The Council Chambers is first and foremost a dedicated space for University Governance, including meetings of the Board of Governors, Senate, and their directly reporting committees. These activities take precedence over all other uses.

While the room may be available for select non‑governance meetings or administrative events, availability is extremely limited, and requests are considered only when they do not conflict with governance requirements.

Additional notes:

• The Council Chambers cannot be booked for performances of any kind (e.g., music, theatre, singing, dancing, drumming, or similar activities).
• Bookings for the next academic year are accepted only after July, once the governance meeting schedule has been confirmed for the academic year.

Event planners seeking more flexible layouts or higher availability are encouraged to explore alternate campus venues.

The Conference & Event Services team will be happy to provide available options – please reach out to meet@mcmaster.ca.

Council Chambers can accommodate meetings with a maximum of 82 guests, in carefully curated pre-set floorplans.

Effective May 1, 2026, any non-governance meeting or event will be subject to rental rates which include standard set up by Facilities Services, cleaning, and space rental fees.

2026 Room Rental:

• Full Day (4+ hours): $1,457
• Half Day (4 hours or less): $728

To request floorplans, check availability, or reserve the space, please contact Conference & Event Services at cr_gh111@mcmaster.ca.

AV equipment is included with the room rental and supported by McMaster Campus Classroom Technologies.

Council Chambers is equipped with a fixed podium featuring a control monitor and an integrated AV cabinet, along with the following amenities:

• Display projector and motorized screen
• Wireless handheld microphone
• Wireless Lavalier (lapel) microphone
• Audio and video conferencing capabilities
• Laptop connection options (HDMI, Lightning, and wireless via AirTame)

A detailed AV guide and operating instructions will be provided upon confirmation of your event.

To maintain the integrity of the space, only existing Council Chambers furniture and approved floorplans may be used unless alternative arrangements have been coordinated through Conference & Event Services.

Room setup by Facility Services is required as a condition of booking Council Chambers.

Please confirm your preferred setup by emailing gh111@mcmaster.ca no later than 10 days prior to your event. Due to the nature of the setups, last‑minute requests for changes to layout or capacity cannot be accommodated.

Furniture must remain in the room at all times. Clients will be financially responsible for any loss or damage to furnishings, equipment, or facilities resulting from their event.

Cleaning fees for any services required beyond the standard reset, cleaning, or tear‑down will be the responsibility of the event organizer.

Please note that the foyer doors leading to Gilmour Hall are fire doors and must not be propped open with arms, podiums, or any other objects.

Council Chambers is not available for banquet‑style dining or reception meals.

Light refreshments may be provided, with all arrangements coordinated through Hospitality Services (catering@mcmaster.ca).

Alternate dining reception spaces on campus include:

• Alumni Memorial Hall (Great Hall)
• McLean Centre for Collaborative Discovery (10th floor – website coming soon)
• McMaster University Student Centre (Marketplace, CIBC Hall – MSU)
• The Hub (the Loft – MSU)

Conference & Event Services will provide a booking confirmation once event details have been finalized.

Event organizers with a confirmed event can sign out keys from the Housing and Conference Services Guest Service Centre located in the lobby of the Commons Building. The Service Centre is open 24/7 for your convenience.

Keys must be returned immediately following each event. Clients must ensure that all doors are locked prior to leaving the premises.

Any loss or damage that may occur due to the client’s negligence in this regard will be the sole responsibility of the client.