Room Booking

The CSA Clubs Hallway is located on the second floor of the University Centre and offers a designated space for our clubs to use. This area includes five rooms that can be reserved for official club-related business and events. These rooms are not for personal use (including studying).

To book a room in the CSA Clubs Hallway, club executives are welcome to  fill out the new room booking form – just make sure to follow the procedures listed at the end of this page! Below are live calendar links to view available times:

  • Meeting Room UC 222 can hold 15 people and is a more relaxed and laidback space. This space is equipped with couches, tables, and a television.
  • Meeting Room UC 224 can hold 15 people. This space contains a large table and chairs for more formal meetings and planning space. This space is equipped with a television.
  • Meeting Room UC 225 is the largest meeting room and can hold 25 people. This space is equipped with tables and chairs in a boardroom style, for group events, as well as with televisions.
  • Meeting Room UC 231 is a smaller space for Accredited Clubs who may need more privacy. This space is equipped with a television.
  • Meeting Room UC 233 is a smaller meeting room which may be used by Accredited Clubs needing more privacy. This space is equipped with a television.

Note: rooms are reserved on a first come first serve basis

To book any UC rooms not in the CSA Clubs Hallway, you must go through UC Services by emailing [email protected] .

Email [email protected] if you have any questions.

Clubs Room Booking Procedures – NEW

1. How to Reserve a Room
To reserve a room in our Clubs Hallway, complete the Microsoft form here to request a room. It is important to clearly answer all questions in the form to ensure the space is booked in a timely manner. Once the form is submitted, an email with your information is sent to [email protected] and a CSA staff member will book the space for you. If there are any conflicts for the date and time requested, we’ll reach out to let you know! Otherwise, you will receive a calendar invite and confirmation email from us confirming your booking within three business days.

2. Picking up Your Room Key
Please know that you need your student card ready to pick up keys.
To keep our bookable spaces in good operational condition, the CSA Club rooms are kept locked at all times. Booking Officers or named alternates will need to come to the CSA Front Office (UC274) during business hours to sign out a key. If your event begins after business hours, you will need to arrange to pick the key up in advance the day of your event (see section 6 for hours of operation).

When you arrive to our office, let the staff member on duty know that you have reserved a Club room for the specified time and that you will need to sign out a key to the space. You will be asked to provide your contact information as well as your student number and a piece of photo ID. The person who is indicated on the form should be the person taking out the key. If you are not named in the form, we cannot give you a key.

If circumstances arise where none of the students named in the form are able to pick up keys, please email [email protected] in advance and inform staff of who will be picking up keys. This email needs to come from a booking officer.

Once you have your key, you are free to access the space during the specified times only

3. Returning the Club Room Key
It is important that you return your room key immediately following your event. Please deposit your key into the Clubs Key Drop Box outside of the CSA Front Office (directly to the left of the main office door)

  1. Failure to return the key, or damage to the key/identification tag, may result in the penalties listed in section 5.

A good rule of thumb: CSA Club room keys should never leave the 2nd floor!

4. Room booking cancellations

To ensure that the spaces are being used fairly, we request that you cancel your booking as soon as possible by emailing [email protected] in advance.

Failure to show up for room bookings:

  • Any bookings with an approved SERM will remain active.
  • No-shows get 2 warnings
  • On the 3rd no show, all future bookings will be cancelled.
  • If you show up halfway through your booking, it counts as a no show. Please email us if you have a new start time! We are happy to accommodate.

To regain booking access, you must contact [email protected]

5. Keyholder Responsibilities
To ensure the Club room is ready for the next group to use, we kindly ask that you complete the following steps before leaving:

  • Return all tables and chairs to their original positions
  • All personal belongings have been gathered (including dishes/cutlery)
  • Make sure all garbage is placed in the bin
  • All technology is intact and ready for use
  • You have reported any problems or concerns to [email protected]
  • You have closed the door and it has locked behind you
  • You have returned the room key to the drop box

These steps are necessary to maintain a productive and welcoming environment for anyone using these rooms. If you arrive at a room and discover that the previous user did not review the checklist above, it is crucial that you email [email protected] or come into the front office immediately.

6. Penalties
Please note that failure to adhere to the processes listed above may result in the following: cost of damages to be billed to your club’s account, removal of room booking privileges for the remainder of the semester (any existing room reservations will be cancelled) and/or loss of club accreditation.

6. CSA Front Office Hours
Our office hours are regularly updated on our home page. If you are not available during those times and have questions or need to pick up a key, kindly email [email protected] to request an appointment. 

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