Community Bookings

Danny Benda
Scheduling Coordinator, Community Bookings
Scheduling Office, Academic Affairs, Room D2320
communitybookings@ecuad.ca

Staff Hours
Monday - Friday 8:30am - 4:30pm

Event Booking Procedures

Step 1: Determine budget + scope

• Determine the budget and scope of your event and if needed, secure authorization and funding from your Dean or Department Head. You may require extra security and/or janitorial services for large groups.

Step 2: Book a space

• Book a space for your event.
  
• Once received, the Scheduling Office, Community Bookings, will confirm that a space has been held for you. At this point your event is conditionally approved.

Step 3: Complete required event support forms

• If you are serving food and/or alcohol, or require equipment or resources for set up/tear down, a risk assessment is required.
• If you require event technical support you must submit your request at least 3 weeks before your intended event.
  Due to support staff availability, we may not be able to accommodate your event if your request is not received within this time frame.

Step 4: Coordinate support

• Once the required event support 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. If there are any questions or concerns about your event, you will be contacted directly.

Step 5: Final approval

• You will receive a notification from Community Bookings once your required event support forms have been reviewed and approved. Your space booking will be finalized at this time.
• No substantive changes can be made to the event once approved.

A request can be submitted to CTS to support online-only events including Zoom meetings and webinars.

If your booking is online only you do not need to complete any further forms.

• Submit a ticket for Event Technical Support at least 3 weeks before your intended event.
• Once 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.