Eligible users can request space for meetings, events and other activities outside of normal academic activities by contacting the reservation agent responsible for booking those spaces, as per the University’s Policy on the Temporary Use of University Space.
Quick Links
About Bookable Spaces
Who can book spaces at the LA&PS Colleges
Internal (York University) Eligible Users of university space include:
- Academic Offices, Departments and Research Centres
- Administrative Departments and Employee Groups
- Recognized Student Governments and Student Organizations
External (non-York University) Requests
All external organizations seeking to book space at York University must do so through Accommodation & Conference Services.
Bookable Spaces at the Colleges
There are three types of spaces at the LA&PS Colleges:
- Academic Teaching Space (Classrooms, seminar rooms, lecture theatres, etc.)
- Non-Academic Space (Dining Rooms, Assembly Halls, etc.)
- Student Study Spaces
Classroom space is controlled by the Registrar’s Office. Internal Eligible Users seeking to book Classroom spaces can make a request by completing the Classroom Online AdHoc Booking Request Form.
Internal Eligible Users seeking to book non-academic teaching space can make a request by completing the YU Room Request Form.
Study Spaces (MC 014, FC 023, FC 024E and VC 001) are open Monday to Friday 9 a.m. - 4 p.m.
How to Book a Space
During times of high-volume requests, please allow 5-7 business days for a response. This is in addition to the Office of Temporary Use of University Space (TUUS) requirement for 15 business days to consult with various campus partners (Security, Risk Management, Food Services, Facilities, etc.) about your event to produce a TUUS Permit and the Student Community & Leadership Development (SCLD) requirement of 5 business days to submit an AV and SR request on behalf of RSOs.
Registered Student Organizations (RSO)
- Read the TUUS Guidelines for Registered Student Organizations.
- Select a date and time for your event.
- Select a room from our Available Spaces.
- Submit a YU Room Request Form 4-6 weeks in advance of your event.
- The Room Reservation Agent will receive your YU Room Request Form and work with you to put a tentative hold on a room for your event. You will receive an email confirming the tentative hold on the room.
- The YU Room Request Form will determine if you need to submit a TUUS Application. This will be confirmed in the Room Reservation Agent’s tentative room hold email (Step 5 above).
A TUUS Authorization Permit is mandatory for every RSO event, whether or not you are required to submit a TUUS application. The TUUS Permit is issued after the 15 business day consultation period with campus partners. Please monitor your email for any inquiries from campus partners during the consultation period. The TUUS Permit is your official room reservation confirmation. Room keys will not be released without a TUUS Permit.
York Administrative / Academic Offices
- Read the TUUS Guidelines for University Employees.
- Select a date and time for your event.
- Select a room from our Available Spaces.
- Submit a YU Room Request Form 4-6 weeks in advance of your event.
- The Room Reservation Agent will receive your YU Room Request Form and work with you to book a room for your event. You will receive an email confirming either a tentative or confirmed room hold.
- The YU Room Request Form will determine if you need to submit a TUUS Application. This will be confirmed in the Room Reservation Agent’s response email (Step 5 above).
Room Keys
Room Key Pick-up and Returns
Room keys are picked up the day of your event and returned to room 216 Founders College immediately following your event. If our office is closed, please deposit the key into the drop box outside FC 216.
Lost or Stolen Room Keys
Please contact Security at 416-650-8000 to obtain an Incident Report number as soon as possible, then provide the LA&PS Colleges Room Booking Agent with the Incident Report number via email at lapscolleges@yorku.ca.
Having trouble accessing your room? Contact security at 416-650-9000. Be sure to have your TUUS permit on hand for verification.
Audio/Visual (AV) & Custodial Service Requests (SR)
Please submit an SR for all room configurations. We expect that tables and chairs are returned to the original room configuration as per the room layout poster in each meeting space, for the next room user. If the space requires custodial support following your event, your group will be charged and/or may lose future booking privileges.
Registered Student Organizations (RSO)
If you require AV or furniture reconfigurations, you will need to Submit a Service Request for your event or meeting through SCLD, after receiving a TUUS Authorization/Permit.
Note: SCLD requires a minimum of 5 business days notice to submit the request to U.I.T. on your behalf.
If you need to contact SCLD, please email Charmaine Mohamed at cmohamed@yorku.ca or visit her office in South Ross Building, room 172.
If you run into any IT problems on the day of your event, please contact UIT directly via email at askit@yorku.ca or call them at 416-736-5212.
If the room you have booked does not have built in AV equipment, UIT cannot support the space and your student club will need to bring in your own AV equipment. Alternatively, you can rent AV equipment from a company such as Long & McQuade (2777 Steeles Avenue West, 416-663-8612).
York Administrative / Academic Offices
Submit your AV needs directly through the CEO/ITC Request Form.
If you run into any IT problems on the day of your event, please contact UIT directly via email at askit@yorku.ca or call them at 416-736-5212.
For furniture reconfigurations, please submit your SR directly through Maximo.
Questions?
If you need to contact the LA&PS Colleges Room Booking Agent, please email lapscolleges@yorku.ca, call 416-736-5128 or visit 216 Founders College.