BOOKING PROCEDURE

1. Contact the Sport Clubs Program Rep. to identify availability of facilities.  (the earlier the request, the better chances of availability)
2. Submit a TUUS form via email to adminclb@yorku.ca. All requests submitted by email must be from the approved email address of the primary or secondary signing officer of the Student Group. TUUS Forms can be found at:  https://aandr.apps01.yorku.ca/forms/view.php?id=11669. Once the booking has been processed, a confirmation and permit will be sent to the signing officer stated on the TUUS form. 

BOOKING DEADLINE
Deadlines for facility booking submissions are 6 full business days prior to the first booking request.  Business days are Monday to Friday 8:30-4:30pm (excluding holidays).

THINGS TO CONSIDER WHEN FILLING OUT A TUUS FORM

1.  Ensure all requested times and dates are clearly identified.  TUUS forms should include a ‘start date’ reflective of the first requested practice and ‘end date’ of the last requested practice of the session.  Each booking line should reflect one weekly timeslot. 
ie. To request Tue/Thu 6:30-8:30pm:
Line 1:  Start Date:  09/11/12 6:30pm, End date: 11/27/12 8:30pm
Line 2:  Start Date:  09/13/12 6:30pm, End date: 11/29/12 8:30pm
2.  Applicant information should reflect official student group names as registered through SCLD.
3.  Contact information (email, phone number, address) must match contact information as registered with SCLD.
4.  Event Type must identify type of activity being performed during the booking.
5.  All ‘yes’ check-boxes checked off must be accompanied with a detailed explanation.
7.  The appropriate Reservation Agent is ‘School of Kinesiology and Health Sciences'
8.  The ‘I have read and accept the terms and conditions outlined in the policies, procedures and regulations applicable to this request.’ must be checked off.
Please note by submitting a TUUS form, your booking is not confirmed.  Your booking is only confirmed once you receive a permit. 
Please note there is limited availability during the months of December and April due to exams.


OTHER REQUIREMENTS FOR SPACE BOOKINGS

1. Activities carried out in the facility space must be approved during the booking process.
2. A member of the Student Group’s executive must be present during facility use.
3. The booking permit must be present during the booking.
4. Only Student Group members are permitted to participate in activities booked by the Student Group.
5. All non-York Student Group members who are not members of Tait McKenzie Centre, must sign-in as a guest and pay the drop-in $10 fee or register for a club membership.
6. The Student Group and participants must endorse and follow the rules and regulations of the facility and must return the premises to its original condition.  Should any damages occur or mess be left in the facility, the Student Group will be responsible for covering the cost of repair or clean-up.  Unpaid charges will result in cancellation of future bookings and loss of future booking privileges. 
7. All instruction provided to a Student Group must be monitored by a coach with a First Aid certification (minimum Emergency First Aid provided through Canadian Ski Patrol, Lifesaving Society, Red Cross and St John’s Ambulance) and certification and/or experience in his/her field. 
8. All instruction that is a duplication of programs offered by Campus Recreation must be coordinated and approved through the Programs Manager. 

*more related info regarding TUUS: http://studentclubs.scld.yorku.ca/use-of-space/

SPECIAL EVENTS
Special events such as fund-raisers, events for external people, or events that exceed any traditional recreational use booking require third party liability insurance.
 
All events involving physical activity require a First Aid provider through approved agencies (minimum Emergency First Aid provided through Canadian Ski Patrol, Lifesaving Society, Red Cross and St John’s Ambulance).  For all high risk sports, an Athletic Therapist must be hired and on-site during the event. 
 
 
BOOKING PROCEDURE FOR SPECIAL EVENTS:
Recommendations before submitting a Special Event Proposal

1. Submit requests with as much lead time as possible.
2. Know the exact date and time of your event including set up and take down times. 
3. Know approximately how many people your event is for.  Avoid booking a large facility for a small number of participants.
4. Visit the facility so that you know the dimensions, structure, possible hazards, etc.
5. Run through your event from set-up to take-down so you know exactly what you need.
6. If you need to cancel your event, contact the Facility Operations Coordinator at least 5 business days before your event or your club may be charged fees.

Procedure:

1. Submit a TUUS Form, Special Event Proposal Form, Service Request Form (where applicable), venue set-up plan and event itinerary from the yorku.ca email address of the eligible booking person a minimum of 6 weeks in advance.  Please note you may need to follow-up on details of your event proposal submissions prior to your proposal being submitted. 
2. Once the proposal has been submitted, within 5 business days the Facility Operations Coordinator will book a meeting with the event organizers.  During this meeting, strict deadlines will be set for any additional submission requirements and the space will be put on-hold until the deadline date.
3. Once the additional submission requirements have been met, the event booking and arrangements will be confirmed within 5 business days.
4. All event fees must be paid 10 business days in advance to the Facility Operations Coordinator.  Cheques can be made out to ‘York University’. 

 
CHARITABLE FUND-RAISING EVENTS

For all charitable fund-raising events, a letter with the following requirements must accompany the booking application:

• confirmation of the name of the representative acting on behalf of the organization/group hosting the fund-raiser
• name of organization/group
• name of the event and date
• the percentage of proceeds given to the charity (50%+) with an explanation of the % that the group or organization is taking
• charitable status and number
• must be a signed document
• a contact number for the charity
• on the charity’s letterhead

Within 4-6 weeks following the event, a letter must be submitted to confirm the charity’s receipt of the specified amount of raised funds from the charitable organization.  Failure to comply will result in cancellation of future bookings and loss of future booking privileges.