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TRU Conference Planning Guide |
| CAMPUS ACTIVITY CENTRE (CAC) AND RELATED ROOMS |
Ancillary Services oversees all aspects related to food services at TRU, and any room bookings in the Campus Activity Centre (CAC), the Panorama Room in the International Building, or in the Residence Conference Centre needs to go through them.
For all further information, or for help in booking a conference, be sure to contact:
For Special Events and/or Catering Enquiries:
Events & Catering Coordinator
Phone: 250-828-5005
Fax: 250-828-5392
For Conferences and/or Convention Enquiries:
Convention and Marketing Coordinator
Phone: 250-828-5074
Fax: 250-828-5392
For detailed information on the various rooms in the CAC visit the CAC website at: www.tru.ca/cac/meeting_space.html
| Note: For conferences hosted by TRU, there should be no or minimal rental costs of the CAC, Panorama Room or Residence Conference Centre facilities; check with the Convention and Marketing Coordinator at Ancillary Services regarding this. |
For detailed information on possible applicable fees see www.tru.ca/cac/meeting_space/room_rates.html
| CAMPUS ACTIVITY CENTRE TERMS, CONDITIONS AND POLICIES |
Much of the following information pertains to all buildings on campus, not just the CAC, if catering is being provided by Campus Catering and Events run under the Department of Ancillary Services.
Minimums and Labour Charges:
- The dinner buffets and plate service dinner menus are designed and priced for a minimum number of people. Check with Ancillary Services regarding the exact numbers.
Guaranteed Numbers:•
- A guaranteed number is required 3 business days prior to the event.
- All service charges will be based on actual numbers of guests served if more than the guaranteed guests are served
- Prices can change without notice, but will be guaranteed 60 days prior to the function
- Minimum number of meals is required on all orders
Invoicing Deposits and Pricing:
- For all groups a deposit is required at booking
- 50 % Food & beverage payment is required 10 days before the event regardless of venue
- For TRU Departments an account code is required prior to all catering and events
- TRU events may be eligible for reduced or waived fees on all aspects associated with room booking and food or drink. Check with Ancillary Services for further information.
Cancellation Policy:
- A non-refundable deposit is required at the time of booking
- Cancellations should be made in writing to the events coordinator
Other Rentals:
- China is included for all events held in the Campus Activity Centre.
- All areas outside the Campus Activity Centre will include disposable service.
Insurance:
- Ancillary Services provides the liability insurance for all on-campus events hosted by TRU. To complete the insurance process, request that the Dean or Department Chair who is sponsoring the conference send a letter or e-mail outlining the purpose, dates and sponsoring department for the event to Ancillary Services. They will take care of everything else.
CAC Facility Policies:
- No confetti is permitted
- To ensure all requirements are agreed upon a confirmation contract is required to be signed by the client
- All events must be completed by 1:30am and vacated by 2:00am.
- Ancillary Services may change the conference venue if the first venue is unusable due to unforeseen circumstances.
- Liability or Damage to the premises will be charged accordingly and is the responsibility of the person booking the event.
- Space for the event is booked only for the times indicated.
- Set up and dismantle times, if required, are not included and should be specified at the time of booking
- If displays, exhibits or products are used, arrangements for their arrival, unloading and departure must be made through the catering office.
- The Campus Activity Center is not responsible for damages to or loss of any articles left prior to, during or following any function by the customer or their guests.
- Ancillary Services reserves the right to require security should situations warrant for parties contracting functions.
- Additional costs will be assessed for electrical requirements above and beyond the normal usage, and for events held on statutory holidays.
- Depending on room set up requirements and catering, room set up costs and fees may vary
Links:
The booking of all rooms not listed above must go through Room Bookings instead of Ancillary Services.
To book a room, please submit your request using the Room Booking Request Form available at:
www.tru.ca/admreg/contactus/roombookings.html
While the latest date for room bookings is 72 hours before the event, it is advisable to book months in advance. Many events happen on campus during the year, along with frequent TRU committee meetings, often making room availability scarce.
Room bookings for the other rooms on campus is free of charge, but be aware that they are generally designed as meeting or conference rooms. There is little room for hosting a banquet or other large gathering.
If you require a room with specific audio visual amenities be sure to check the multimedia classroom listing available on-line, and book through room bookings. www.tru.ca/its/mediaservices/multi_media_classrooms.html
The TRU Art Gallery:
If the conference has any elements associated with the study of art, or involves an art exhibit of some kind, another available venue is the TRU art gallery located in the Old Main building. Outside of holding exhibitions the gallery’s mandate is to help support cultural activities which enhance the appreciation and understanding of art and its relationship to other disciplines, and any events held there should adhere to it.
If you decide that the gallery would be a useful venue for your conference you are required to submit a proposal to the gallery committee for adjudication. This proposal should include details of how the conference theme relates to the study of art, specific details about how the gallery will be utilized during the conference, and it should be sent to the committee for review as early as possible in the conference organizing process.
Send the proposal to the Chair of the Visual and Performing Arts Gallery Committee
The Alumni Theatre:
The Alumni Theatre can be reserved through Room Bookings, and is ideal if your conference requires a large venue for a guest speaker, entertainment, or other demonstration. It is a full theatre with a complete stage, lighting, and large seating capacity. Like other rooms on campus, be sure to book this one as early as possible since it is often very busy throughout the year.
TRU Actors Workshop Theatre:
This venue may be available for conferences only if yours revolves around theatre, performance, or other entertainment mediums. Also, the theatre may only be available outside of the fall and winter semesters due to its continuous use during those times. A detailed letter stating what the theatre would be used for, and possibly a meeting with the Visual and Performing Arts Chair, would be required before its use would be considered.
Send your proposal to the Chairperson of Visual and Performing Arts, or the Theatre Coordinator.
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