Clubs Room & Table Bookings

Booking a Room

SU-sanctioned clubs are entitled to two free, four-hour room bookings per week within the MacEwan Conference and Events Centre during the fall and winter terms (excluding the MacEwan concert hall, ballroom, or any of the courtyards in the Student Centre). Additional room bookings can be made at the 50% clubs discount.

Room bookings come with free equipment (such as chairs, tables, podiums and whiteboards) and some free AV equipment (like televisions and portable stereos). There are two AV carts (which include a DVD player, an LCD projector and hookups for a laptop) available for clubs to use free of charge. Contact the Coordinator, Student Organizations to make arrangements.

More specialized AV equipment (such as laptops and PA systems) can be booked through Com/Media by calling 220-3711. Note that anything booked through Com/Media is fairly expensive. Please try to find your own equipment to use.

Details of Booking

To book a room with MacEwan Conference and Events, you must first ensure that the two designated bookers for your club have signed a Master Event Agreement. If your club hasn’t submitted this form, you cannot book rooms.

Once this has been done, use the online form (Book a Room link above).

If you are making a simple booking (e.g. a meeting), you should receive a response in a few business days. If space is available at the time you request, you will receive a confirmation of your room booking.

If you are booking a special event (e.g. any event that requires catering and/or beverage service or any event that will take place in one of the concert halls or courtyards), you will be contacted by an event planner from the MacEwan Conference & Events Centre. They will walk you through the rest of the process.

Some Room Booking Advice

To avoid being disappointed and to ensure the space provided suits your club’s needs, there are a number of things to keep in mind when booking space:

• Book well in advance. While we'll make every effort to provide a space whenever you request it, the MacEwan Conference & Events Centre is one of the most popular meeting and conference venues in Calgary. As such, there are rarely spare rooms available at the last minute.
• Be realistic about your potential attendance. Everyone hopes their event will attract hundreds of students. Unfortunately, there are very few rooms in the Event Centre or Student Centre that can accommodate such a large attendance. If you wish to ensure space for your event will be available on the date you want, underestimate how many people will be there. Remember, a standing-room-only event is far more impressive than a half-empty room.
• Be flexible about time. Most meetings are scheduled on weekdays in the late afternoon and early evening. Consequently, reserving rooms during this time is more difficult than booking in the morning or later at night. Instead of meeting after class, why not have a breakfast or lunch meeting.
• Have an alternate date in mind. Before you print posters or send out a mass email about your event, make certain it can be booked for the day you requested. The best way to avoid disappointment is to be flexible about the date of your event.
• Read your confirmation. The best way to avoid unexpected costs, technical mix-ups and last minute changes to your reservation is to read the small print!

Booking a Table

Clubs are entitled to ten free "information" table bookings and one free "sales" table booking per semester within the Student Centre. These can be used to inform people about events or issues related to your club mandate or to recruit members.

Additional tables over and above the ten free bookings are available at a cost of $15.00 plus GST.

How to Book

To book a table in the Student Centre, use the online form (Book a Table link above).

Selling Event Tickets or Products at Your Table

For all of your table bookings, you are welcome to sell tickets to your events. For one table booking per semester you can sell products. When booking sales tables, be prepared to provide details about the items you intend to sell, as some products are prohibited from being sold in Student Centre. In particular, the sale of homemade food (such as baked goods) is not permitted.