External Conferences

Use this form to request approval and provide details for an external conference or event, including event activities, speakers, entertainment, promotional materials, and associated departmental information.
A short description to explain the nature of a ticket.
Please include details such as the activities that are proposed as part of the event, including the identities of and topics of speakers and sessions, live band and or entertainment performance (include band name and nature of the music), distribution of published and advertising materials (publications, promotional flyers, and advertisements), as well as other matters outlined in the General Guidelines in the Procedures document related to the Facility Use policy.

Click the question mark beside each description box for guidance. When you click the question mark, it will display detailed information outlining what is required and the specific content you should include in each section.
Please include in the comment below information such as:
· Event overview, including proposed dates and the expected number of guests,
· Accommodation requirements, including preferred room type, air conditioning, and shared or private washroom facilities,
· Meeting space requirements, including whether classrooms are needed, the dates and times required, and expected room capacity.
Please include in the comment below information such as:
· Catering requirements, including whether meals are needed, the dates and exact times of each meal throughout the stay, and any dietary restrictions or preferences,
· Audio-visual (AV) requirements, including microphones, speakers, piano, or other equipment needed,
· Parking requirements, including the number of parking passes required.
Please include in the comment below information such as:
· Activities that are proposed as part of the event,
· Identities of and topics of speakers and sessions,
· Live band and or entertainment performance (include band name and nature of the music)
Additionally, we would like you to advise if you will be using or distributing any printed materials (Distribution of published and advertising materials such as publications, promotional flyers, and advertisements). If so please attach a copy and include a description below:
Printed Materials
File attachments associated with the ticket.
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Please use this comment box to advise on any other matters outlined in the General Guidelines in the Procedures document related to the Facility Use policy.

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