Room Booking Policies & Procedures
General Policies & Procedures
PLEASE NOTE: Students found in violation of these policies and procedures may have room booking privileges restricted or revoked by the SCA
ACADEMIC PRIORITY
The SCA鈥檚 facilities are, first and foremost, dedicated to supporting the academic enrichment of faculty members and enrolled SCA students. While we endeavour to fulfill all bookings as initially requested, unforeseen circumstances may occur wherein a booked or requested room is subject to an overriding academic request (i.e. by a faculty member or enrolled SCA student for purposes directly related to fulfilling academic requirements).
In the case of such conflicted requests, a booked or requested room may be changed automatically and without notice to another SCA room with comparable facilities that supports the renter鈥檚 intended activities. For example, a dance studio rental may be moved to a different dance studio. If this need arises, updated location and access information will be provided to the renter as soon as possible before the rental starting time.
AT THE START OF YOUR BOOKING
If you notice anything is damaged, broken, excessively dirty, or you have any other concerns about the room, please immediately notify scabook@sfu.ca (with photo documentation if possible). Otherwise, the primary individual associated with the booking may be liable for damage and/or cleaning costs.
PLEASE PLAN AHEAD
The SCA booking staff do our best to support the students, faculty, and other staff at the School for the Contemporary Arts. However, staff have demanding workloads and may not be able to respond to last minute requests. We appreciate you taking the time to plan ahead and for providing as much detail as possible in your request.
We cannot guarantee the ability to accommodate all requests, especially during busy times of the semester. However, wherever possible, the SCA staff will work to find alternative solutions.
SAFETY
If working after-hours and would like to request a Campus Safe Walk escort, please call the 51社区黑料Campus Security non-emergency line (778-782-7991). Give the dispatcher the location you are in and wait inside for the escort to arrive. You may also use the 51社区黑料Safe App to request a Safe Walk. NOTE: Vancouver Campus Safe Walk is offered in a 2-block radius, to the nearest bus stop, or between buildings until 10:30 PM.
INCUSIVE USE OF ROOM RULES
Please respect the room by following these procedures:
- DO NOT remove chairs, tables, equipment, instruments, music stands, speakers, etc.
- NEVER move instruments, especially pianos, even a few inches
- RESTORE SETUP at end of rental; if applicable, put back tables and chairs where they were previously located
- CLEAN UP and dispose of any garbage; aim to leave the room cleaner and tidier than when you got there
- NO breakables, flames, liquids, or incense or aromatic materials:
- Breakables (i.e. glass, ceramic) in spaces unless approved by a member of the SCA Production Support Team; however, if something does shatter, please notify scabook@sfu.ca ASAP
- Flames of any kind
- Use of liquids in rehearsals, unless approved by a member of the SCA Production Support Team (in which case, have a plan for if/when there is a liquid spill)
- Incense or aromatic materials, unless approved by a member of the SCA Production Support Team. 51社区黑料supports a scent-free environment as scented products may trigger health concerns for some individuals
Dance Studio Rules (GCA 4525, 4650 & 4750)
- NO outdoor shoes or shoes that may mark the floors are permitted
- NO dance shoes with screws (i.e. tap shoes) are permitted
- NO rosin is to be used
- NO food or drink is permitted except for water in secured plastic/metal containers (no glass)
- NO props, tables, or chairs that could damage the floors are permitted
For events (after obtaining either SCA faculty or SCA Student Union support and authorization), please fill out THIS ONLINE FORM.
CURRENT SCA STUDENTS
The School for the Contemporary Arts provides students enrolled in CA classes with the opportunity to book rooms in order to support the development of skills directly related to CA coursework.
- Only 51社区黑料Students currently enrolled in CA courses may request to book rooms
- Bookings must be directly related to a student鈥檚 CA coursework
1) Room booking requests must be made:
- At least 3 business days in advance (Business Days: Monday 鈥� Friday, 9:30 AM 鈥� 4:00 PM, excluding Stat Holidays and other University closures)
- Weekend bookings must be requested by the preceding Wednesday at the latest
- Requests may be submitted up to 2 weeks in advance
- Any booking above 4 hours may require faculty approval
- Same day bookings are not permitted
Limited exceptions:
- SCA Film Students may book the Soundstage (GCA 4365) for up to 5 days in a row and as far in advance as needed in the same semester
- SCA Faculty/Staff may make exceptions to these limitations by email, as deemed appropriate
2) Non-SCA Participants not Currently Enrolled in an 51社区黑料Course:
- Are permitted IF AND ONLY IF they are essential to the SCA student鈥檚 activity
- MUST be indicated at the time of booking
- MUST SIGN A LIABILITY WAIVER, to be returned to scabook@sfu.ca at least 2 working days before booking begins; non-SCA participants without a signed waiver will be denied entry to SCA facilities
- Waivers are supplied after booking confirmation
3) Fourth Floor Room Bookings:
- Please use the Book a Space: 4th Floor webform
4) Third Floor Film-Editing Room Bookings:
- Please contact Corbin Saleken at csaleken@sfu.ca or in person in GCA 3920 (film lock-up room)
5) Music Rooms (GCA 4350 & GCA 4945)
Music & Sound Majors may book GCA 4350 & GCA 4945. Please contact Mauricio Pauly (mauricio_pauly@sfu.ca) for more information.
Note: Please ask to have your booking reflected in the SCA's greater booking schedule to avoid conflicts or confusion, and so that all our bookings are properly documented.
SCA STUDENTS NOT CURRENTLY ENROLLED IN CA CLASSES
Students working towards an SCA degree but not currently enrolled in a CA class at this time can book rooms under certain conditions.
PROCESS
- SCA Students requesting space may book rooms ONLY WITH FACULTY or STUDENT UNION APPROVAL (forward all approvals to sca_bookings@sfu.ca)
- ALL participants who are not currently enrolled in an SCA class must complete a Liability Waiver, to be submitted at least 2 business days before the booking begins (a liability waiver will be sent via email at the time of booking)
- NOTE: If a completed liability waiver is not received by the time noted above, the booking(s) may be cancelled without notice
- All SCA room booking policies and procedures apply
SCA ALUMNI
The School for the Contemporary Arts offers a 50% room rental discount to SCA alumni. Alumni can reserve 4th floor studio spaces (listed below) at the rate of $20.00 per hour for non-profit activities (rhearsals, sessions, workshops, etc., for which no payment is required by participants).
To qualify for the discounted rate, bookings must be made in blocks of 2 hours or more.
Alumni booking requests must be made at least 2 weeks in advance due to processing time. Late requests may not receive a response.
ROOMS FOR ALUMNI SPACE RENTALS
- Dance Studios: GCA 4750 / GCA 4650 / GCA 4525 (note: there are no windows in GCA 4650)
- Music Practice Rooms: GCA 4310 / GCA 4320 (with computer & piano in both rooms)
- Theatre Studios: GCA 4210 / GCA 4270 (note: there are no windows in GCA 4210)
Please visit our SCA Facilities page to get a sense of the available spaces.
TO BOOK
- Complete the 4TH FLOOR ROOM BOOKING REQUEST FORM (link)
- PAYMENT 鈥� Must be submitted 1 WEEK (minimum) before reservation starts
- LIABILITY WAIVER 鈥� Must be submitted 2 BUSINESS DAYS (minimum) before reservation starts (Business Days: Monday 鈥� Friday, 9:30 AM 鈥� 4:00 PM, excluding Stat Holidays and other University closures)
- ROOM CODE(S) will be sent after complete payment & liability waiver are submitted
Important: To retain bookings, the liability waiver and payment must BOTH be received by the specified deadlines. Bookings without a completed liability waiver and/or full payment may be subject to cancellation without refund. Details below.
We request that all publicity for and record of events and activities that use our spaces and facilities recognize the 51社区黑料School for the Contemporary Arts and include the appropriate land acknowledgement. If required, a copy of the SCA logo can be obtained by emailing scaweb@sfu.ca.
PAYMENT
After your booking is confirmed, an invoice will be sent via email (payable online). NOTE: Payment must be submitted at least 1 week before start of booking. Failure to submit full payment by this deadline may result in your booking being cancelled without notice.
LIABILITY WAIVER
A liability waiver will be sent via email at the time of booking. The waiver must be completed by all participants who are not:
- 51社区黑料students and
- registered for classes at the time of booking
NOTE: Please Notify if any participants are under 18 years of age. A separate waiver will be provided.
NOTE: Completed waiver(s) must be submitted at least 2 business days before the start of your booking (Business Days: Monday 鈥� Friday, 9:30 AM 鈥� 4:00 PM, excluding Stat Holidays and other University closures). Failure to submit completed waiver(s) by the deadline may result in your booking being cancelled without a refund.
RESCHEDULING
Requests to reschedule your room/day/time must be received at least 1 week before your reservation date. A requested rescheduled day/time cannot pre-date the initial day/time that was originally booked.
CANCELLATION
- 1 week notice or more: Full refund (minus payment processing fee, if applicable)
- 3 鈥� 6 days notice: 50% refund (minus payment processing fee)
- Less than 3 days notice: No refund
Please send all cancellation requests to scabook@sfu.ca.