Meet@Mac Reservations Portal Faculty

McMaster Faculty & Departments

McMaster Conference & Event Services (CES) and The Office of the Registrar are delighted to introduce a new self-serve room booking portal for McMaster Faculty and Departments during the academic year of September to April.

Moving to an online portal will enhance the user experience by offering a seamless, easy-to-use 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 add-drop deadline, ensuring up-to-date space availability for the semester. Simply log in with your MacID and review live availability of classrooms and lecture spaces for the semester (Note: you must be on the McMaster network, or be using the McMaster VPN to access the portal). Conference & Event Services will review the reservation request and confirm your booking via email communication.

Planning Notes: 

• Weekend & High Impact Events: large event bookings (100+ in attendance, or multiple classrooms/buildings) and weekend bookings require additional cleaning outside of the standard Custodial schedule which must be arranged in advance with Facilities Services. Associated work order fees are the responsibility of the group or event planner, and a valid Chartfield must be provided to Conference & Event Services (meet@mcmaster.ca) once the booking has been confirmed.
• CES will submit a Service Request to Facilities Services and provide the event planner with the confirmed Request ID #.
• Please note that for same-day 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.
• AV Codes: 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 8:00am – 8:00pm and Fridays from 8:00am to 4:30pm (Fall and Winter term hours). 
• Set up & furniture: all spaces include existing setup and furniture only. 
• Rentals: 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).  
• Catering: 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. 
• 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. 

Guest Speakers, Employers & Vendors

If you will be inviting a guest speaker, employer, vendor, or external party, to campus they must provide proof of general and/or professional liability insurance. The Certificate of Insurance should be forwarded to meet@mcmaster.ca prior to your event. For assistance, please connect with the Enterprise Risk Management Office at entrisk@mcmaster.ca, or visit their website for details.

Lobbies and Hallways

These spaces are not available for booking and must remain clear at all times to prevent pedestrian traffic congestion and to comply with fire safety regulations. This policy is outlined on Page 6 of the Use of University Facilities for Non-Academic Purposes guidelines. Non-academic bookings include any classroom/lecture theatre reservation not booked by the Office of the Registrar for the academic schedule.  

To ensure the safety of everyone on campus, we kindly encourage organizers to plan for events to remain inside classrooms and lecture theatres. 

Tabling

Requests for specific tabling events (bake sales, information booth, etc.) can be directed through the McMaster University Student Centre (MUSC) which has designated tables and procedures for these types of events. Please visit their website for more information: https://muscmcmaster.ca/reservations/   

May to August | Summer Conferences, Events and Space Bookings

McMaster Housing & Conference Services is proud to be an ancillary department that generates vital revenue for the University. As explained by senior leadership in the linked communication, this income helps diversify the university’s revenue streams, which is crucial for maintaining financial health and supporting various academic and non-academic initiatives.

Daily room rental fees will apply for campus meeting space rentals from May to August. Please reach out to us to inquire about our rates and information guides.

The fees applied during the May-August period are necessary due to the short selling season and the high demand for premium event spaces, such as MDCL and PGCLL. This pricing structure ensures that we can continue to offer top-quality facilities and services during peak times.

We appreciate your understanding and support in utilizing McMaster’s ancillary services, which play a crucial role in the university’s financial sustainability and overall success.

Why Choose McMaster?

• Revenue Contribution: Our operations contribute significantly to the university’s budget. Specifically, 4.5% of ancillary sales are returned to the operating fund, benefiting Student Affairs and all six Faculties.

• Cost Efficiency: By utilizing our in-house services, the university community can save on costs that would otherwise be spent on external vendors.

• Policy Compliance: Our event spaces and support services adhere to the Policy for the Use of Space for Non-Academic Purposes (PUFNAP).

Contact meet@mcmaster.ca for next steps in achieving your vision!