Activity Request Form 2021 - adhoc conditional options

In order to process your request, please fill out this form at least four weeks (28 days) in advance.

Agreement*

As the organizer of this event, I have read and agree to the Terms and Conditions and take full responsibility for this event.

What type of booking are you making?*

Ad Hoc Booking: requests for instructional space (e.g. classrooms, computer labs, and lecture theatres) for academic activities.
Event Booking: requests for non-instructional space (e.g. T Building Gallery, Library Second Floor Study Space), external requests, or space for non-academic activities.

Ad Hoc Booking
Event Booking

Tell us about you.

*Indicates required field.

What is your relationship to Langara?*

Employee
External organization

What is your relationship to Langara?*

Staff
Faculty

Name of organizer*

First Last

Email*

Enter Email Confirm Email

Langara ID*

Phone*

Organization name*

Are you a not-for-profit organization?

Yes
No

Please provide your NPO # here:

Address*

Street Address Address Line 2 City Province Postal Code

If this booking is in partnership with a Langara department or contact, please list the details here:*

Faculty or department associated with this activity:*

Tell us about your booking.

Activity title*

Description of your booking:*

Please provide detailed information including the purpose of your activity, who is invited, etc.

Activity type*

Event
Conference/Meeting
Filming
Other

Activity type*

Course activities
Student workshop
Faculty/Staff workshop
Department meeting
Exam
Other

What type of activity are you hosting?*

My activity is:*

public-facing
private (invited guests only)

My booking is:*

virtual/online only
in-person/on campus

My program includes (check all that apply):*

Slide show presentation
Speech
Playing video from laptop
Playing DVD/Blu-ray
Video streaming
Web/video conferencing
Playing music
Audience Q&A
Other

other program components include:*

How many participants are expected at this event?*

When and where.

Please note: Room bookings are scheduled to start on the hour or half-hour and to end ten minutes prior to the hour or half hour to align with class schedules. E.g. 10:30 am–11:20 am.

My booking is a:*

single day booking
multiple day booking
recurring booking

What day is your booking?*

What time will your set up start?*

:

What time will your activity start?*

:

What time will your activity end?*

:

What time will your activity tear down end?*

:

Start date*

End date*

List what time your activity will begin and end each day.*

List what time your activity will begin and end each day. Also indicate when set up will begin and tear down will end each day.*

Every:*

Start date*

End date*

From:*

:

To:*

:

Please indicate what time set up will begin and what time tear down will be complete as well as any other important information regarding timing of your bookings.*

What type of space do you require?*

Please note that space bookings are subject to availability.

A Building Main Foyer
Library Second Floor Study Space
T Building Gallery
Other

What type of space do you require?*

Please note that space bookings are subject to availability.

Classroom with tables and chairs
Classroom with tablet arm desks
Lecture theature
Lab Room (e.g. chemistry lab)
Computer Lab

What other space do you require?*

What type of computer lab do you need?*

PC
Mac
Citrix

If you are booking multiple rooms and/or booking for multiple dates, please indicate any additional requirements below including preferred rooms (if known) as well as the number of rooms needed for each date. Please contact AV/IT/Facilities directly if resources outside of what is provided in the instructional space is needed.

If you are booking multiple rooms and/or booking for multiple dates, please indicate any additional requirements below including preferred rooms (if known) as well as the number of rooms needed for each date.

What resources will you need?

Please select the types of resources you'll need for your booking:

Facilities resources include: set up assistance, tables and chairs, lecterns, pipe and drape, etc. AV resources include: laptops, audio, microphones, etc. Communications and Marketing resources include: listing on the events calendar, social media promotions, programs, etc. IT resources include: WiFi, etc.

AV
Communications and Marketing
Facilities
IT

Choose the AV equipment you will need for your event below:

Digital video projector

Flat panel display

Projection screen

Microphone – handheld

Microphone – earset/lapel

Microphone – table

Speaker

Laptop – PC

Laptop – Mac

PowerPoint presenter remote

Other AV resources required

Choose the C&M resources you will need for your event below:

Communications and Marketing resources required:*

Event promotion: social media, posting on the Events Calendar
Promotional materials: tickets, postcards, posters
Ballot box
Photography
Videography
Wayfinding signage

Pull up banners

Table Cloths

Table Runners

Other Communications and Marketing resources required

Facilities resources required:*

Layout assistance
Stage
Pipe and drape
Large power supply

Lecturn

Plexiglass

Chairs

Tables

Tents

Note: The orange Langara tents are not waterproof.

Other Facilities resources required

IT resources required*

WiFi account
Other

Number of Wifi Accounts

Please enter a number from 0 to 50.

Other IT resources required

Additional resources required

Upload your event floor plan if applicable.

Drop files here or

Max. file size: 128 MB.

Other things to consider.

Will you be bringing your own equipment (e.g. smart phone, laptop, audio mixer, speakers) or musical instruments?*

Yes
No

Please provide details below:*

Will extra security be required?*

Yes
No

Will alcohol be served?*

Yes
No

I have completed the Special Event Permit Information form*

If alcohol will be served, you must complete the Special Event Permit Information form at this link: https://forms.office.com/r/t9yV5DntTP

Yes
I will complete it

Will food be served?*

Yes
No

Will sensitive materials be used for this event (e.g. toy guns, potentially offensive materials)?*

Yes
No

Will registration be required to attend?*

Yes
No

Will media be invited?*

Yes
No

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On Campus Risk Assessment

In order to proceed with your on-campus event booking, an on-campus risk assessment must be done. This section must be completed at least 4 weeks in advance of your event in order to identify the potential risks related to COVID-19 that are present and the protocols that will be put in place to minimize these risks.

An in-person seated event will require the Event Safety Checklist (PDF) to be signed and uploaded along with this event request.

A walkthrough or standing event are exempt from the Event Safety Checklist, but will require a documented communicable disease plan in place.

In-person teaching and exams do not require an Event Safety Checklist

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SECTION A: Facilities & Janitorial

REQUIRED DEPARTMENT RESPONSE: Please provide detail for any additional resources needed from on-site workers (e.g. Facilities, Janitorial) that may be required to support the Health and Safety of your event.

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SECTION B: Contingency Planning

INSTITUTIONAL STANDARD: The EOC Recovery Team will continue to develop contingency plans in the event that changes to Federal, Provincial, and/or Local directives are required.

REQUIRED DEPARTMENT RESPONSE: Please respond to the scenarios outlined below:

1) If you had to suspend in-person events due to a Provincial directive or a COVID outbreak on campus, what is your plan for continuing (or non-continuation) of the event?
2) If Personal Protective Equipment (PPE) is required for you and your workers to be able to perform operational work and Langara is unable to secure it, how would it impact your department’s event?
3) If, due to supply chain issues, you are unable to secure the needed materials for your department, what is your plan?

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SECTION C: Provide any additional information to support your request.

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Upload your completed Event Safety Checklist here:

Download the Event Safety Checklist (PDF)

Accepted file types: jpg, png, pdf, Max. file size: 128 MB.

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