Facilities Event Support Request

Please submit the event request form a minimum of 10 business days in advance to arrange/confirm requirements. Failure to do so may result in cancellation of support from Facilities Services.

For events at both campuses, fill out two forms.

Contact Information

Name (Person Completing Form): *

Department: *

Phone: *

Email: *

Mobile Phone:

Client Type: *

Camosun Employee

Camosun Student Society

Camosun Student

Public

Event Host Name (if different):

Host Mobile Phone:

Event Information

Event Name: *

Number of Persons Attending:

Date & Location

For large events, Facilities requires the space to be booked the night before. Facilities Evening Crew will do the set up the night before. It is also recommended that a staff person from your department be on site at 4pm - during set up – should there be any questions.

Campus: *

Lansdowne

Interurban

For events at both campuses, fill out two forms.

Location Building and Room #: *

Event Start: *

Event Start Time: *

include AM or PM

Event End: *

Event End Time: *

include AM or PM

Facilities Services Requirements

If you are booking Wilna Thomas 224 Sherri Bell Hall, skip this section and fill out Wilna Thomas 224 Sherri Bell Hall below.

Tables are rectangular 2.5’ by 6’.

If you are renting your own tables and chairs Facilities does not assist with set up.

I will need tables and chairs to be provided by the College:

Yes

Number of Rectangle Tables:

Number of Chairs:

Tables and chairs will be delivered, stacked, to the location.

If you need set up assistance, a floor plan needs to be submitted 5 business days in advance to facilities@camosun.ca.

Venue floor plans available HERE.

I will submit a floor plan at least 5 business days in advance:

Yes

I require waste/recycling/compost receptacles:

Yes

Number of Waste:

Number of Recycling:

Number of Compost:

Wilna Thomas 224 Sherri Bell Hall

Tables are rectangular 2’ by 6’ or round 5’ by 5’.

If you are renting your own tables and chairs Facilities does not assist with set up.

I will need tables and chairs to be provided by the College:

Yes

Number of Rectangle Tables:

Number of Round Tables:

Maximum 12

Number of Chairs:

Maximum 100

Tables and chairs will be delivered, stacked, to the location.

If you need set up assistance, a floor plan needs to be submitted 5 business days in advance to facilities@camosun.ca.

Venue floor plans available HERE.

I will submit a floor plan at least 5 business days in advance:

Yes

Room set up and reset is done by the Facilities evening Custodial team.

If you require set up assistance for your event, have you booked the Hall the day prior (from 4pm-10pm) for set up?

Booked for Day Prior:

Yes

Please complete a Room Booking form requesting the additional time for the Hall.

I require waste/recycling/compost receptacles:

Yes

Number of Waste:

Number of Recycling:

Number of Compost:

NA’TSA’MAHT

Facilities requires 5 business days notice of fireplace use prior to an event

The gathering place has a gas fireplace within it. The fireplace is able to be lit between the hours of 8 am to 10 pm, Monday to Friday.

NA’TSA’MAHT Weekend Bookings are subject to an additional fee for personnel. If a custodian is available, they can be scheduled for a minimum of 4 hours.

If the NA’TSA’MAHT is booked on the weekend, the entrance to the Ewing building closest to the Na’tsa’maht will be unlocked for washroom access.

I would like to book NA’TSA’MAHT:

On a Weekday

On a Weekend

Cost Centre: *

Do you require use of the fireplace? :

Yes

Fire Time on: *

Fire Time off: *

The Fire Watch Person will ensure the safety around the fire, during the event. Must be present at all times. Must be over 25 years of age.

Fire Watch Person Full Name: *

Do you require use of the overhead lights?:

Yes

Lights Time on: *

Lights Time off: *

Parking

Parking Rates: Vehicles parking on campus will pay current general parking rates at the parking meters or the Honk Mobile App. Visit the intranet Parking site and visit the Guest Parking link to arrange those parking permits. For rates and more information visit the public Transportation & Parking pages.

Buses will be coming to our event:

Yes

How many buses expected?: *

Bus Arrive Date: *

Bus Drop Off Time(s): *

Bus Pick Up Time(s): *

Bus Parking Required: *

Yes **

** Bus Parking is Subject to Availability

If yes, Transportation and Parking will contact you regarding bus parking rates and availability

Please email cam-motion@camosun.ca a minimum of 10 business days in advance to arrange/confirm other parking requirements. Not all parking requests can be fulfilled as parking can be busy during peak periods.

Security

Additional security guards can be booked at the cost of the department.
Security is required if alcohol is being served.

Security Guards Required:

Yes

Number of Guards: *

Number of Hours: *

Security Start Time: *

Security End Time: *

Other Security details:

Sandwich Boards

Boards need to be signed out and returned to the Facilities Office (Lansdowne ID 200, Interurban -Facilities Building). Please call the office prior to coming down as there are closures for breaks (Lansdowne 3041, Interurban 3889)

Sandwich Boards Required:

Yes

Sandwich Pickup Date: *

Sandwich Return Date: *

Number of Large Boards: *

Number of Small Boards: *

Tenting

Tenting is only permitted in designated locations. It cannot be set up on lawns without consultation from Grounds – to protect the irrigation system. Send an email to Facilities and you will be connected with the Grounds Chargehand to discuss an approved tent location. facilities@camosun.ca

Using Tenting:

I will be providing/renting my own tent

I will require the use of the College 20’ x 20’ tent at a cost of $200.

Cost Centre:

Electrical

Facilities does not provide extension cords.

Facilities has a small 60 amp panel with a 100’ cord, that has around 8 – 120v 15-20amp circuits and a 30 amp 208v circuit. The panel can only be used at the:

Basketball court at Interurban
Back side of the NA’TSA’MAHT for setup on field.

The panel is available from 8am-3pm Mon-Fri.

Electrical Panel Required for Event:

Yes

Custodial Staffing

For larger events dedicated on-site custodians can be hired. They would be able to keep the area and washrooms clean.

This is subject to staffing availability. The charge for custodians is $25 per hour with a four-hour minimum. You will be contacted with a quote.

Extra Custodian Required:

Yes

Cost Center: *

Number of Hours: *

Custodian Start Time: *

Custodian End Time: *

Other Custodial details:

Communicable Disease Protocols

There are limitations for capacities for indoor and outdoor gatherings and serving of food protocols due to COVID. Contact Occupational Health and Safety - OHS@camosun.ca. OHS can review and provide suggestions.

The following supplies are available for your event. Please indicate what you need:

Amount of Wipes Containers:

Micro fiber cloths and disinfectant spray bottles:

Hand pump sanitizer bottles:

Disposable face masks:

Sets of Gloves:

Plexiglass barrier requirement description:

Additional Requirements or Notes

Describe:

Online Forms

Facilities Event Support Request