Scheduling Office, Community Bookings

Danny Benda
Scheduling Coordinator, Community Bookings
communitybookings@ecuad.ca

Staff Hours
Monday - Thursday 8:30am - 4:30pm
Closed Friday, Saturday + Sunday

If your plans include one or more of the following criteria it is considered an Event and an Event Request Form must be submitted.

• Requires technical support for either in-person or hybrid, combining in-person and online (Zoom, Teams);
• Is open to members of the public;
• Has an audience of more than 25 people and is not related to a required curricular activity

All Events require you to complete a Risk Assessment and if needed, a Technical Support Form.

Your Event will be conditionally approved until the Risk Assessment and Technical Request Form has been reviewed and approved by Alex Dove, Manager of Health + Safety and the CTS Events Support team.

Event Booking Procedures

Step 1: Book a space for your Event

• Contact Community Bookings to book a space for your Event.
  
• You will receive a confirmation by email confirming that the space has been placed on hold for you. At this point your Event is conditionally approved.

Step 2: Complete required Event Forms

• Complete the required Event forms at least 21 calendar days before your intended Event.
  
• We may not be able to accommodate your Event if your request is not received within this time frame.

Step 3: Coordinate support

• Once the required Event forms have been received, you will be contacted by members of our Events team to coordinate support.
  
• Additional information may be required to complete your Event booking.
  

Step 4: Final approval

• You will receive a final confirmation by email once your required Event forms have been reviewed and approved.
• The room booking will be confirmed by the Scheduling Office; the hold will be released.

A request can be submitted to CTS to support online-only events including Zoom meetings and webinars. The Technical Support Form must be submitted.

If your booking is online only you do not need to complete an Event Request Form.

• Complete the Technical Support Form at least 21 calendar days before your intended Event.
• Once the Technical Support Request form is received, you will be contacted by members of the CTS Events Support team.
• Additional information may be required to complete your Event booking.

Technical Capabilities

Zoom Meetings vs. Webinars
Faculty + staff may wish to familiarize themselves with the technical capabilities present in the ECU Zoom license. Here is a useful link.

This Zoom webinar primer is useful for planning a live-streamed event.

Stairwells must remain unobstructed for safe exiting at all times.

If student work is found in stairwells, and constitutes a risk of safety to others or damage to university property, the Student Conduct Policy will be followed.

Exhibition spaces in the Michael O’Brian Exhibition Commons (MOEC) and gallery spaces on Levels 1 and 2, and the RBC Media Gallery are booked through the Libby Leshgold Gallery.

Email exhibitions@ecuad.ca to inquire about availability. Exhibitions Guidelines for ECU Community Members can be found here.