Outdoor and Common Area Booking Form

Alcohol: TRU Catering is able to provide cash and host bars for your event, details can be found in their catering menu. Please reach out to the talented team at the TRU Conference Centre with any inquiries regarding food and beverages at your event conferencecentre@tru.ca.

Food: If you are planning to serve food at your event, we highly recommend using our onsite catering services. TRU Catering has a talented team that can assist you in designing the perfect culinary experience for your theme and budget. They also take care of the pre and post event setup and cleaning, leaving you more time to relax and enjoy your event.

Mobile Food Vendors

Thompson Rivers University permits local mobile food vendors to operate on campus during select TRU events to enhance current food service offerings. An application and required documentation must be submitted prior to the event to be considered. If approved, the mobile food vendor will be required to pay a $75/day space rental fee.

IMPORTANT DISCLAIMER:

All non-TRU food service must be approved prior to, and non-TRU alcohol services are not permitted on campus.

 TRU Facilities does not charge for labor if the event/booking is during working hours (7 am – 2:30 pm, Mon – Fri). If assistance is required outside those hours, the rate for setup and/or delivery is $56.28/hour per person. It is the responsibility of the booking group to request these items, Staff and Faculty can do this through an Archibus Request, students please use the Student Request Form.

The following additional restrictions apply to all Outdoor Booking Permits:

1. Permits are issued for the exclusive use of the Permittee and are not transferable.
2. Permits can only be used for the permitted use as described above and no other use.
3. Events are subject to risk assessments carried out by TRU at its sole discretion. If an event presents additional risk or increased liability to TRU, TRU may refuse to issue or revoke the permit, or may require the Permittee to sign additional documents (i.e. waiver/informed consent).
4. Despite the issuance of the Permit, TRU reserves the right, in its sole discretion, to remove the permittee or any individual or group from the Permitted Area for any of the following reasons:
   • unauthorized access.
   • violations of any laws or policies.
   • use of the Permitted Area for any purpose other than the stated purpose.
   • failure to comply with the terms and conditions of this Permit.
5. Disorderly conduct or conduct that amounts to a nuisance.
6. All non-TRU food service must be approved prior to use of the Permit.
7. In no circumstances is alcohol allowed on campus except in accordance with the policy concerning Alcohol, Cannabis, and Tobacco.
8. The Permittee is responsible for any damage to the Permitted Area cause or contributed by the Permittee or the Permittee’s invitees.
9. Permittee must ensure the Permitted Area is used respectfully, kept clean and restore the area to its original condition prior to the expiry of the Permit, including the removal of all garbage, recycling, and any other items brought onto the Permitted Area. Any costs incurred by TRU for clean-up and restoration will be paid by the Permittee.
10. TRU may make changes for special events (e.g., elections, conferences, convocations).
11. Internal TRU groups must contact Facilities Services (Archibus Request) for special requirements (e.g., power, tables, chairs, bins). Students can do this through the Student Request Form.

Booking requests may be declined or canceled for any reason including, but not limited to, where:

1. The use or activity contravenes section 8 of the Responsible Use of Space Policy.
2. The Permittee:
   • has misrepresented their intentions for the use of the University Space.
   • has previously misused University Space or other property owned or controlled by the university, including equipment.
   • has previously not complied with a university policy or an agreement with the university.
   • has amounts owing from a previous booking of University Space.
   • intends to provide a service or sell goods without proper license or qualification.
   • does not comply with any additional conditions or restrictions set out by the university.
3. The university does not have the required resources to appropriately accommodate the booking request; or
4. Unforeseen circumstances occur where the space must be repaired, or where the university must use the University Space for an alternate purpose, or where the university cannot accommodate the request for any reason whatsoever.