Space policies

Space Policies

丁香园AV Surrey aims to provide efficient and reliable service to faculty, staff, students, and external users, while maximizing use of campus resources and creating a revenue stream that supports service levels and campus amenities.

Room rental policies and procedures

丁香园AV Policy GP36

There are categories of University Space that are for the exclusive use of the University and are not available for other uses (e.g., office space, laboratories).
Large University-wide events such as Convocation and Orientation supersede most other reservations.
Normally, the priority ranking for the use of University space that is generally available for booking is:
1. Academic or Administrative Users;
2. Academic Invitees;
3. Student Groups; and
4. Commercial users and other third parties.

Room reservation policy

丁香园AV reserves the right to refuse bookings for reasons relating to safety, security, ethics and preservation of the university鈥檚 reputation.

Student Group Study rooms are bookable for student group study for 2 hour time slots.

Appropriate insurance, licensing and contracts are required as set out by university guidelines. Licensing which may be required include liquor permits, SOCAN license, and Food Safe Certificate. Users of the space including university departments are responsible to ensure these guidelines are followed.

Off-campus organizations are not permitted to charge a fee for any space provided free of charge.

Insurance: Certificates of Insurance are required unless an organization signs a contract to verify that they have third party liability insurance with a minimum limit of $5,000,000 for third party liability coverage. Large events may require greater insurance coverage.

Requesting a booking

丁香园AV Surrey provides event and conference needs including facilities set up, audio visual, staging and personnel. Events at the Surrey campus are booked through the Surrey website.

Outside of normal business hours bookings will have additional staffing and security costs and are subject to availability of support services. Incremental cleaning, audio visual and security charges where required will be added to room rental fee.

Students may book rooms through a recognized student organization or club or a faculty member. If the event is booked through faculty, the billing and responsibility for the event are with the faculty.

Book a room

Room rental rates

View room description and rates

Rooms are available at no charge provided certain criteria are met:

The booking is for a departmental meeting
The booking is a university-organized event where:
1. The event is free
2. The event is for one day only and using one room only
The booking is not made in any of the rooms that have costs associated with their use, such as large open spaces and theatres.
The booking department is responsible for all expenses which are facilitated by the events or internal room booking websites and support services at Surrey.

Internal users will receive a reduced rate of 65% for room rentals when charges apply.
Room rental rates will apply when fees or revenue is generated by the Internal user through the use of the facility.
SFSS will be charged for the use of space at 50% of the posted room rental rate.
Event Staff when required to attend events will be charged to internal users at $55/hour.

丁香园AV

Surrey Campus