Event Planning

At the University Centre

The SSMU University Centre is the heart of student life on campus, a vibrant hub for activities, events, services, and community engagement.

Building Services ensures the facility operates smoothly to support the needs of students, clubs, Services, and campus partners.

This is a safe space for everyone. Regardless of age, gender, ethnicity, sexuality, religion, abilities, or background, all community members are treated with respect.

Phone Notice

Our telephone line is temporarily out of order. We’re working to resolve the issue. Thank you for your patience.

Hours

Monday – Tuesday: 8:30 AM – 9:30 PM
Wednesday – Friday: 8:30 AM – 10:30 PM
Saturday–Sunday: Closed

Weekends, holidays, and Reading Weeks are treated as special requests. Please visit ssmu.ca for more information.

  • Subsidized Booking Hours
    • Full Status Clubs: 5 hours/week & 4 hours/week of tabling
    • Interim Status Clubs: 3 hours/week & 2 hours/week of tabling
    • Services: 6 hours/week & 4 hours/week of tabling
    • Independent Student Groups (ISGs): 2 hours/week & 1 hour/week of tabling
  • Important Notes
    • Room hours are calculated per space, not per reservation.
      • Example: Using two rooms for a two-hour event = 4 hours total.
    • After exceeding subsidized hours, regular room rates apply at a 50% discount.
    • Additional fees may apply for:
      • Cleaning/maintenance/damages
      • Porter setup and takedown
      • No-show or late cancellation fees
    • SSMU groups cannot book on behalf of non-SSMU organizations. Events must be genuine collaborations led by your group, with your members present and acting as organizers.
  • Booking Process
    • Before You Book
      • Events inside the University Centre do NOT require an External Events & Activities Declaration Form.
      • Review the facility and booking guidelines to understand room rules and space limitations.
  • Step-by-Step Process
    • Submit Your Request
      • Minimum 7 business days in advance
      • Through the Virtual Event Management System (VEMS)
      • Requests are processed first-come, first-served, based on availability.
    • Receive a Response
    • Provide Follow-Up Information
      • Respond promptly to any questions or clarifications needed.
    • Review & Sign the Booking Agreement
      • If applicable, you will receive an agreement outlining fees, rules, and conditions.
    • Receive Confirmation
      • You will be informed whether your booking involves no fees or fees.
    • Make Payments (If Required)
      • Pay SSMU and any relevant service providers.
    • Archive Documentation
      • Keep all booking records for internal continuity and audit purposes.
  • To request the use of Room 301-Ballroom, please fill out the Ballroom Booking Request Form.
  • To submit a request for a special event with certain complexity (out of the regular opening hours, special activities, multiple rooms, food, alcohol ), submit the University Centre Request Form.
  • To host an event at Gerts Bar, please make sure to fill out the Hosting an event at Gerts form.
  • Contact the Events Specialist at internalevents@ssmu.ca if you have any questions.

The Events Department offers a variety of services and amenities to support your event. For pricing and additional details, please contact the department directly.

Available options include: Gerts Café Catering (coming soon), Gerts Bar Service (coming soon), Coat Check, Audio/Visual Equipment, Furniture, Overnight Storage, Security, and Building Porters.

  • Building Porters
    • Building Porters support the smooth operation of events at the University Centre.
    • Their responsibilities include:
      • Venue access, including unlocking event spaces
      • Room setup and equipment rental coordination (upon request)
      • Set up and take down of event spaces
      • A/V assistance as needed
      • Opening and closing the building
      • Maintenance support to ensure the venue remains in good condition
    • Fees and availability:
      • Building Porters are mandatory for access outside regular operating hours, billed at $50 per hour.
      • Porters will be present at the end of your event to begin takedown and prepare the space for the next booking or for building closure.
      • Additional fees may apply for setup, takedown, maintenance support, or A/V troubleshooting.
      • For assistance, contact 514-617-0081.
  • Security
    • Security Agents ensure a safe and secure environment for events hosted at the University Centre.
    • Their responsibilities include:
      • Maintaining a safe environment for all participants
      • Enforcing relevant laws, policies, and internal regulations
  • Event Planning Requirements
    • Security personnel are required for events with more than 100 participants or any event involving alcohol.
    • Additional security may be required at the discretion of the Building Director or Student Life Operations Director based on: number of SSMU staff present, expected crowd size and behaviour, nature of the event, historical considerations.
    • Fees:
      • Security Agents are billed at $38 per hour
      • A minimum of 4 hours is required per agent

The SSMU Events Department offers a range of equipment rentals to support and enhance your event. Some rooms include fixed equipment at no additional cost, while extra items can be rented as needed.

  • Available Equipment includes
    • Furniture: chairs, tables, podiums, directional signs, coat racks
    • Presentation items: flip charts, mobile blackboards and whiteboards, ballot boxes
    • Food accessories: electric pianos, food warmers, water coolers, linens
    • Media: cables, microphones, speakers, media carts, portable speakers
    • Outdoor equipment: tents, BBQs
  • Indoor Equipment with Room Bookings
    • SSMU-affiliated groups can select equipment directly in the SSMU VEMS portal when booking a space
    • Additional equipment will be delivered to your reserved room
    • Indoor equipment cannot be used outdoors; outdoor equipment is available for both indoor and outdoor events
  • Requesting Outdoor Equipment
    • Select the equipment needed through the SSMU VEMS portal
    • Submit an Outdoor Equipment Request Form at least 5 business days in advance
    • Receive a response from the Events Specialist at internalevents@ssmu.ca
    • Address any follow-up questions
    • Review and sign the rental agreement
    • Receive confirmation
    • Coordinate pickup and drop-off with Building Porters at 514-617-0081
    • Make payment to SSMU
    • Archive all documentation for audit purposes
  • For any questions, please contact the Events Specialist at internalevents@ssmu.ca.
  • Deliveries & Mail
    • All large deliveries must be arranged through the loading dock.
    • Regular mail for tenants is delivered to the main reception area.
  • Drop-Offs & Pick-Ups
    • Short-term drop-offs for events can be made at the main entrance with prior notice.
    • Pick-ups for club materials must be coordinated with Building Services.
    • To ensure packages reach the correct group or individual, all deliveries to the University Centre must be addressed as follows:
      • [Group Name / Event Name]
      • Attn: [Name of Recipient / Contact Person]
      • c/o SSMU Building Services 
      • 3480 McTavish Street, Montreal, QC H3A 0E7
  • Processing
    • All packages received by Building Services will be catalogued and stored securely.
    • The appropriate group, tenant, or individual will be emailed to arrange a pick-up time.

Outside of the University Centre

  • If you’re booking a room elsewhere on campus (e.g., classrooms, outdoor space), follow McGill’s room booking protocols.
  • An external event is any club event held outside the University Centre (UC) or Gerts Bar. This includes:
    • Other McGill venues (e.g., Leacock, Athletics)
    • Off-campus locations (e.g., bars, parks, gyms, conference halls)
    • Events outside Montreal, Quebec, or even Canada
Declaration of Events & Activities Form

If you’re planning an event outside the University Centre (UC), you need to let the SSMU Events Department know by filling out the Declaration of Events & Activities Form. This helps manage risk, ensure the event is properly insured and all safety measures are in place.

When to submit
  • At least 20 business days before your event
  • Required for all events off-campus, on-campus (outside the UC), or online
  • Not needed for bookings inside the University Centre or Gerts Bar
Key Steps
  • Provide Contact Info
    • Include your club name, your name, title (e.g. VP Events), email, and phone number.
  • Enter Event Details
    • Event name, description, type, date(s), time, and estimated attendance
    • Add the venue name and its location (or a link for online events)
    • Indicate if the event is recurring
  • Upload Documents
    • Add receipts, booking confirmations, and contracts (only SSMU can sign legal agreements)
    • Contracts must be made between: “[External Party] and Students’ Society of McGill University Inc. c/o [Your Group Name]”
  • Flag Special Items
    • Indicate if your event includes: Food or drinks, Alcohol or bar service, Guest speakers, Sponsorships, Ticket Sales, Paid performers or service providers
  • Next Steps
    • SSMU will process your form (can take up to 4 business days or longer if during peak season)
    • You may be asked to submit extra forms (e.g., waivers, food permits, speaker forms)
    • SSMU handles all contract signatures on your behalf
    • You’ll receive a copy of all signed documents and an official event approval
Insurance & Waivers
Insurance

SSMU provides basic insurance coverage for most events, but high-risk activities may require additional coverage.

  • What’s Covered?
    • Most club events at the University Centre or external venues
  • Extra Insurance May Be Needed For:
    • Events with alcohol
    • Sports or other high-risk activities
    • Travel outside Montreal
  • Request extra insurance through the External Events Coordinator—it can take up to 30 business days and may include fees.
  • Proof of Insurance (Certificate)
    • Some venues require a certificate to confirm your event is insured.
    • Request this through the Events Coordinator; they’ll coordinate with SSMU’s provider.
Liability Waivers

If your activity isn’t fully covered (e.g., sports), participants must sign liability waivers.

  • Organizers must:
    • Collect signed waivers before the event
    • Save them in a shared folder
    • Send them to the Events Coordinator for record-keeping

Contract Signing

SSMU Clubs and Services do not have the authority to sign official documents or contracts on behalf of the SSMU.

  • If a Signature is Needed:
    • Only the SSMU General Manager, VP Finance, or President can sign.
    • Do NOT contact them directly. The SSMU Events Department will collect the required signatures for you.
  • If You’re Asked to Sign Something:
    • The main Event Organizer may sign only as an acknowledgment, not as a legal agreement.
    • The contract should still be addressed to the SSMU signing authorities.
Financial Analysis

When an event’s venue exceeds $1,000, as stated in the contract, the Signing Authorities require a financial analysis, which can be submitted within the Declaration of Events & Activities form.

Along with providing documents, a small blurb is required that outlines how you plan to finance your event (discussing current bank balance, fundraisers planned, financial collaboration, sponsorships, ticket sales)

Providing financial analysis can be done in the following ways:

  • Current bank account balance
  • Financial collaboration with other clubs
  • Sponsorships
  • Ticket sales
Guest Speaker Form

Clubs are encouraged to invite guest speakers or high-profile individuals to enrich the campus experience. 

  • Submit the Guest Speaker Declaration Form through the SSMU Clubs Portal at least 10 business days before the event.

The External Events Coordinator may review your event and could require extra security or event management, potentially through McGill Security Services. Your group is responsible for those costs.

  • If the guest needs to be paid and can’t invoice through a business, submit an Independent Contractor Agreement Request Form before the event.
  • Event Organizer Info
    • Provide your full name, email, phone number, and the name of your group (e.g. SSMU Debate Club).
  • Guest Speaker Info
    • Speaker’s full name, email, and phone number
    • A brief bio of the speaker (education, work, notable events)
    • Indicate if the speaker is affiliated with any organizations or bringing any assistants/guests
  • Event Details
    • Confirm if you already have a venue reservation
    • If not, you must first submit the Event Declaration Form
    • Include any social media links promoting the event
  • Risk & Security
    • SSMU has to assess whether the event could require extra support. Answer honestly to help them plan:
      • Could the speaker/topic attract protest or controversy?
      • Has this topic or speaker caused disruption elsewhere?
      • Has the speaker been denied at other venues?
      • Could the event violate the SSMU Equity Policy? (e.g. discrimination or hate speech)
      • Will there be security risks, protective detail, or media presence?
    • Add any special requests or arrangements if needed
Independent Contractor Agreement Form

An independent contractor is someone you hire to provide services. like a DJ, photographer, instructor, or workshop leader, but who is not an employee.

  • When to Fill Out an ICA:
    • Submit the Independent Contractor Agreement Request Form at least 10 business days before the event.
    • The ICA is a contract required for financial tracking and CRA compliance.
  • No ICA Is Needed If:
    • The contractor is a registered business and provides a detailed invoice that includes relevant taxes, such as a Québec Enterprise Number (NEQ).
  • Requestor Info
    • Group name & type (Club, Service, etc.)
    • Contact person’s full name, pronouns, phone number, and group email
  • Service Provider Info
    • Full name, pronouns, phone number, and email
    • Are they a Canadian citizen? If no, additional taxes may apply.
    • SIN or equivalent (if they refuse to share, upload their written refusal)
    • Mailing address
  • Agreement Details
    • Name of related event
    • Start and end dates of service
    • Time(s) of service (choose specific times or “various”)
  • Responsibilities & Payment
    • Briefly describe what they’re doing for the event
    • Select payment type:
      • Hourly
      • Flat fee
      • Combination
    • Will they be reimbursed for travel or other expenses?
    • Upload:
      • Void cheque (for payment setup)
      • Service provider’s invoice (if available)
Memorandum of Agreement

When your group financially partners with another organization or group to run an event, you’ll need a Memorandum of Agreement (MOA). This agreement helps make sure everyone’s responsibilities are clear, especially around collaboration and profit-sharing.

Your MOA should cover things like:

  • How profits or costs are split, based on each group’s contributions (like time, money, or resources)
  • Who pays for what, including venue, marketing, equipment, and staff
  • What happens if you make extra money—or if there’s a loss
  • Who handles marketing and promotion, and how each group will engage their audience
  • Who does what, like event planning, staffing, logistics, etc.

Having an MOA helps keep things organized, makes audits easier, and ensures transparency in how funds and responsibilities are handled. For further guidance, please consult the Contracts & Agreements Checklist and the Exchanges of Goods and Finance Guide.