Room & Equipment Rental - UVSS - University of Victoria Students' Society

Room & Equipment Rentals

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This booking form is for rooms and assets located inside the Student Union Building (SUB) ONLY. Booking are processed on a first come first serve basis.*

All other areas must be booked through UVic's booking resources, located at www.uvic.ca/registrar/bookings/students/.

I understand

UVic Booking Resource

UVSS Vendor Guidelines

Terms and Restrictions*

Terms of your booking: Bookings that involve DJ, all-age dances, concerts, or bands are not currently being considered. Open mic with everyone seated is ok. Outside food, snacks, or beverages, outside of pot-luck, are not permitted, unless provided by UVSS Catering and Conferences. Please note that if the Building Attendant or the Catering and Conference staff sees that you are bringing in ordered pizzas, store-bought food, catered food, and things that they could be providing you, you will lose your booking privileges in the SUB. You need to be clean-up, re-set the furniture and room, and be out of the room by the end of your booking time. Any rooms left untidy or not reset to the way they were found after a booking may cause your department to be charged a fee. It is your responsibility to leave the room clean, tidy and re-set to the way you found it. If you wish to cancel your booking, please let us know in advance. FEES: No-show fee for small rooms $25.00, Vertigo or MPR $75.00 Clean-up charge for small rooms $25.00, Vertigo or MPR $75.00 Re-set fee for small rooms $25.00, Vertigo or MPR $75.00 Failure to abide by the restrictions will result in immediate loss of privileges for the semester of booking and the subsequent semester.

I agree to the terms and restrictions

Are you a signing officer?*

You must be a registered signing officer to book rooms or equipment. To register a club or become a signing officer, please submit the Club Registration or Union Registration form.

Club or Course Union Name*

Your Name*

First Last

V-number*

Your Email*

Is there entertainment scheduled?*

Room Rental Includes:	Up to 100	101 - 250	251 - 325	326 - 375
Setup / Take down (Set-up crew for basic furniture setup/return			$60	$60
Janitorial (during and day after	$0	$175	$175	$175
Security Team (UVSS staff and/or Pros	$110/hr	$135/hr	$155/hr	$180/hr
Fencing for small smoke pit (No ins/outs)	$30/hr after 9pm	$30/hr after 9pm	$30/hr after 9pm	$30/hr after 9pm
Building Attendant staying extra late	$15/hr after 9pm	$15/hr after 9pm	$15/hr after 9pm	$15/hr after 9pm
Use of limited existing stage and light system (Technician not included)
Fees				$1280

Optional

** House sound system may be available. $$ to be negotiated with Current UVSS Sound Company

Assumptions

** Events Committee must approve event as well as theme and advertising. Application must be in at least 5-6 weeks in advance.
** In/outs not permitted. Please take note for pricing:Security to be present 30 minutes before and 30 min after event.
** All other costs relating to marketing, promotions and all band expense are the responsibility of the promoter.
** All decorating ideas/themes must be clearly communicated and approved by Committee well before event.
NO TAPING TO WALLS
NO GLOW STICKS OR PAINT
** All revenue from food and drinks kept by UVSS. No Food and drinks allowed to be given away or sold by promoter.
** Sound system (as well as operator) responsibility of promoter (See optional)
** All postering on campus must follow campus guidelines (must be stamped, only on approved boards).
** Room to be available after 330pm day of the show. Room to be emptied before 1am of all equipment. May be able to access earlier if necessary.
** Small green room behind stage not available. No liquor on stage or in Vertigo.
** 10 person guest list reserved for UVSS.
** SOCAN charges responsibility of promoter.
** GST will be added to Room Rental.
** Total number of tickets sold/given away plus all guest lists not to exceed 375.
Promoter must print, professional, perforated, numbered tickets.
Security will not allow doors to be open until we know how many tickets are sold, how many are left and are provided a copy of the final guest list.
** Tickets may be sold at the Infobooth. The ticket revenue will be returned via a cheque the week following the event.
** Professional Security will strive to ensure all patrons, staff and the building are safe.
No stage diving, crowd surfing or violent "moshing" will be permitted.
** All exits to remain clear at all times for emergencies.

Payment

** A date can be tentatively booked at anytime. If another inquiry, holder will have 48 hours to book
** One week before event an additional $250 non-refundable fee required.
** Remainder of room booking fee due two days before event with any relevant deposits.
** A refundable damage deposit of $500 must also be dropped off at least three days before event.

Contact Name

Contact Phone

Contact Email

Time needed for setup and takedown

Description and Audience

Please describe the event and your target audience

Are you expecting non-UVIC students?

Are you expecting people under the age of 18?

What kind of entertainment are you providing?

Genre and name of performers

If tickets are being sold, what are the prices and where can they be purchased?

What sound company / person will you be using?

List of Sponsors

All sponsors must first be approved by the Committee and must not be in conflict with any exclusive alliances with the UVSS. No food or beverages (samples may be permitted) to be given away.

PLEASE READ THE FOLLOWING PAGE VERY CAREFULLY AND SIGN AS LESSEE

By Signing this document you will waive certain legal rights, including the right to sue. Please read carefully. This document is also available at www.uvss.ca

The above room is being made available with the lessee’s full understanding that you and your organization will be responsible for any unforeseen damages or costs incurred or the loss of any equipment or personal belongings left unattended, whether owned by the University of Victoria Students’ Society (UVSS), the organization you are representing (lessee), or any individual involved in the event for which the room is booked; whether or not a rental charge for the room(s) is levied.
The lessee, where their activity in the leased room is other than a typical business meeting and/or presentation, speeches, etc. and, therefore, involved even a small potential risk of potential injury, will obtain from participants a signed waiver which includes the paragraphs printed on the bottom of this document. All lessees agree:
1. to comply with the fire regulations regarding no smoking, seating and exit adherence
2. to indemnify and save harmless the UVSS from and against any and all claims by any person or persons arising out of any act or negligence of the lessee, its agents or servants, in respect of the leased premises, its use or the non-repair thereof
3. that there will be no alcoholic beverages brought into or consumed on the UVSS premises without licenses agreed upon with the UVSS
4. to provide adult supervision and to confine participants to the areas indicated in this agreement
5. to use the premises only for the purpose indicated in this agreement
6. to accept reasonable direction from any UVSS employees in respect of the facilities being used
7. that no connections to electrical paths will be made without prior authorization from UVSS and in accordance with all applicable electrical and fire regulations
In addition the lessee acknowledges:
1. that only the equipment and services specified in this agreement will be provided by the UVSS
2. that the times specified in this agreement includes time for set-up, changing, warm-up, event, ceremony, clean-up, etc.
3. that the UVSS is not responsible for loss or damage to property left on UVSS property by the lessee or any participants in their event
4. that the UVSS maintains the right to establish minimum/maximum occupancy for the facilities included in this agreement
5. that the UVSS reserves the right to cancel or revoke this agreement at any time, with or without cause and no claim may be made against the UVSS for damages or reimbursement on account of any loss, damage, or expense whatsoever
6. to hold the UVSS blameless in any action to collect copyright royalties through the Copyright Act of Canada if professional musicians are used during the course of the event
7. that the UVSS reserves the right to sell all merchandise, food and beverage on the Student Union Building premises unless otherwise explicitly agreed.
Lessees involved in activities where there is a potential risk of personal injury as described in section “2”, above, will:
1. maintain at its own expense public liability insurance of at least one (1) million dollars for a participant event, insuring against claims for personal injury, death or property damage occurring upon, in or about the Student Union Building
2. provide to the UVSS, upon request, a copy of the certificate of insurance evidencing such coverage and/or a copy of any and all related insurance policies.