McMASTER UNIVERSITY

Complete Policy Title:

Policy on the Use of University Facilities for Non-Academic Purposes

Policy Number (if applicable):

n/a

Approved by:

President

Date of Most Recent Approval:

August 25, 1997

Revision Date(s):

December, 1994 (Board of Governors)
February 23, 1989 (Board of Governors)
November 21, 1988 (Board of Governors)
February 1, 1987 (Board of Governors)

Position Responsible for Developing
and Maintaining the Policy:

Associate Vice-President (Student Affairs)

Contact Department:

University Secretariat

 

DISCLAIMER:

If there is a discrepancy between this electronic policy and the written copy held by the Policy owner, the written copy prevails.


TABLE OF CONTENTS

  1. SPACE
    1. General
    2. Assignment
      1. Categories of Non-Academic Users and Conditions
        1. University Departments, Organizations and Faculty/Staff
        2. Student Groups and/or Individuals
        3. Accredited Outside Organizations
        4. Other Outside Organizations
      2. Booking Arrangements
      3. Conference Services Responsibilities
    3. Posting of Notices
      1. Bulletin Boards
      2. Office Doors
      3. General Areas
      4. Other
    4. Grounds/Public Areas
      1. General
      2. Pyrotechnics
      3. Noise
      4. Newspaper Boxes
      5. Signs, Banners and Mobile Signs
  2. SERVICES
    1. Mail Services
    2. Printing Services
    3. Audio Visual Services
  3. SOLICITATION AND COMMERCIAL ACTIVITY
    1. Solicitation
    2. Commercial Activity
  4. RALLIES/PICKETS
  5. APPENDICES

POLICY

McMaster University is a private institution supported in large part by funding from government sources. The buildings and grounds are used as a first priority for the academic activities of the University. After this priority has been met the facilities may be reserved for use by members of the University community and others.

In using the facilities the individual/organization assumes all financial responsibility for any loss of, or damage to University property and agrees further to indemnify and save harmless the University against any and all liability losses, damages, costs or expenses which it may incur, suffer or be required to pay by reason of any contravention of any of the conditions contained in this policy.

A.     SPACE

1.      General

University facilities may be reserved for use by any member of the McMaster community, except where locked or otherwise delegated as restricted. There are, however, a number of exceptions to this general policy, including the following:

      1. Staff and faculty lounge areas, staff and faculty offices, departmental, administrative and faculty offices, and research facilities;
      2. Residences, where admittance is restricted to Hall residents and their invited guests, Housing Services staff, Security and Physical Plant personnel. More detailed information regarding residences is contained in the Student Code of Conduct;
      3. Ivor Wynne Centre, which is available for general recreational use during specified hours by members of the McMaster community upon presentation of a valid recreation card. In addition, those using the facilities will be required to pay an annual apparel fee. Recreation cards and a brochure on programmes are available at the Locker Room Service Counter in the Ivor Wynne Centre. There is a separate policy governing the non-academic use of the Ivor Wynne Centre which is attached as Appendix A;
      4. Health Sciences Centre, which although a University building, serves a dual function in that it houses both the Faculty of Health Sciences and the McMaster University Medical Centre Division of Chedoke-McMaster Hospitals. The latter is a 400 bed active treatment hospital. Because of this dual function special policies exist in relation to a number of matters such as alcohol, bicycles and parking. In addition, the area surrounding the building is classified as a Hospital Zone under the pertinent provincial legislation which has different and, in most cases, more stringent requirements in areas such as noise control and maintenance of free access for ambulances and patients. The information desk in the lobby can assist by directing enquiries for detailed information to the appropriate department;
      5. Faculty Club, where admittance is restricted to members and their guests;
      6. For safety reasons, all exterior exits, stairwells and corridors are to be kept clear of obstructions (e.g. tables, chairs, bicycles);
      7. Circulation space (e.g. lobbies) and Hospitality Services space is generally not available for reservation although these areas are available through Conference Services for occasional use by recognized University clubs/associations. These areas are not generally reserved for individual use or for personal profit making ventures, unless formal application is made to Conference Services for approval.

Non-University associations and organizations operating within the law may apply to use University space and other facilities not required for academic purposes. These facilities are available, however, only after acceptance by the association or organization of the terms and conditions specified by the University on the Facilities Booking Requisition and/or the Facilities Confirmation/Contract. These arrangements must be made with Conference Services. Charges, if any, for the use of University facilities will be determined by the particular category in which the organization is included, as noted below.

The University reserves the right to cancel future booking privileges for space on campus by individuals or groups who do not conform to the terms of rental or usage.

2.      Assignment

a.      Categories of Non-Academic Users and Conditions

                                                                                i.            University Departments, Organizations and Faculty/Staff

As well as individuals, departments, institutes and research groups of the University, this category includes organizations which are University supported with finances, time or professional skills (e.g. McMaster Alumni Association, Faculty Association, MUSA), and units recognized under the Labour Relations Act (e.g. Service Employees International Union, CUPE) all of which play a role in the life of the University.

University facilities are provided free of charge to the groups in this category except in those instances when the service of University staff are required at times when they would not normally be available. Rates charged for these services are available from Conference Services and should be discussed prior to the event being scheduled.

Groups in this category are required to make use of University staff for setting up, cleaning or any other services normally provided by the Physical Plant Department of the University. These groups are also required to make use of University staff for the provision of Hospitality Services.

Individuals wishing to use facilities for purposes other than those related to work will have their request adjudicated under Category IV below.

                                                                              ii.            Student Groups and/or Individuals

This category includes all student organizations recognized by the University through the collection of their fees (e.g. MSU, GSA, MAPS) and student groups recognized by the MSU and GSA.

Charges will be applied to groups in this category for the services required of University staff at times when they would not normally be available. Rates charged for these services are available from Conference Services and should be discussed prior to the event being scheduled.

Student groups are required to name a person with whom arrangements will be made by Conference Services and to whom all charges for special services, if any, will be directed.

No facilities will be reserved unless a Facilities Booking Requisition is signed by the sponsors or organizers of the activity and approved by the University. This agreement will include the terms and conditions, above, as well as various other regulations as stipulated by the University and Conference Services. Responsibility for any accounts owing the University which are not paid by the organization may be transferred to the individual whose signature appears on the Facilities Booking Requisition.

                                                                            iii.            Accredited Outside Organizations

Accredited organizations are those with a special or direct relationship to the University, normally of any educational, cultural, professional or social service nature, and are non-profit in operation (e.g. other educational institutions, Learned Societies).

If an admission fee is charged, the organization will be charged a facilities rental fee. In all cases, these groups will pay for any set up required. Approved status will be granted upon submission and acceptance of an Application for Approval Form (Appendix B).

If a charity event is to be given free use of facilities for public relations and/or development purposes, the costs normally levied by support services will be borne by the sponsoring department.

These organizations are also required to sign a standard Facilities Booking Requisition or Facilities Confirmation/Contract before facilities may be assigned for their use.

                                                                            iv.            Other Outside Organizations

All non-accredited off-campus organizations are required to pay a rental fee for the use of University facilities. This fee may be waived in special circumstances by the Vice-President (Administration) or his/her delegate (currently Conference Services).

During the summer period (May to August), accommodation, food services and meeting facilities are available on campus for conferences, conventions, and touring groups. Organizers of these events are required to sign a standard Facilities Confirmation/Contract or any other contract approved by Conference Services in those instances where the terms and conditions differ from those included in the standard Facilities Confirmation/Contract.

b.      Booking Arrangements

The assignment and control of all space must conform with the University's Space Management Policies. To help better co-ordinate the use of University space and to improve the services provided for its users, the following procedure will apply for the reservation of space and the acquisition of the services necessary for its use.

Depending on the purpose for which the space is to be used, arrangements may be made in one of the following three ways:

                                                                                i.            Academic Events, Classes, Seminars and Committee Meetings

Rooms for regular and special classes, seminars, tutorials and academic committee meetings will be booked by the Office of the Registrar, Systems Management. This service extends to all day and evening courses for all Faculties, and the Centre for Continuing Education. Internal academic use of departmentally-controlled rooms is to be booked by the controlling departments.

                                                                              ii.            Administration

Space for non-academic departmental and committee meetings and any other functions necessary for the administration of the University will be arranged through Conference Services. Generally no charge will be made by Physical Plant for setting up these rooms except when additional staff are required or services are needed at times when maintenance staff are not normally on duty.

                                                                            iii.            Other Activities

All activities, not included above, which require the use of space, are to be arranged through Conference Services of the University. These activities include conferences, conventions, student group meetings, seminars not related to courses listed in University calendars, lectures sponsored or arranged by University departments, etc. In no event will space be reserved if the use of the facilities is in conflict with regularly scheduled classes, requirements of University departments and associations, or activities of recognized student organizations.

c.       Conference Services Responsibilities

Within the context of the University's Space Management Policies, Conference Services is responsible for co-ordinating the requests for the non-academic use of University space by University departments, student organizations and outside associations and individuals.

The services provided by Conference Services include the reservations of rooms and making of all necessary arrangements for room set-ups and re-sets. This Office will also arrange and/or refer University departments, student groups, and other associations/organizations to other service departments (e.g. Audio Visual, Hospitality Services) as necessary.

In assigning space, Conference Services must ensure that the requisitioning individual/organization undertakes not to publish or display, or cause or permit the publication or display of any notice, poster, sign, symbol, emblem or other similar representation which promotes hatred or discrimination against, or exposes to contempt, any person or group of persons because of colour, race, ancestry, place of origin, ethnic origin, citizenship, creed, sex, age, marital status, family status, handicap or sexual orientation. The contravention of this condition will result in the denial of the use of University facilities to the offending individual/organization for an indefinite period.

No space will be reserved for outside associations or individuals if the use of the facilities is in conflict with regularly scheduled classes or use by a University department or student group. Conference Services is obligated, however, to be aware of this and suggest alternative facilities.

All functions whether licensed or unlicensed must end at 2:00 a.m. in accordance with the Liquor License Act. The only exception to this requirement will be unlicensed events sponsored by the MSU.

(Removed: For events held in the Main Lounge of Wentworth House, the balcony doors must be kept locked at all times.)

When a request for space has been approved, Conference Services will explain to the requestor the terms of the rental or usage, i.e.:

·         rental charges, if any;

·         set up and/or clean up charges, if any;

·         rules concerning signs, posters, etc.;

·         hours covered by agreement;

·         liquor regulations (directed to Hospitality Services, Central Liquor Facilities or the Phoenix), if applicable;

·         security regulations, if applicable.

When the above terms have been agreed upon by Conference Services and the requestor, then the Facilities Booking Requisition or Conference Confirmation/Contract must be signed by both parties.

1.      Posting of Notices

In an effort to maintain campus aesthetics while encouraging communication, the following policies apply.

a.      Bulletin Boards

Bulletin boards located within assigned offices will be used in accordance with regulations developed by persons in charge of those spaces. Department bulletin boards located in public areas in academic and administrative buildings are reserved for use by the department occupying that area, and may be used only with that department's approval. Bulletin boards not displaying a department contact may be used without permission subject to the following conditions:

        1. The number of posters for an event shall be limited to not more than 100;
        2. No more than one poster advertising an event shall be placed on any board except the large board outside Titles Bookstore;
        3. Posters about events involving liquor should conform to the University Guidelines on this form of advertising;
        4. Boards are for the use of campus organizations and personnel only, although private services (e.g. typing, textbook sales, etc.) or accommodation rental offers are allowed to post notices within the above restrictions. Businesses external to the University who wish to advertise can do so in either the Courier or the Silhouette or on CFMU 93.3 FM;
        5. All posters, except those initiated by departments or offices of McMaster University, must be approved and stamped by the McMaster Students Union. Approval can be obtained from the Design & Copy Centre (Hamilton Hall, Room 217);
        6. All public boards will be cleared once per month.

a.      Office Doors

Office doors may be used to post grades and class or department notices. Masking tape (not tacks, staples or Scotchtape) should be used for such posting to avoid damage to doors. Office occupants are responsible for removing such notices when they are no longer necessary.

Requests for permanent, engraved plastic signs should be forwarded to the Physical Plant Department on a standard Work Requisition form.

b.      General Areas

Posters or notices (except as provided for in (d) below) should not be placed on doors, glass, exterior or interior walls, ceilings, furniture, columns, light poles, trees, sidewalks, etc. Posters and notices improperly displayed will be removed.

Posters or notices concerning University Examination Timetable, University Lecture Timetable and Student Elections only may be placed on solid doors and walls, but in no case shall they reduce safety (e.g. they must not cover alarms, directional signs, etc.).

c.       Other

        1. Exceptions to this policy must be approved by the Physical Plant Department. Contact the Senior Manager of Operations, extension 24773;
        2. Posting of notices in all residence halls are governed by policies established by the Housing Services office, Residence Life, extension 23200.

Any violation of the above policy will result in one or more of the following sanctionsbeing applied:

        1. All notices will be removed from the campus;
        2. Clean up charges will be collected from the group in question;
        3. Privileges regarding posting of notices and use of University space will be withdrawn for an indefinite period of time.

2.      Grounds/Public Areas

a.      General

The grounds of the University, while private property, are open to any member of the public so long as that member conducts him/herself within the law and within the rules of the University. The grounds (other than Athletic grounds) are generally not available for organized activities, but occasional use by recognized University clubs and associations, community groups, conferences and individuals may be arranged through Conference Services. Events of this nature include the Terry Fox Run, walkathons, bikeathons, Campus Fest, wedding photographs, etc.

b.      Pyrotechnics

No individual or group (musical or other) shall be allowed to use pyrotechnical displays on the campus without written application and approval of the Department of Environmental Health and Safety.

c.       Noise

Excessive noise which disrupts the activities of others is unacceptable on campus and in particular this pertains to the operation of sound amplification systems. It should be noted that the University is not exempt from the City of Hamilton noise by-law.

d.      Newspaper Boxes

Application for the siting of newspaper boxes on campus shall be made to the Vice-President (Administration). Those newspapers permitted to have boxes on campus shall bear the responsibility for maintaining the boxes in a state satisfactory to the decor of the campus and shall bear sole responsibility for any damage thereto.

Local, intermittent publications of an informational or cultural nature may apply to Conference Services for drop-off privileges in any or all of the following locations:

        1. Titles Bookstore, Gilmour Hall
        2. Hospitality Services Outlet Foyers
        3. Wentworth House Foyer
        4. Library Foyers

Requests for drop-off privileges in space controlled by the MSU (e.g. Hamilton Hall areas, Downstairs John), GSA (e.g. Phoenix) or MAPS should be directed to these organizations.

a.      Signs, Banners and Mobile Signs

In an effort to maintain campus aesthetics, the use of large signs and banners is discouraged. Before any signs and/or banners may be installed on campus, permission must be obtained from Conference Services. If necessary, Physical Plant will supervise the installation of such signs and/or banners.

B.     SERVICES

1.      Mail Services

McMaster's internal mail system exists to provide a necessary service to the University and its members. This service falls into two categories:

      1. The delivery of mail received from outside the University as well as mail directed to points off the campus. Such service is clearly part of the Canada Post System and therefore subject to its provisions and regulations;
      2. The delivery of mail which originates on campus and is generated by and addressed to members of the University community at their campus address.

The policy and procedures described below are intended to satisfy the needs of category b):

                                                      iii.            All internal bulk mail must be individually addressed and, other than standard interdepartmental envelopes, bear the name or office of the sender who is a member of the University community. Bulk mail deposited into the University mail system which does not conform with these requirements will not be delivered.

                                                     iv.            Fund-raising appeals normally are to be confined to those in support of approved campus-based projects (e.g. memorial funds, Foreign Visa Student Fund, development funds), and certain external projects which will require University approval such as the United Appeal, the Heart Fund and the Cancer Society Appeal all of which have for some time been permitted to use our mail system to solicit funds from members of the University community.

                                                       v.            Bulk mailings of brochures, newsletters and flyers concerning events sponsored by cultural, charitable, political or service organizations on or off-campus will be delivered, provided they do not involve the direct solicitation of funds and conform to the requirements of (i) above. Campaign literature of political parties and candidates is excluded.

                                                     vi.            Requests for the use of the University mail system by other educational institutions or organizations will be considered and dealt with on an ad hoc basis by the Vice-President (Administration).

                                                    vii.            All bulk mailings are subject to a charge, the rate for which may be obtained from Mail Services.

1.      Printing Services

McMaster's Media Production Services has been established to provide the University community with a low price quality printing service. The service is operated on a charge-back basis to achieve a break-even financial position.

The following services are offered:

typesetting, camera work, film and plates, offset printing, copy duplicating and various bindery operations such as folding, collating and stapling, and trimming.

These services are provided to the following:

i.        Areas with University Account Numbers

Examples of Services: manuals, reports, course notes, exams, flyers, posters, informational pieces advertising courses or events, teaching materials, and administrative materials, books, agendas, business forms, booklets, letterheads, and other materials necessary to the operation of the University;

ii.      Educational Material for Individual Students

Examples of Services: notes, reports, theses and resumes;

iii.    Student Organizations Sponsored or Recognized by the University

Examples of Services: flyers, programmes, posters, invitations and tickets;

iv.    Associated Organizations Including Learned Societies Which Are Sponsored or Recognized by The University

Examples of Services: menus, patient forms, medication forms, etc., reports, labels, booklets and other health care materials.

Media Production Services is not authorized to produce the following work:

      1. works with copyright protection, unless written permission has been obtained from the holder of the copyright;
      2. jobs of a commercial nature for use in the promotion and operation of a commercial enterprise, unless it is part of the University;
      3. works used for resale, with the exception of books for the University Bookstore or other publications dealing with learned subjects as long as they originate from an acceptable source as outlined above.

Media Production Services pays all applicable taxes on incoming materials and will incorporate those into the cost of production. Tax is not charged on completed jobs billed through the University financial system. All other jobs are billed with the appropriate tax included.

1.      Audio Visual Services

Although the primary purpose of Audio Visual Services is to provide non-print media service to faculty in their teaching and research activities, the department will provide appropriate service to staff and students of McMaster, to users in the Health Sciences Centre, and to Health Care Social Service Agencies in the Hamilton-Wentworth Region. The rates for these services may be obtained direct from Audio Visual Services or through Conference Services at the time space is being reserved.

C.     SOLICITATION AND COMMERCIAL ACTIVITY

1.      Solicitation

The distribution of advertising matter, giveaways, commercial or business promotional material as well as telephone solicitations, personal solicitation, and charitable appeals are not permitted unless approval has been received in writing from a University officer or faculty member with responsibility in the appropriate area.

2.      Commercial Activity

Commercial activity, i.e., the sale of merchandise and services on campus, shall be restricted to:

·         Outlets or organizations owned and operated by the University for such purpose, e.g. Hospitality Services, Titles Bookstore;

·         Recognized University campus organizations; e.g. McMaster Students Union, Graduate Students Association, McMaster University Staff Association, McMaster Symphony Orchestra;

·         External companies under contract or agreement with the University; e.g. Financial institutions, Credit Union, Travel Services;

·         Except as noted above, no group, organization, or individual shall engage in commercial activities on campus without written permission of the Vice-President (Administration), or his/her delegate (currently Conference Services). Such activities will not directly compete with existing university services (ie. Bookstore), unless the permission of the appropriate service or department is obtained by Conference Services. Full rental fees will apply for all activities of a commercial nature;

·         Commercial and education filming on campus is governed by Guidelines for Filming at McMaster University (Appendix C), and is co-ordinated by the Public Relations Office and Conference Services.

A.     RALLIES/PICKETS

In keeping with its traditional aim of providing an environment conducive to freedom of enquiry and expression, the University, as a general rule, will permit the use of its property for picketing, distribution of literature (if not considered to be libelous, seditious, inciting to riot, or beyond the bounds of common decency, under the laws applicable in Ontario), gatherings, related activities, etc. where there is some reasonable degree of student, faculty or staff interest, providing, specifically, that such actions:

    1. Cause no interference with the orderly functioning of the University nor infringement on the rights or privileges of others, which rights include the right to peaceful pursuit of campus activities and to enjoy the rule of law;
    2. Do not contravene existing Senate or Board of Governors policies.

Groups that wish to utilize University property for such purposes, must obtain permission from Conference Services.

February 1, 1987
Revised November 21, 1988
Revised August 25, 1997


APPENDIX A

POLICY AND REGULATIONS GOVERNING THE NON-ACADEMIC USE OF THE IVOR WYNNE CENTRE

1.      Administration

The allocation of space and dates will be administered by the Director of Athletics and Recreation or his/her delegate.

2.      Regulations For The Use Of The Ivor Wynne Centre
(Academic Term)

A.     Priorities

      1. Major University events (Hamilton District Science & Engineering Fair, Registration, Examinations, etc.)
      2. Intercollegiate Athletics
      3. Intramural Athletics
      4. Department of Athletics & Recreation programs (sports clinics, workshops, demonstrations, recreation, etc.)
      5. Student, faculty and staff recreational and social programs
      6. Outside organizations (secondary schools, community colleges, national teams, etc.)
    1. Major University events that repeat from year to year, should be scheduled at least one year in advance. This assumes that minor adjustments may be made if required.
    2. Requests for use of the Ivor Wynne Centre for the Academic year from September to May should be submitted as soon as possible and not later than April 30th. This will allow allocation in May of dates in accordance with the priority list. It will not rule out applications at a later date. However, these requests will be allotted on an "as available" basis.

3.      Regulations For Use Of The Ivor Wynne Centre Outside The Academic Term (Summer And Christmas Vacation)

A.     Priorities

      1. Major University events
      2. Academic programs
      3. Department of Athletics and Recreation programs (sport clinics, workshops, demonstrations, recreation, etc.)
      4. Conferences
      5. Student, faculty and staff recreational and social programs
      6. Outside organizations (secondary schools, community colleges, national teams, etc.)

4.      Conference Services

    1. The Committee recognizes that there exists a policy to generate income by making use of facilities which are not being used for their normal University purposes.
    2. Arrangements and requests for non-athletic related events to utilize the facilities will be determined by Conference Services and the Director of Athletics and Recreation or his/her designate. The granting of the use of facilities will be determined in light of the stated priorities and the requests on hand.
    3. The facilities of the academic wing should not be placed on the general conference bookings. However, when not scheduled for academic, internal and research programs, this space may be made available through arrangements made between Conference Services and the Department of Kinesiology Chair through the Manager of Operations (Athletics and Recreation).
    4. Conference Services will remit to the Department of Athletics and Recreation ninety per cent (90%) of all rental monies collected in conjunction with use of the facilities in the complex by outside groups, retaining ten per cent (10%) to help defray Conference Services overhead expenses.

5.      McMaster Students Union Inc.

    1. No student organization other than the MSU will have access to the complex for purposes of holding licensed functions where alcohol is served.
    2. The MSU may have access to the complex at the discretion of the Director of Athletics and Recreation for purposes of holding licensed pubs, concerts and presenting public lectures, etc. The facility bookings and physical set up requirements should be made directly with Conference Services. In cases where the MSU promotes an event on its own account with the participation of outside organizations, companies, promoters or the like, charges for the use of the facilities will be restricted to out-of-pocket university expenses for cleaning, security, etc. and a ten per cent (10%) administrative service fee applied to the total of billings for these expenses processed by Conference Services. In cases where the MSU works in conjunction with outside promotional organizations, companies, promoters, or the like, an additional rental fee will be payable to the Department of Athletics and Recreation through Conference Services. This rental fee will be determined by the Director of Athletics and Recreation or his/her designate. The fees involved will be reviewed annually.
    3. Conference Services will not request use of the complex for outside agencies interested in promoting commercial entertainments. This should not, however, be construed in such a way as to prohibit occasional rental of the facilities to outside agencies interested in promoting community or conference events (ie. choral festival, sports attraction, trade show or cultural events).
    4. In scheduling commercial entertainment or pubs, the Department of Athletics and Recreation and Conference Services will have regard for the interests of the MSU as the sole student organization holding pubs or commercial entertainment in the complex and, where appropriate , communicate their intentions to the MSU President.

6.      Appeals

Appeals will be reviewed by an Appeals Board consisting of the Assistant Provost (Student Affairs) and the Vice President (Academic).

7.      Booking Procedures

Bookings for use of the Ivor Wynne Centre at McMaster University can be arranged as follows:

a.       Athletic/Sport Events
(905) 525-9140, ext. 24074, 23576

b.      Other Events (Pubs; Conference; Registration, etc)
(905) 525-9140, ext. 24781, 24783

c.       Pool Scheduling
(905) 525-9140, ext. 23593


APPENDIX B

 
Dear
 
Thank you for your recent inquiry regarding information on our approval policy for use of University
space.  
 
As a rule, the University will provide approved status to any association, club or organization which:
 
       a)   meets the aims and objectives of the University,
       b)   is educational and academic in nature, and
       c)   has the written support and sponsorship of a campus department
 
If the preceding conditions are met and whenever University space and/or facilities are not required
for academic, athletic or other activities, the University is prepared to make such space and facilities
available to approved groups.  A rental fee will be charged for use of facilities if an admission fee is
charged.
 
I have enclosed a copy of our Approval Application Form.  I would ask that you complete the form
and return it to this office with a copy of your group's financial statement, as well as a letter of
sponsorship from a campus department or office.
 
If you have any further questions regarding the application procedure, please feel free to contact our
office at (905) 525-9140, ext. 24781.
 
Sincerely,
 
 
 
 
Conference Reservations Officer
Conference Services
 
Encl.

APPLICATION FOR APPROVAL TO McMASTER UNIVERSITY FOR THE USE OF UNIVERSITY FACILITIES

 
 
General. Whenever the University's space and/or facilities are not
required for academic, athletic or other official activities, the
University is prepared to make such space and facilities available at the
appropriate rate(s) to approved associations. 
 
Approval will depend upon the University's assessment of the date provided on this form.  Generally
speaking, approval is likely to be granted if the organization and its membership have a bona fide
connection with the University, its aims and objectives.
-------------------------------------------------------------------------------------------------------------------------
 
1.  Name of Group, Society or Association _______________________________________________
 
    ______________________________________________________________________________
 
2.  Describe your relationship to the University ___________________________________________
 
    _______________________________________________________________________________
 
3.  Particulars of Principal Officers
 
    Name ____________________________________ (President)
 
    Address ________________________________________________________________________
 
    Phone Number _______________________________ Fax Number _________________________
 
    Is the above officer a faculty, staff or student member of McMaster University?  Please circle the
    appropriate one.
 
    Name ____________________________________ (Secretary)
 
    Address ________________________________________________________________________
 
    Phone Number ______________________________ Fax Number ___________________________
 
    Is the above officer a faculty, staff or student member of McMaster University?  Please circle the
    appropriate one.
 
    Name ____________________________________ (Treasurer)
 
    Address ________________________________________________________________________
 
    Phone Number ______________________________ Fax Number ___________________________
 
    Is the above officer a faculty, staff or student member of McMaster University?  Please circle the
    appropriate one.
 
4.  Check one of the following:
 
    a) Membership entirely from University Community ________
 
    b) Membership majority from University Community ________
 
    c) Membership some from University Community ________
 
    d) Membership none from University Community ________
 
5.  What is the size of your membership? ________
 
6.  Sate objectives of your Association: __________________________________________________
 
    _______________________________________________________________________________
 
7.  Is your Association registered as a charitable organization?    _____   or ____
                                                                     Yes        No
8.  Is your Association affiliated with any national or international body and, if so, state name of
    affiliation: _______________________________________________________________________
 
9.  Does your Association exclude from its membership or attendance at events under your direct
    or indirect sponsorship anyone by reason of race, creed, colour, sexual orientation, religion, or
    place of origin?
    Yes ______ No ______ If yes, please explain ___________________________________________
 
    _______________________________________________________________________________
 
10. Does your Association issue financial statements?    ______ or ______
                                                          Yes        No
    If yes, please attach a copy of your most recent audited financial statement.
 
11. Would your Association be charging a fee to participants if functions were held at McMaster
    University? ______ or ______
                 Yes        No
 
12. Remarks: ________________________________________________________________________
 
    _______________________________________________________________________________
 
    _______________________________________________________________________________
 
    DATE: _____________________________   __________________________________________
                                          Signature of Officer of Group, Society or
                                          Association

APPENDIX C

GUIDELINES FOR FILMING
at
McMaster University
(1990)

It is recognized by the University that commercial and educational filming on campus by outside organizations holds some benefits. One is that recognition of the McMaster campus in a feature movie can create positive reaction among the public, students, alumni, faculty and staff. The University is committed to support the arts, and, as such, is willing to assist when appropriate in filming projects.

However, it is also true that filming requests can cause a wide range of difficulties: time and co- ordination demands on public relations staff on short notice, even before a filming decision is made; potential for damage to physical plant, and potential for disruption of academic/research activities and resulting bad feelings of faculty, staff and students. Therefore, these guidelines have been established to serve the best interests of those undertaking the filming and the University:

  1. The contents of the full film script must be made known to the Public Relations Office and a contract must be signed before filming can begin. Though the scenes actually produced at McMaster may not contain objectionable elements, the surrounding action and script may contain elements with which the University may not wish to be associated. Of course, the nature of the direction, production and post-editing processes means that script review may not be entirely useful; however, it is the best means by which a responsible decision can be made. The Public Relations Office will consult with appropriate research, academic and administrative sources when necessary. A minimum of a week's time must be given for the review and approval of the University film contract by the appropriate University authorities.
  2. The film crew must work through the Public Relations Office to assure that arrangements are satisfactorily made on the University's behalf. This also benefits the crew, as most arrangements are much more easily co-ordinated through the office than they would be if the crew attempted the same measures independently.
  3. A location fee scale has been implemented in the case of all requests, and there are no exceptions. This fee assures that the University is compensated for the loss of valuable staff time needed to implement arrangements made on behalf of the film company. The scale is: $1,000/day for commercial producers; $500/day for small independents; and no charge for educational/non-profit film makers. There is a minimum half-day charge. These fees were arrived at after extensive review of fees charged by other Hamilton locations and other universities in southwestern Ontario.
  4. Costs incurred to meet producers' requests will be reimbursed to the University through the Public Relations Office and involved academic departments by the producer on behalf of the project. These should be estimated in advance to the extent possible, and a 50 percent deposit should be given by cheque before any expenses are incurred. In the event that filming does not subsequently occur, all deposit will be refunded to the producer by the University through the PR Office.

 
 
Re:
 
The following will serve as a contractual agreement between _________________________________
and McMaster University.  Use of University facilities and resources will be granted only upon receipt
of one signed copy of this contract and proof of third party liability insurance (minimum $1,000,000
naming McMaster University as insured) in the Office of Public Information prior to commencement
of a video taping.
 
Agreement to Video Tape or Film or Photograph
 
1.  It is understood that the video taping will proceed on ___________________________________.
 
2.  Locations for video taping purposes will be:
    _____________________________________________________________________________
 
    _____________________________________________________________________________
 
3.  The staff of ____________________________________________ and others associated with the
    video taping must comply with the following conditions:
 
    a) Should a professional staff member request the video crew to leave any area, even while
       taping is in progress, they will do so immediately.
 
    b) ____________________________________ and any others associated with the video
       taping will understand the need to comply with accepted standards of behaviour
       imposed by the academic environment.  Under no circumstances will they place
       themselves in the invidious position of impeding the functioning of the university staff
       in the course of their duties.
 
    c) ___________________________________ agrees that no video taping of any faculty,
       staff, student or administrative member of the university community is to be performed
       without prior written consent from that person.  If the person is under the age of 18, the
       consent form must be signed by the parent or guardian.
 
    d) McMaster University reserves the right to screen and approve all video tapes with respect
       to University premises.
 
    e) __________________________________ will be responsible for any damages to the
       building or equipment caused by its staff/agents, or as a result of their occupancy of the
       University campus property.
 
    f) __________________________________ will indemnify and save harmless McMaster
       University from any and all claims by any person, firm, or corporation arising from
       conduct of any work by, or through any act of negligence of
       ______________________________, 
       or any assignee, agent, contractor, servant, employee, invitee, or licensee on or in the
       premises.
 
    g) _________________________________ agrees that the use of this video tape will be
       restricted to that described as its original intent described to the University -- commercial,
       educational, charity.
 
    h) _________________________________ will seek approval from the University in
       advance for any external or internal changes, additions, or other alterations to property,
       buildings, signage, or equipment required for taping.
       ________________________________ agrees to return above mentioned University
       property to its original state before leaving the filming site.
 
    i) Nothing contained herein shall be deemed or construed by the parties hereto, nor by
       any third party as creating the relationship of principal and agent, or of partnership, or
       of joint venture between the parties hereto, and
       ___________________________________ agrees not to hold itself out to any third party
       as such.
 
Charges (if applicable): _______________________________________________________________
 
__________________________________________________________________________________
 
 
I agree with the foregoing conditions
 
 
___________________________________  __________________________________
Mr. A.L. Darling                          (Production Company)
McMaster University
 
___________________________________  ___________________________________
Date                                 Date