University Centre Facility Services
The University Centre is where campus connects! As the central student and administrative hub on the University of Guelph campus, our goal is to deliver quality student experiences through our programming, social, recreational and engagement activities and services along with business amenities and meeting facilities to support the university community. The 'UC' as it is well known on campus, provides open study and social lounge spaces, bookable meeting rooms and conference hall, a variety of food and beverage locations and dining environments, personal health and care services, and dynamic activity and event spaces.
The University Centre Services team offers the following services to our students, staff, faculty, and community guests and businesses:
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Meeting Room and Conference Hall Bookings
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Technical Services and Support
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Event Equipment & AV Rental Services
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Central Courtyard and Main Floor Activity, Event, and Vending Spaces
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Event Planning and Programming Activity Coordination
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Food & Beverage Catering Services including Coffee and Bakery Service
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Campus Digital Signage Communications & Digital Content Design Work
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Short & Long Term Locker and Storage Solutions
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Business Marketing, Advertising, and Promotional Services
Meeting Room & Event Bookings
The University Centre is a popular central location for events, activities, and programming features. We offer a variety of multipurpose and executive meeting rooms, a large multipurpose conference and event hall, open public main floor spaces, and other lounges and pubs available for booking. Our Facility Services Guide highlights our rooms, amenities, and available services to explore and support your meeting, event, or activity planning.
All reservation requests are first come, first serve. To ensure an expedient booking process, please have your reservation plans and details prepared at time of booking.
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For meeting room and hall bookings, please complete the UC Reservations Booking Request and our team will review your request, room availability, and confirm your booking.
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For central courtyard and main level activity and vending space bookings, please submit a Courtyard Space E-Request Form.
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Please note: Reservations by phone will not be accepted.
Event AV Support & Technical Services
Be prepared for your meeting, event or activity with coordinated audio video support and the right equipment to meet your needs. Our team can provide technical solutions and programming support including live streaming support, recording services, sound services, videography and digital recording services, and equipment rentals. Contact us at ucservices@uoguelph.ca or (519) 824-4120 ext. 53300 and for planning assistance, available services, and quotations.
UC Events Food & Beverage Catering
UC Food & Beverage Services is available to provide casual and full-service catering along with full event planning support. With full dining services available in the University Centre and delivery services across campus, we are prepared and excited to provide quality food and beverage services for your event.
Our UC Events Catering Menu is attached with our complete offerings and feel free to contact us or additional information or to book your event.
Planning Your Event
All student events and activities must receive SE&RM approval and, if required, Sales & Solicitations approval prior to the time of the event or activity or the booking will be cancelled. All requests must be submitted to the appropriate party at least ten (10) days in advance of the date of the event or activity.
Booking Terms & Conditions
All reservations and services are booked on a first come, first served basis. By confirming your reservation, you acknowledge your acceptance of the Reservation Services Policy and agree to accept any and all charges associated with the reservation including cancellation and non-use fees.
Terms of Use
All University Centre multi-purpose and executive meeting rooms are available to internal, affiliated, and external groups for booking and use. Established room rental rates, where applicable, will be applied based on the duration of the rental period and type of usage. Usage type is defined as:
1. Internal Use: All primary student organizations, departments, colleges, and groups recognized as an accredited group/entity by the University of Guelph, Central Student Association, or Graduate Students’ Association are recognized as internal groups. All room bookings are available at no-cost for internal groups with the exception of revenue generating bookings (see below).
2. Affiliated & Revenue Generating Use: External groups with affiliation to a recognized internal group or an internal group booking space with the intended purpose of generating revenue (excluding approved fundraising purposes) will be charged 50% of the regular room rental rate.
3. External Use: All community, business, and corporate groups/entities may book space at the regular rental rate.
Reservations for all University Centre bookable spaces will be processed and confirmed on a first come, first served basis. Booking requests will be accepted up to six (6) semesters in advance or two (2) calendar years from the start of the current semester.
1. All requests must include the group’s recognized organizational name, contact information including email address and phone number, requested date(s) and timing of booking, anticipated attendance, and detailed purpose of booking and use of space. University Centre Reservations will review requests upon receipt and arrange the booking based on availability of suitable space.
2. University Centre Reservations reserves the right to relocate confirmed reservations at any time in the interest of maximizing the usage of facility space, working with the affected group to ensure the relocation of the reservation is suitable based on the planned usage of space.
3. Meeting room reservation requests will be accepted up to three (3) hours in advance of the start of the reservation based on space availability by contacting University Centre Reservations by phone or attending the UC Services Office in-person during regular office hours, as prescribed in UC-6 Facility Hours of Operation (2024).
4. All multi-purpose rooms, public common spaces, pub venue private bookings, and Peter Clark Hall reservations require a minimum forty-eight (48) hour advance booking request. Exceptions can be made based on availability and type of usage planned for the space with the approval of the Senior Operations Manager, University Centre or their delegate.
5. All multi-day or large capacity events (over 150 persons in attendance) may be subject to a non-refundable deposit of fifty (50%) percent of the applicable booking rate, due at least ten (10) days prior to the date of the request. Deposit requirements will be issued and communicated upon confirmation of the reservation request.
6. All student accredited bookings require the organization be in good account standing with the University, UC, and be requested by the registered executive member for the organization. Any applicable charges or fees relating to the booking will be the responsibility of the organization and levied against the organization’s UC account following Student Organizational Policy (SOP) terms.
7. All internal group bookings require the unit’s general ledger (GL) coding to confirm reservation bookings. Any applicable charges or fees relating to the booking will be invoiced and charged to the group using the GL Coding provided.
8. UC Reservations will work with groups to effectively manage reservations and booking of space based on the needs of the group.
9. All UC bookable spaces, with the exception of Peter Clark Hall are fully furnished with standard room setup. Most bookable space include integrated audio video technology for use as part of the reservation booking. Additional services and custom room setup is available upon request.
10. Groups will be held responsible for the condition of the bookable room and amenities resulting from the use of space. Any cost or charges resulting from damage, destruction, lost or stolen items, and/or additional cleaning requirements will be levied against the group.
11. UC Services reserves the right to deny a request or cancel a booking at any time should any concerns relating to public safety, security, violation of policies, or university business continuance arise.
12. To ensure access to bookable spaces for all user groups, UC Services reserves the right to limit the number of bookings per week for any user group to prevent a group from monopolizing bookable space. UC Reservations will work with groups to prioritize bookings and recommend other bookable spaces where necessary.
13. UC Services, in recognizing the University’s Freedom of Expression Policies; Student Organizational Policy (SOP); Controversial Student Events Policy; On-Campus Advertising Promotion, Sales & Solicitation Policy; and related UC policies, reserves the right to deny a request or cancel a booking should the intended usage of space or purpose of the booking contravene UC and/or University of Guelph policies and protocols.
14. All feedback on bookable spaces and services can be provided to the UC Services Team by email to ucservices@uoguelph.ca or attending the UC Services Office in-person during regular office hours, as prescribed in UC-6 Facility Hours of Operation (2024). Student & Internal Discounts All primary student organizations, accredited student groups and internal departments, units, and colleges will receive a twenty-five (25%) discount on equipment rentals, rental deliveries, and facility services to support internal events, activities, and initiatives. To promote student entrepreneurial initiatives and engagement, registered individual students may book space for the purpose of promotion or public sales. The fee for individual student bookings shall be fifty (50%) percent of the regular rental rate.
Food & Beverage Policy
As per university guidelines, all food and beverage services must be sourced from Hospitality Services, UC Catering Services (including The Brass Taps Pub; The Lookout: Patio + Lounge; Campus Bakery Co.), or an approved external food supplier. All external food suppliers must be public health inspected and recognized as an approved supplier by Hospitality Services and approved under an authorized Sales & Solicitation request.
Room bookings where externally sourced prepared food and beverages will be provided as part of the booking will be subject to a $32 Food & Beverage Service Fee to recover the cost of additional room cleaning and waste removal services associated with the booking.
Alcohol Service Provisions All events and activities in UC bookable space where alcohol service is provided, requires by virtue of the Liquor Sales License granted to the University of Guelph for the purchase, sale, and service of alcohol to be provided by Smart Serve certified university employees only. All requests for alcohol service must comply with the terms of Policy UC-4: High Risk Events & Alcohol Service (2024) and be provided by UC Services or Hospitality Services, as per university guidelines. Revenues from the sale of alcohol and non-alcohol beverages provided by UC Services will be retained by the department and applied to the costs of the event. Revenues must equal a minimum of all direct costs plus twenty-five (25%) percent with deficiency being invoiced to the group. Advertising & Promotion Policy All groups must adhere to University advertising policies and the terms of Policy UC-5: Advertising, Sales, and Solicitation (2025).
Advertising/promotion of events in contravention of established policies may result in the cancellation of the booking and a loss of booking privileges in the UC.
High Risk Events & Safety Protocols All events and activities deemed to be high-risk must comply with the terms of the University of Guelph Alcoholic Beverages Policy – Appendix B and Policy UC-4: High Risk Events & Alcohol Service (2024). To ensure the safety of attendees and staff and maintain liability control, the Director, University Centre or their delegate, may regulate or require additional safety and/or security measures to be implemented in order to facilitate an event or activity in University Centre bookable spaces.
Cancellation Policy
NOTICE PERIOD: The UC aims to maximize the availability and usage of all spaces to accommodate as many requests as possible. To ensure spaces are used effectively, the following cancellation periods apply to all bookings:
1. Meeting Rooms: All meeting room bookings require a minimum of twelve (12) hour advanced notice of cancellation. Meeting rooms include, but not limited to, UC004, UC005, UC331, UC332, UC429, and UC444.
2. Multi-purpose Rooms: Multi-purpose room bookings require a minimum of forty-eight (48) hour advanced notice of cancellation. Multi-purpose rooms include UC001A, UC001B, UC430, UC441, and UC442.
3. Peter Clark Hall: All bookings for PCH (centre section and entire hall bookings) require a minimum of five (5) calendar days advanced notice of cancellation.
4. Courtyard & Common Spaces: All activity bookings on the main level of the University Centre require a minimum of five (5) calendar days advanced notice of cancellation. Spaces include UC103, UC123, and UC124.
5. Equipment Rentals: All confirmed equipment rentals require a forty-eight (48) hour advanced notice cancellation.
6. Service Requests: All confirmed service requests require a forty-eight (48) hour advanced notice of cancellation.
LATE-CANCELLATION FEE: A late cancellation fee equal to twenty-five (25%) percent of the regular rental rate for the booking will apply to all groups who fail to provide notice of cancellation within the prescribed cancellation period. Accredited student groups, internal, and sponsored groups may request special consideration to waive late-cancellation fees due to unforeseen circumstances by contacting the University Centre Reservations Office.
NON-USAGE FEES: In the event a booking is not canceled and the group fails to arrive for the reservation and use the space, the group will be levied a fee equal to the regular room rate for the booking. For Student accredited groups, internal, and sponsored groups, the fee will be equal to fifty (50%) percent of the regular rental rate for the booking. For External Groups, the fee will be equal to one-hundred (100%) percent of the regular rental rate for the booking.
EQUIPMENT RENTALS: All equipment rentals must be returned by 9AM on the following day from the last date of confirmed rental. Any rentals returned after 9AM may be subject to a rental late return fee equal to the regular daily rate of rental. The late return fee will be applied based on the number of days overdue. Client is responsible for the cost of replacement for all lost or damaged equipment. FEES IN ARREARS: All cancellation and non-usage fees levied against any group must be paid within thirty (30) days of the invoice date or payment arrangements made with UC Services. Any fee payments in arrears will result in a temporary suspension of booking privileges until payment is received in full.
VIOLATION OF POLICY: User groups in contravention of this policy may be denied the use of University Centre space, services and equipment at the discretion of the Director, University Centre, or their delegate.
Committed to Quality Service The UC team is committed to serving your needs and providing the best quality service and clean, user-friendly spaces. Please contact us at ucservices@uoguelph.ca or (519) 824-4120 x53300 for general inquiries or requests and we will strive to meet your needs.
UC Events Catering Menu - W24