General Room Booking
Requests to use academic space are done through our Room Bookings Portal. This covers classrooms, computer labs or meeting spaces primarily used for the academic schedule. Bookings are processed after the academic schedule is finalized.
To access the portal, you need an employee or student network account. When connecting from off-campus you will need to use the TRU VPN.
- Bookings during exam periods are confirmed after the final exam schedule is posted.
- Bookings are not permitted during the Christmas break when TRU is closed.
- Booking requests for registered TRUSU clubs can only be submitted by the president or vice-president of the club.
- All room bookings are subject to Policy ADM 32 – Responsible Use of University Space.
Be sure to have these details ready
- Time range
- Duration
- Date
- Number of attendees
- Reservations type (staff or faculty)
- Your department
- Name of event or function (e.g. MKTG mid-term exam)
You will be asked to select a desired room — this may not be the room you are assigned.
What you need to know
Food and alcohol services
Food: If you are planning to serve food at your event, we highly recommend using our onsite catering services. TRU Catering has a talented team that can assist you in designing the perfect culinary experience for your theme and budget. They also take care of the pre and post event setup and cleaning, leaving you more time to relax and enjoy your event.
Alcohol: TRU Catering is also able to provide cash and host bars for your event, details can be found in their catering menu.
Please reach out to the talented team at the TRU Conference Centre with any inquiries regarding food and beverages at your event.
IMPORTANT DISCLAIMER: All non-TRU food service must be approved prior to, and non-TRU alcohol services are not permitted on campus.
Special requirements and facility requests
This includes power source, tables, chairs, garbage cans, recycling bins, etc.
TRU Facilities does not charge for labour if the event/booking is during working hours — 7 a.m. to 2:30 p.m., Monday to Friday. If assistance is required outside those hours, the rate for setup and/or delivery is $56.28/hour per person.
Internal TRU groups must contact Facilities Services for special requirements (e.g., power, tables, chairs, bins). Staff and Faculty can do this through an Archibus Request, students please use the Student Request Form.
Guidelines
- Submission of this form does not guarantee a booking.
- Approved groups must have their permit/confirmation on site; bookings are nontransferable.
- Unauthorized groups, or noncompliant space users will be removed by campus security; disruptive activities (e.g., loud music, disorderly conduct) are not allowed.
- TRU may make changes for special events (e.g., elections, conferences, convocations).
- TRU reserves the right to deny space to noncompliant groups.
- TRUSU clubs must behave in a manner that aligns with TRU's values.
- Organizers are responsible for any damage, and property should be used respectfully.
- Cleanup is the organizer's responsibility, restoring the area to its original condition.
- One week's notice is required for room booking requests.
- Internal TRU groups must contact Facilities Services for special requirements (e.g., power, tables, chairs, bins). Staff and Faculty can do this through an Archibus Request, students please use the Student Request Form.
Cancelled or declined requests
Booking requests may be declined or cancelled for any reason including, but not limited to, where:
- The use or activity contravenes section of the Responsible Use of Space Policy.
- The user:
- Has misrepresented their intentions for the use of the university space.
- Has previously misused university space or other property owned or controlled by the university, including equipment.
- Has previously not complied with a university policy or an agreement with the university.
- Has amounts owing from a previous booking of university space.
- Intends to provide a service or sell goods without proper license or qualification.
- Does not comply with any additional conditions or restrictions set out by the university.
- The university does not have the required resources to appropriately accommodate the booking request; or
- Unforeseen circumstances occur where the space must be repaired, or where the university must use the University Space for an alternate purpose, or where the university cannot accommodate the request for any reason whatsoever.
