2025-2026
Event Planning
Fall 2025
2
Event Booking Checklist
Events hosted in the UC
External Events
Table of Contents
Event Logistics
SSMU Services at Events
Accessibility and Sustainability
Event Planning
3
Important tips
Event Planning
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Make reservation with a venue (if applicable)
Submit the Declaration of Events & Activities Form (for events taking place outside of the University Centre)
Prepare and submit supporting documents (if applicable)
Obtain final approval and confirmation from the Events Department
Settle payments and invoice(s)
Archive your receipts and documents
Event Booking Checklist
Event Planning
Events hosted in the University Centre
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Events hosted in the University Centre
The University Centre, located at the heart of McGill University’s campus, serves as a vibrant hub for student activities, events, and services. As the home of the Students' Society of McGill University (SSMU), we offer multiple event spaces, a range of services, and various amenities to support student life and engagement.
To browse our available event spaces, please visit the View Our Spaces page on the SSMU website.
Need Assistance with Internal Events?
For events held inside the University Centre, please reach out to the Internal Events Coordinator (internalevents@ssmu.ca) for support and guidance.
Event Planning
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SSMU-Affiliated Groups receive subsidized hours:
Events hosted in the University Centre
Event Planning
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Please familiarize yourself with our facility and booking guidelines, where you'll find important information about booking rules and essential contacts.
Monday & Tuesday
8:30am-9:30pm�
Thursday & Friday
8:30am-10:30pm
Weekends, holidays, Reading Weeks
Closed - special requests*
Operating Hours
Event Planning
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SSMU groups cannot book spaces on behalf of third-party organizations that are not SSMU-affiliated. We welcome collaboration with external organizations, campus departments, and student groups, but you cannot "give away" your subsidized hours. The event must always be a true collaboration, booked in the name of your group, with your members present and serving as the event facilitators and primary point of contact and organizers.
Collaborative Event Hosting
Event Planning
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Review & Sign Booking Agreement
(if applicable)
4
Address Follow-Up Questions
3
Receive Event Specialist’s Response
2
Submit Your Request
(Minimum 7 business days in advance!)
1
Archive for audit purposes
7
Make Payment to SSMU and Service Providers
(if applicable)
6
Receive Confirmation
(No Fees vs. Fees)
5
Booking process
Event Planning
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The SSMU Events Department offers various equipment rentals to support your event, including items like tables, chairs, sound systems, and more. While some equipment is included with certain rooms, extra items can be rented. Indoor equipment can't be used outside, but outdoor equipment can be used in both settings. For outdoor equipment questions, contact the Events Specialist at internalevents@ssmu.ca
Our offerings include chairs, tables, podiums, directional signs, ballot boxes, coat racks, electric pianos, flip charts, food warmers, linens, mobile blackboards and whiteboards, water coolers, cables, microphones, speakers, media carts, tents, BBQs, portable speakers and more!
Outdoor Equipment Rentals
Event Planning
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Review & Sign Rental Agreement
4
Address Follow-Up Questions
3
Receive Specialist’s Response
2
Submit an Outdoor Equipment Request Form
(at least (5) business days in advance)
1
Archive for audit purposes
8
Make payment to SSMU
7
Coordinate pickup and drop-off with the Building Porters
(514-617-0081)
6
Receive Confirmation
5
Request Equipment
Event Planning
Security
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Security
Security Agents play a vital role in maintaining safety and security during events held at the University Centre. Their primary responsibilities include:
Event Planning Requirements:
Fees:
Security agents are billed at $38 per hour, with a minimum requirement of 4 hours. This investment ensures that trained and experienced personnel are dedicated to managing the safety and security of your event, allowing you to focus on its success.
Event Planning
Building Porters
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Their key responsibilities include:
Fees and Availability:
For assistance, please contact them by phone at 514-617-0081
Building Porters
Event Planning
Additional Fees & Add-ons
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Enhance your event with a variety of amenities and services available through the Events Department.
Additional Fees May Apply:
For further information and pricing, reach out to the Events Department!
Some options include:
Additional Fees & Add-ons
Event Planning
External Events
(hosted outside of the UC)
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An external event is any event that occurs outside the University Centre (UC) and Gerts:
The purpose of declaring events is to assess risk and ensure proper insurance coverage. This process helps in identifying potential hazards and ensuring that all necessary precautions are in place.
Need Assistance with External Events?
For events held inside the University Centre, please reach out to the External Events Coordinator for support and guidance.
External Events
Event Planning
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Address Follow-Up Questions and Submit Supporting Documentation
(as required)
3
Receive Coordinator’s Response
2
Submit a Declaration of Events & Activities Form
A minimum of (20) business days prior to the event, depending on complexity
1
Archive for audit purposes
6
Make Payment to Venue and Service Providers
(if applicable)
5
Approval once Signatures are Obtained from SSMU
(if applicable)
4
Booking process
Event Planning
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Please note that SSMU Clubs and Services do not have signing authority. To streamline the process, any venues or service providers that require a contract signature must be addressed to the SSMU Signing Authorities.
All documents requiring signatures must be signed by SSMU. Do not email them directly to collect signatures; the Events Department will handle this for you! If the venue or service provider requires the group's signature, it may only serve as an acknowledgment of their terms by the primary Event Organizer and is not valid otherwise.
Signing Authorities
Event Planning
Sponsorship
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Sponsorship involves a mutual exchange between the sponsor and the recipient. In this arrangement, the sponsor provides financial support, goods, services, or expertise, while the recipient offers value in return, such as promotional opportunities, brand visibility, or association with a particular event or cause. While sponsorship is often associated with specific events, it can also be independent of any particular event.
External sponsorship is a key opportunity for generating funds and supporting SSMU activities and events. SSMU Clubs and Services have the autonomy to seek and negotiate sponsorships, however all sponsorship agreements, whether involving monetary payments or in-kind contributions, must be declared by completing the Sponsorship Declaration Form. This requirement also applies to external parties participating in events.
Note that SSMU-Affiliated Groups cannot authorize the use of the University’s or SSMU’s name for sponsors. Declaring sponsorships is essential for record-keeping, compliance, and establishing binding contracts. Financial agreements will be invoiced internally to the sponsor to ensure clear financial transactions and accountability.
Need Assistance with this process?
For Sponsorship related inquiries, please reach out to the internalevents@ssmu.ca
Student Group Sponsorship
Event Planning
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Address Follow-Up Questions
(as required)
3
Receive Events Specialist’s Response
2
Submit a Sponsorship Declaration Form
A minimum of (7) business days in advance
1
Archive for audit purposes
6
Monetary Sponsorship Invoiced & Deposited
5
Distribution of Agreement
4
Declaring Sponsorship Process
Event Planning
Guest speakers, contractors, and honoraria
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An independent contractor refers to an individual who is engaged to provide services without being classified as an employee. An Independent Contractor Request Form must be completed and submitted a minimum of (10) business days prior to the associated event.
Independent contractors can be engaged to deliver various academic services, such as developing or teaching credit or non-credit courses, conducting seminars and workshops, or providing event-related services (e.g., DJs, performers, photographers, instructors, etc.).
The Independent Contractor Agreement (ICA) serves as a contractual agreement between both parties and facilitates the necessary financial tracking in accordance with the requirements set by the Canada Revenue Agency (CRA)
If the independent contractor operates as a registered business in the province of Quebec (holds an NEQ number) and provides a clear invoice with detailing the services rendered with applicable tax, the Independent Contractor Agreement is not required.
Need Assistance with this process?
For Independent Contractor Agreement related inquiries, please reach out to the externalevents@ssmu.ca
Independent Contractors
Event Planning
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Agreement Created & Sent for Signatures
4
Address Follow-Up Questions
(as required)
3
Receive Coordinator’s Response
2
Submit an Independent Contractor Request Form
Minimum (10) business days prior to the event, depending on complexity
1
Archive for audit purposes
7
Make Payment to Service Providers
6
Distribution of Agreement
5
Request for Independent Contractor Agreement Process
Event Planning
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Clubs and Services may invite guest speakers or high-profile figures outside of the McGill community to enhance their events and contribute to the community's intellectual and cultural experience. To facilitate this, organizers must complete the Guest Speaker & High Profile Figure Declaration form a minimum of (10) business days prior to the event for approval.
McGill Security Services might review the event to determine if additional security or event management is necessary, with any related costs falling on the student group.
If the guest requires compensation, and is unable to invoice through a business entity, please submit an Independent Contractor Agreement Request Form so an agreement can be made before payment is initiated. SSMU Services can submit an honorarium for amounts under $500.00 (CAD).
Need Assistance with with process?
For Guest Speaker & High-Profile Figure related inquiries, please reach out to the externalevents@ssmu.ca
Guest Speakers & High Profile Figures
Event Planning
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Receive Coordinator’s Response
2
1
Receive Approval From Coordinator
4
Address Follow-Up Questions
(as required)
3
Declaring Guest Speakers & High-Profile Figures
Event Planning
Event Logistics
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Once your event is approved, you can start with ticketing and promotion. Use Bounce for ticketing and fundraising, as it’s free and managed by SSMU Communications Department to handle tax and earnings collection.
Student groups have their own organization page on Bounce and can request for approval for an event page from the Events Department to sell tickets. Bounce will deposit the funds into your group’s bank account.
All SSMU student groups are part of the Society and have no independent legal status. Due to taxation regulations while selling tickets, the SSMU must oversee ticket sales and donations for student groups. This means that SSMU groups must facilitate all sales through Bounce to allow SSMU to oversee the event page, handle the earnings collection from ticket sales, and Bounce to deposit the amounts directly into your group’s bank account.
Ticketing & Promotion
Event Planning
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Promotional Materials: Once your event is approved, you can start creating promotional materials such as posters, flyers, and digital graphics. These materials should prominently display relevant event information, including the date, time, location, ticketing details, and any other pertinent information attendees may need.
Stamped Posters: Before distributing any physical promotional materials, such as posters, it is essential to have them stamped by the SSMU Communications Department at the office.
Strategic Promotion: Once your tickets and promotional materials are in place, you can begin marketing your event to the target audience. Utilize various channels to promote the event effectively, such as social media platforms, email newsletters, and word-of-mouth. Collaborate with the Communications Department to expand the event's reach and increase attendance.
Ticketing & Promotion
Event Planning
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Submit Event Request on Bounce
3
Obtain Formal Approval for the Event
2
1
Accounting Processes Ticket Sales
6
Receive Confirmation Event Page is Live
5
Request Processed by
Events Coordinator
4
Bounce Process Request
Event Planning
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A Memorandum of Agreement (MOA) for event partnerships is essential when groups collaborate on events. These agreements ensure that both parties clearly understand their responsibilities, particularly regarding profit sharing and collaboration obligations.
This can include details on:
Supporting documentation like this ensures compliance, supports audits, and tracks funds and expenses effectively.
MOAs for Event Partnerships
Event Planning
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Insurance and liability are essential for ensuring the safety and protection of both participants and the SSMU during events. SSMU provides basic insurance coverage for most activities, but certain high-risk events, such as those involving alcohol, sports, or travel, may require additional coverage.
Without proper insurance, the SSMU and event organizers could be held liable for accidents, injuries, or damages. Waivers are also crucial for managing risk and safeguarding the SSMU from potential claims. It's important to coordinate with the External Events Coordinator to ensure all necessary coverage is in place well in advance.
Need Assistance with this process?
For Insurance & Liability related inquiries, please reach out to the externalevents@ssmu.ca.
Insurance & Liability
Event Planning
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SSMU Insurance Coverage:
Additional Insurance May Be Required For:
Requesting Additional Insurance:
Proof of Insurance Certificates
Venues may ask for a certificate of insurance to ensure that the event has adequate coverage. This document proves that your event is insured, which protects both the venue and SSMU from liability in case of accidents or damages. You can request this certificate from the External Events Coordinator, who will work with SSMU’s insurance provider to obtain it.
Insurance Coverage
Event Planning
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Waivers:
Waivers are required when activities are not fully covered by SSMU’s insurance or involve higher risks (e.g., sports, physical activities). These waivers protect SSMU from liability by having participants acknowledge and accept the risks involved.
Event organizers should collect signed waivers (using the Waiver Form) from all participants and save them in a shared folder, then send the folder to the External Events Coordinator for proper documentation and record-keeping (before the event occurs).
Insurance Coverage
Event Planning
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Serving Food
Selling Food
A MAPAQ permit (“sans but lucratif”) is required for any event where food is sold, including:
Serving vs Selling Food
Event Planning
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You need a permit from MAPAQ if you are selling food items that are perishable or require temperature control. This includes situations where you are selling self-catered, professionally catered, or restaurant-delivered food at your event.
To obtain a permit “sans but lucratif”, you need to send the completed application form and any supporting documents to MAPAQ. Make sure to submit your application at least (30) days prior to your event date to allow for processing. The government will then review your application and issue the necessary permit for your event once approved.
A group is required to pay the permit fee ($38) only once per year, as permits are issued based on location. For any additional permits needed for subsequent events, you can obtain them free of charge; however, you must declare the need for these permits and formally request them from the individual who issued the original permit.
When is a Permit to Sell Required?
Event Planning
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Non-Perishable Items:
If you are selling only non-perishable food items, such as packaged snacks or baked goods obtained from a food distributor that do not require temperature control, a permit is not necessary (eg. Krispy Kreme donuts).
Free Distribution:
If you are giving away for free (e.g., samples or complimentary items) rather than sold. However, proper food hygiene and handling practices must still be followed, especially for items that require temperature control.
Pre-Packaged Food:
If you are selling hot or cold beverages such as coffee, tea, packaged juices or soft drinks and/or pre-packaged food items (by the manufacturer) such as granola bars, candies, chocolate bars, etc.
Exceptions to Permit Requirements
Event Planning
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Send Completed Documentation (Permit) to the Events Coordinator
4
Address Follow-Up Questions and Apply for Permit
(if required)
3
Receive Events Coordinator’s Response
2
1
Clearly Display Permit at the Event
7
Archive for Audit Purposes
6
Obtain Final Approval & Food Safety Guidelines
5
Declaring Sale & Service of Food
Event Planning
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Food Equipment Rental Request Form
For any questions or inquiries related to selling and/or serving food, please contact the External Events Coordinator
Additional Resources
Event Planning
SSMU Services at Events
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SSMU groups have access to a variety of student-run services that can significantly improve the quality, safety, and sustainability of their events. Leveraging these services can enhance the attendee experience and ensure events align with SSMU values.
DriveSafe: (514) 398-8040
WalkSafe: (514) 398-2498
SSMU Services at Events
Event Planning
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MSERT (McGill Student Emergency Response Team): (514) 820-0943
Nightline: (514) 398-6246
Red Frogs (External Support Program):
SSMU Services at Events
Event Planning
Sustainability and Accessibility
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Accessibility
Feel free to reach out the Accessibility Commissioner with any questions!
Ensuring that events are accessible to all attendees fosters inclusivity and promotes equal participation. By following accessibility best practices, such as providing wheelchair access, clear signage, and accommodations for those with sensory or mobility needs, you create an environment where everyone feels welcome and valued.
Sustainability
Feel free to reach out the sustainability@ssmu.ca with any questions!
Adopting sustainable practices reduces the environmental impact of your event. Implementing eco-friendly measures like minimizing waste, using reusable materials, and promoting recycling not only supports the planet but also reflects responsible stewardship, aligning with broader sustainability goals.
Accessibility and Sustainability
Event Planning
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Before the Event
Consider providing a place where attendees can tell you what kind of accommodations they may need to attend the event
After the Event
Consider having a feedback form to follow up on concerns from attendees and improve for the next event
Both accessibility and sustainability are crucial to creating events that are welcoming, responsible, and aligned with the SSMU and community values.
Accessibility and Sustainability
Event Planning