McMaster Student Clubs

McMaster Conference & Event Services (CES) and The Office of the Registrar are delighted to introduce a new self-serve room booking portal for our Campus Student Groups!

Moving to an online portal will enhance the student group experience by offering a seamless and user-friendly interface with live availability to instantly find available rooms that best suit your meeting or event.

The portal will launch on Thursday, September 12, 2024, at 9:00am after the course add-drop deadline, ensuring up-to-date space availability. When the portal has available spaces to book from September 12 onwards, simply log in with your club admin MacID for ratified student groups, or MacID for student groups that are not ratified (Note: you must be on the McMaster network, or be using the McMaster VPN to access the portal).

Term	2024/2025 Reservation Range	Portal Access Date
Term 1	Sept 12 – Dec 5, 2024	Sept 12, 2024
Term 1 Exams	Dec 6 – Dec 22, 2024	~ Sept 30, 2024 (TBC)
Term 2	Jan 15 – April 8, 2025	Jan 15, 2025
Term 2 Exams	April 9 – April 30, 2025	~ Jan 31, 2025 (TBC)
Term 3	May 1 – Sept 1, 2025	~ Mid-March/April, 2025 (TBC)

Ratified Student Clubs

Club admins can reserve up to 2 bookings per week, or 5 hours a week through this convenient system. A group can hold a maximum of 2 simultaneous bookings at one time, and all events require an approved event code to reserve a space.

Non-ratified Clubs

Club admins can request spaces based on availability outside of Ratified Club reservations and are reviewed before approval. Student groups/clubs/societies that have not been ratified are considered external groups and are subject to the same requirements as all other external groups including rental fees, contract terms and conditions, and insurance requirements.

Planning Notes

• Same-Day and Weekend Reservations: Please note that for same-day reservations or weekend bookings made after Thursday of the same week, the room will be available in its current condition and may require some tidying by the group.
• Classroom A/V: It is the responsibility of the event planner to source in-room AV codes by contacting Campus Classroom Technologies (CCT) by email at cct@mcmaster.ca, or Ext 22761, Monday to Thursday 8 a.m. to 8 p.m. and Fridays from 8 a.m. to 4:30 p.m. (Fall and Winter term hours).
• Set-Up: All spaces provided include the existing setup only. If you require additional tables, linens, or chairs for catering or events, these items can be rented for an additional fee. To ensure availability, please submit your rental order at least 14 business days before your event. Visit the Complete Rent-Alls Website to explore options and pricing and contact rentals@mcmaster.ca to place your order through McMaster Conference & Event Services (CES). All rentals are an additional cost.
• Catering Services: If Catering is required, please visit the Catering Services website to review catering options and contact catering@mcmaster.ca to place your order a minimum of 10 days prior to your event. McMaster policy does not allow food from external suppliers on campus, unless written consent has been provided by the Director of Hospitality Services. Please review the Campus Food & Beverage Policy  for more information.
• Admission Fees: As per PUFNAP, fees are applied when there is an event fee collected that is unrelated to fundraising purposes. McMaster student group rental fees are calculated at $1 per person or the room’s total capacity. The total fee is based on either the expected number of attendees or the room’s maximum capacity, whichever is higher. These fees help cover essential costs for using campus spaces, including custodial or facilities services, general upkeep, and administrative support.
• Field Rentals: Field rentals are $226/day, and fees apply for any student club event that will be charging an admission fee. However, if your event is free to attend or all funds raised are donated to a charity or a non-MSU-affiliated group, we’re happy to waive the fee. These fees help cover essential costs for using campus spaces, including custodial or facilities services, general upkeep and repairs, and administrative support. Conference & Event Services (CES) will approve all field rental requests.
• Chartfield: A Chartfield number is required for payment. Any costs associated with damages to the space or equipment are the responsibility of the user.
• The McMaster University Policy on the Use of University Facilities for Non-Academic Purposes (PUFNAP) governs the utilization of university facilities for non-academic activities. It outlines the procedures, responsibilities, and criteria for requesting and approving such use, ensuring that activities align with the university’s mission and values while prioritizing academic needs. The policy also addresses fees, insurance requirements, safety protocols, and compliance with applicable laws and regulations, fostering a transparent and fair process for accessing university facilities for non-academic purposes.​

Note: you must be on the McMaster network, or be using the McMaster VPN to access the portal below.