Room Booking Form

COVID-19 and Events at the Faculty of Law

Guidelines for Student-Run Events - 2020/2021

The following is a guide to hosting a student-run event during the 2020/21 academic year.

Student groups are permitted to host in-person events so long as they follow current public health guidelines. Wherever possible, in-person meetings and events should be made accessible to students who are studying remotely.

Safety protocols

All of the building safety protocols apply to in-person meetings and events. This means:

  • You must keep an accurate list of all in-person attendees (not registrants, just those who attended in person), including contact information, at your meeting or event.  This is important for purposes of contact tracing. Required information is name and email address.
  • The maximum COVID room capacities of each room must be adhered to. These are listed on the room booking web pages.
  • Attendees must make best efforts to maintain physical distancing.
  • All in-person participants must wear masks at all times (except to eat and drink).
  • Furniture and classroom chairs must stay in their assigned places to maintain physical distancing.
  • Any catering must be boxed or wrapped meals with wrapped utensils.

If a student club or association holds events or meetings where these safety requirements are not met, the Assistant Dean J.D. Program has the discretion to bar the club or association from booking rooms.

Room bookings

Student clubs and associations may book classrooms in the Jackman Law Building during the common lunch break at 12:30 – 2:00 pm. Students can book classrooms online by signing into E.Legal and completing the Room Booking Form: https://www.law.utoronto.ca/e-legal/events/room-booking-form

Student clubs and associations may be able to book rooms outside of the common lunch break (12:30 – 2:00pm), however decisions will be made on a case-by-case basis depending on student demand for study space.

Catering

Meeting organizers are permitted to provide pre-prepared boxed or wrapped lunches and individual drinks, only. Pizza and other buffet-style food that requires people to reach in and pick out their selection is not permitted.

Boxed/wrapped food vendors include the following:

St. George’s Catering: https://stgeorgecateringutoronto.catertrax.com/

Freshii: https://www.freshii.com/ca/en-ca/menu

Daniel and Daniel Catering: https://www.danieletdaniel.ca/

Santaguida Fine Foods:  https://santaguidafinefoods.com/

If you are having catering delivered to the law school, you must inform the guest services desk by emailing guestservices.law@utoronto.ca, who will coordinate to ensure that the catering people can access the building.

Students are also encouraged to consider providing pre-packed snacks.

IT for remote participants

All meetings and events should take place in a dual format so students working remotely can participate.  If some of the attendees will be off campus, you will need to ensure that the room is set up with a camera and microphone so that the remote attendees can participate fully. Please contact the law school’s IT helpdesk at helpdesk.law@utoronto.ca to request that the equipment be set up prior to the meeting, and for technical assistance before the meeting, if required.

Students are encouraged to bring their own laptop or tablet to the meeting and position it appropriately.  

Hosting a Virtual Meeting or Event

As a student leader, you will be expected to guide your group’s virtual meetings. By using facilitation tools, groups function more efficiently while making sure everyone is involved in discussions and decision making.

Virtual meetings require extra planning that should not be left to the last minute. Consider:

  • the platform you will be using;
  • providing sign-in information to everyone attending the event well before the event start time;
  • sharing the meeting agenda with all participants using the chat function in zoom;
  • encouraging everyone to participate.

Here are helpful guides to hosting virtual events created by the Help Desk, https://uoftlaw.atlassian.net/servicedesk/customer/portal/1/topic/fc9e09a9-75be-4ca5-a0a6-2805611b6a2d.

The following are some tutorials offered by Zoom.

•             Running Engaging Online Events – ebook 

•             Best Practices for Hosting a Digital Event 

•             Zoom Tips & Tricks for Events 

•             How to Manage Breakout Rooms in Zoom 

•             How to create polls in Zoom 

Hosting Off Campus Events

We discourage you from hosting clubs or association events off campus.  Such events or meetings are not endorsed by UofT or UofT Law. 

If you have any questions about hosting events, please contact sara.hubbard@utoronto.ca.

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This room booking form is exclusively for students, faculty and staff of the University of Toronto Faculty of Law. Persons external to the Faculty of Law wishing to book a room should direct their inquiries to events.law@utoronto.ca .

Before booking a room

  • please consult the Room Booking Policies (opens in a new tab/window). Please note, your booking may not be accepted if it does not conform to the policies;
  • please take a look at the events calendar (https://www.law.utoronto.ca/e-legal/events) to see what else is happening during the timeslot for which you are planning your event (in order to avoid conflicts).

Required fields:  If required fields are not completed, your room booking will not be accepted

Once a room booking is confirmed (a confirmation will be emailed to you), your event will be posted on the Faculty of Law Calendar of Events, and will appear in the “Daily Events” email.  Please classify your event as “private” if you do not wish it to appear in the calendar or in the Daily Events email.

If you have not received an email reply within 24 hours of making your room booking request, please contact us at events.law@utoronto.ca.

Cancellations:  Please send an email to events.law@utoronto.ca if your event is cancelled.

Please be courteous of other law school community members.  If you are forced to book an event that meets at the same time as another event that would likely interest the same audience, please consider notifying the group that booked their event first so they are aware of the conflict

If you have any questions about room booking procedures, please contact Nadia Gulezko at n.gulezko@utoronto.ca.


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