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AMS clubs are all entitled to book SUB space. Before a club is eligible to book they are required to designate up to two booking representatives. These are the only people with authorization to book space. Booking representative forms are available online or from the AMS Bookings Rep in SUB room 230A. Please note that all bookings require 48 hours notice.
For clubs that want to plan ahead and book space for the next term we have the following procedures in place. These are called single and block bookings.
Single & Block Booking Procedures
- What is a single booking?
- What is a Major Room?
- What is a Minor Room?
- What is a Block Booking?
- When do Single and Block Bookings Occur?
- How will Clubs know this is Happening?
- Who can make Bookings?
- Single Booking Procedures
- Block Booking Procedures
- What is the Block Booking Forum?
AMS Clubs are entitled to book 1 ‘major’ room per month OR 2 ‘minor’ rooms per month (Sept to Dec & Jan to April) for a single booking. A single booking is a one‐time event such as a beer garden, wine and cheese, social gathering, conference, etc. SUB concourses spaces are also considered single bookings. Clubs are allowed to book a maximum of 9 days on the concourse per semester. This space would typically be used for promoting events, fundraising or increasing club awareness.
The Ballroom, Partyroom, 207/209 or 214/216
205, 207, 209, 211, 212, 212a, 213, 214, 215, 216, 224, 42T, 42U or 42V
What is a Block Booking?
A block booking is a recurring event such as weekly, biweekly or monthly meeting, practice or rehearsal. A block booking will typically be in the same room for the duration of the term.
For the Winter term (September to December) single and block bookings are completed in Feb/March
For the Spring term (January to April) single and block bookings are completed in Oct/Nov
The Student Administrative Commission (SAC) will email the specific dates to clubs late September and late January (please make sure SAC has your up‐to‐date contact info). Single bookings are completed before block bookings.
AMS Clubs, Constituencies & Resource Groups are allowed to make SUB Bookings. Every AMS club or group can designate up to two booking reps. These are the only people authorized to book SUB space. To become a Booking Rep please see the SUB Booking Rep in room 230A.
SAC will inform clubs of the date & location of the Single Bookings line‐up via email. Clubs who want to make single bookings are required to have their booking rep attend (if the booking rep cannot attend, please let us know ahead of time). Please note clubs are lining up to get a specific appointment with the SUB Bookings Rep for a later date (usually the following week) to make single bookings. Appointments are handed out by the SUB Booking Rep on a first come, first serve basis. Each appointment is for 15 minutes and will be held in SUB room 230A.
Clubs who want to make block bookings are required to fill out and submit a ‘block booking request form’. These forms will typically be available over a 2 week period (online & from the SAC office) and must be submitted by the specified deadline. Block booking request forms are to be submitted to the SAC office or to the SUB Executive Secretary. A week or two after the deadline, the Block Booking Forum is held in SUB Council Chambers (#206). SAC will communicate the date of this via email.
* NB if you request space that other clubs have also requested, the SUB Booking Rep will offer solutions, such as alternative dates or times. We try to accommodate all requests as best we can.
The SUB Booking Representative meets with the Club Booking Reps and hands out all of the confirmed block bookings. If your club has requested block bookings that no one else has requested, you will be given your booking confirmation and you will be free to leave. If you have requested space that other clubs have also requested, the SUB Booking Rep will try to work with these clubs to find alternative space. Please come prepared to compromise! If your club is not present at this forum (or does not arrive on time), you will lose your place in line and not have the opportunity to voice your opinion. Once the conflicts are resolved, the SUB Booking Rep will enter the bookings into the system. Approximately one week later the booking confirmations will be available for pick up from the SUB Booking Rep in room 230A.