Booking Grad Room

Interested in booking space at Grad Room's Multi-Purpose Space (66 Harbord St., lower level)?

Please review the space policy and guidelines before completing and submitting your formCompleted forms can be submitted to gradroom@utoronto.ca

Multi-Purpose Space Policy & Guidelines

Accessibility

Located on the lower level of 66 Harbord, the Multi-Purpose Space at Grad Room has limited accessibility. Access is possible via the Graduate House elevators. To ensure accessibility for the Multi-Purpose Space, please indicate your requirements on the Grad Room booking form.

Alcohol

Alcohol is permitted for special events in the Multi-Purpose Space and must be approved by the Grad Room Programming Coordinator. If approved, the event sponsor must make the necessary arrangements with Campus Beverage Services.

Audio-Visual Equipment

The Multi-Purpose Space is equipped with a fixed digital projector and mechanized screen, along with two synchronized 52” LCD displays and full audio capabilities with stereo sound, including both podium and wireless microphones. Other equipment includes a computer and SMART Sympodium Interactive Pen Display, DVD player, VCR, movable white board and flip chart.

Arrangements for additional audio-visual equipment, furnishings and other special requests must be made directly with the appropriate campus service or third-party supplier. All costs are the responsibility of the event sponsor. Services such as photocopying and printing are not provided.

Cancellations

Cancellations must be provided in writing to gradroom@utoronto.ca at least five business days in advance of the event; otherwise, a late cancellation fee may be applied.

Eligible Groups

Grad Room’s Multi-Purpose Space is available for booking by members of the University of Toronto graduate community. This includes SGS, graduate student life programming partners, and internal graduate groups, such as graduate units and University-recognized graduate student groups and societies. Room booking requests will be considered from other University groups; however, if approved, a fee will normally be applied.

Event Sponsor

All requests must identify a designated Event Sponsor, who must be a member of the University community. This person will be responsible for hosting the event in accordance with the terms and conditions outlined in these policies and guidelines.

Fees

Space charges will be applied to non-graduate groups or in the event that the Multi-Purpose Space is booked outside of the hours of 10:00 am to 6:00 pm, Monday to Friday. Other fees may be assessed for items such as extraordinary room set-up or clean up. There is a minimum four-hour booking required on weekends.

U of T Graduate Community

Monday to Friday, 10 am to 6 pm: No charge.

Weekends and after 6 pm: $20 per hour.

U of T Clients

Monday to Friday, 10 am to 6 pm: $20 per hour.

Weekends and after 6 pm: $20 per hour.

External Clients

Monday to Friday, 10 am to 6 pm: $40 per hour.

Weekends and after 6 pm: $40 per hour.

Please note:
1. Fees are subject to change.
2. Weekend bookings are subject to a three-hour minimum.
3. All bookings after 6:00 pm on weekdays are subject to a half-hour staffing set-up and cleaning charge following the event.
4. With the exception of internal University of Toronto transfers, HST will be added to all bookings.

Food & Catering

Food is allowed in the Grad Room Multi-Purpose Space. The Event Sponsor will undertake to ensure that all waste is removed from the room, and that any mess is cleaned following the event. Fees may be assessed where additional clean-up is required

Catering arrangements are the responsibility of the Event Sponsor. Grad Room’s Second Cup coffee kiosk can provide catering and can be reached at 416-596-9877.

​Internet Access

UTORcwn (the University of Toronto Campus Wireless Network) access is available throughout the Grad Room. The multi-media equipment in the Multi-Purpose Space can be connected wirelessly to the internet for use during a presentation or event. The event sponsor will undertake to arrange for login access. The Grad Room will do its best to ensure that the UTORcwn is available for use, but cannot be held responsible for any equipment failures or malfunctions, i.e., hardware, software, or non-availability of communication lines.

Promotion

If desired, scheduled events will be listed in the Grad Room Calend​ar of Events​.

Room Booking Procedure

Requests for Grad Room’s Multi-Purpose space must be submitted via a Grad Room Booking Request Form 2017.docx.

Room Capacity

The maximum capacity of the Multi-Purpose Space is 65 people in accordance with fire regulations.

Smoking

Smoking is prohibited on the premises including the patio in accordance with the Conditions and Regulations Governing the Use of Facilities at the University of Toronto, St. George campus.

Space Availability

Prior to submitting a request, review the Grad Room Calendar​ to determine if the Multi-Purpose Space is available. There is no guarantee that space will be available as other requests may be pending.

Terms & Conditions

The use of Grad Room must comply with all University of Toronto policies and particularly the Conditions and Regulations Governing the Use of Facilities at the University of Toronto, St. George campus, as set out by the Office of Space Management.