Reservations
As part of their package, all registered Student Group (Clubs, Governing Bodies and Associations) can book space on campus.
All requests for space and services are made on VEMS, the online request template used by Conventions and Reservations (C&R). C&R is your one-stop shop for on-campus event coordination, click here for a list of available services.
VEMS ACCESS
You must first register your Student Group under UOSU to obtain your VEMS account.
Once VEMS is operational, logins and passwords will be automatically sent by Conventions and Reservations to the 2 signing officer’s email address within 2 weeks. Issues with your VEMS account- contact congres@uottawa.ca
Student Group Package/VEMS Deadlines
The following table outline the package available to Student Groups.
IMPORTANT: In the VEMS landing page, by clicking “about” on each request template, you will find useful information to consider before completing your reservation request. Information includes space usage rules, equipment provided, availability and hours of operations, further fee explanations.
| Space | Request Template in VEMS | # Bookings (Excluding service fees) | Deadline to submit new request in VEMS |
|---|---|---|---|
| Registrar Auditoriums and Classrooms |
“I need a classroom” Over 15: $100 - $250/day |
Total of 15 FREE room rentals per semester | 14 calendar days |
| Promotional Spaces (Kiosks) in the University Centre Jock Turcot Promenade (lower level) |
“Book a Promo/Kiosk Space” |
Total of 5 FREE promotional space rentals per semester | 14* calendar days |
| Exterior Spaces | Unlimited FREE Space Rental | 14* calendar days | |
| Special Event Spaces Kiosks in other buildings Other spaces | “I need a Space Rental and/or Services” | Fees will likely be applicable. Quote provided by C&R depending on requirements for activity. | 30* calendar days |
DEADLINE TO SUBMIT NEW REQUEST*
Refer to information in the grid above for VEMS deadlines. VEMS will not let you select a space if you are not within the deadline or if another event is already booked in the space.
That being said, it is best to plan all your activities for the academic year and send your requests as early as possible. We recommend submitting any requests for large activity (gala, reception, conference, etc) at least 60 calendar days prior to the requested date to avoid issues. C&R Coordination Agents reserves the right to cancel your request or postponed your reservation based on the requirements for your activity.
Due to C&R current resources, C&R will not accommodate any last-minute requests.
STUDENT GROUP TOOLKIT
Student Groups now have access to a Share Drive Toolkit (sent with your VEMS login information) containing pertinent information such as:
· In-Person Planning Guide and checklists
· Registrar classroom list
· Pertinent information and useful documents
Conventions and Reservations will continue to populate this Toolkit so please check often.
If you have questions regarding reservations and the VEMS portal, please contact congres@uottawa.ca