
- Increased noise levels.
- Intoxicated people if alcohol is served.
  - If yes, you will be required to provide additional plans on how you will mitigate these risks.

Holding Special Events Form

Holding Special Events at Columbia College: For students and/or staff who are planning a special event in the interior and/or exterior of the college at both campuses. Special events are any extraordinary events that could potentially cause disruptions to the normal operations (building opening hours, security coverage, janitorial services) of the college due to noise, activity, scheduling, and/or number of attendees. Prior approval from the appropriate supervisor or Dean is required. The request should be submitted at least 3 weeks before the event date, which will be then forwarded to the Vice Principal Operations (VPO). Any events taking place at the North Campus also needs to be approved by the Head of High School. Requests that are missing information may take longer to approve.

Organizer Information

1. Name(Required)

First Last

2. Email(Required)

Enter Email Confirm Email

3. Department/Club/Organization(Required)

Event Details

4. Was the event approved?(Required)

Was the event approved by the appropriate Dean or Supervisor prior to you filling in this form?

5. Event Date(Required)

6. Supervisor's or Dean's name(Required)

If you answered "Yes" to the Event Approval question, please specify who is your Dean or Supervisor.

7. Event Name(Required)

8. Rationale for the request(Required)

Why would you like to host this event? How will it benefit the Columbia College community?

9. Number of attendees(Required)

Please note that if your initial estimated attendance increases, you are required to notify the VPO & Campus Ops Coord. before proceeding further.

10. Managing Room Capacity(Required)

Provide a plan on how you will ensure that you do not go over the maximum room capacity while running your event.

11. Attendees Additional Info(Required)

Specify staff members, Columbia College students, and external guests. For student events: Columbia College staff on site in a ratio of 15:1 (staff members must be identified in this request).

12. Event Start Time(Required)

Hours

Minutes

AM/PM

Please include set-up time.

13. Event End Time(Required)

Hours

Minutes

AM/PM

Please include clean-up time.

14. Event Planning Information(Required)

Note: If the event takes place outside of normal business hours, additional security coverage may be required. Extra costs may need to be included in the funding plan. Events taking place at the North Campus outside of business hours will require personnel with elevator fob and front door key access to be present for the duration of the event.

15. Proposed room(s) or area(s) for your event (Select more than one option if applicable)(Required)

3rd Floor Student Lounge

4th Floor Student Lounge

Room 314

Room 316

Room 320

Room 330

Room 332

Room 334

Room 342

Room 344

Room 346

Room 348

Room 360

Room 414

Room 444

Room 446

Room 448

Room 450

Room 550

Room 560

Where the event will take place?

16. Additional Info - Proposed room(s) or area(s)(Required)

Please specify your set-up and clean-up plan, and special equipment required (including audio-visual). Note 1: The organizer is responsible for changing the layout of the room for the event, and returning everything to its original place once the event is over. Note 2: Opening or closing a moveable wall within a college facility (e.g Main Campus 550/560 or 320/330) can only be done by specified people (VPO, IT, Building Engineer, Campus Ops Coord.).

17. Are you planning on changing the classroom layout for your event?(Required)

Would your event require that the classroom furniture is re-arranged or moved out?

17 (a). Please tell us more about your furniture moving plans(Required)

Please specify any special room layout requested (furniture). Are you moving some or all the furniture outside of the classroom. If yes, where are you planning on storing it? Who will move/re-arrange the furniture?

18. Are you planning to serve food or drinks, alcohol, and/or handle money?(Required)

Note: A person responsible for handling the money until it is deposited in Accounting must be identified.

18 (a). Please tell us more about your plans for food/drinks, alcohol, and/or handling money.(Required)

19. Additional event plans(Required)

This include safety plans, waiver plans, and/or any additional needs requested. Note: Student events must also include a ground floor lobby check-in for attendees.

20. Risks and disruptions(Required)

What are the risks in holding this event and how will they be mitigated (e.g noise levels, non-student attendees).

Special events that require College funding may be conditionally approved by the VPO if final approval has not yet been granted. Applicants will be required to submit a Business case to the Finance Committee before final approval will be granted.

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Holding Special Events Form