Terms and conditions for booking facilities at UM

The person, group, or organization (the “User”) booking space on campus (the “Premises”) for the purpose of an event or activity (the “Event”) agrees as follows:

1. The User shall not use the Premises in a manner that:

   1. Constitutes Prohibited Conduct under the Use of Premises Policy;

   2. Interferes with the educational, research and other activities of the University; or

   3. Jeopardizes the health, safety, or security of any member of the University community.

2. The User shall comply with:

   1. all applicable University of Manitoba Policies, Procedures, Protocols, and Guidelines including but not limited to the Use of Premises Policy and Procedure, Campus Alcohol Policy, Respectful Work and Learning Environment Policy, Sexual Violence Policy, Violent or Threatening Behaviour Policy, and Parking Regulations; and

   2. Reasonable rules or requests of the University (communicated in writing to the User) with respect to the Event.

3. The User understands that any behaviour on the part of its participants that places others at risk could result in immediate termination of the participant’s right to use the University’s Premises or to attend the Event. The User agrees that camping is not permitted on University Premises. During its use of the Premises, the User shall take reasonable precautions to ensure the safety and security of all persons who may enter the Premises or be otherwise affected by the Event.

4. The Premises are provided on an “as is” basis on the date and time outlined in the Application and only for the purpose outlined in the Application. There is no representation on the part of the University that the Premises named in this application are in suitable condition for the intended use.

5. The University has the right and may, in its sole discretion, change the spaces reserved by the User under this agreement and provide alternate university Premises, with reasonable advance notice.

6. The University shall not be liable, and the User will indemnify the University, for any injury (including death), loss, or damage to the Premises, which results from or is in any way attributable to the User’s use of the Premises for the Event. 

7. If the User is external to the University, then the User shall take out and keep in full force and effect throughout the User’s use of the Premises, comprehensive general liability insurance in the amount of $2,000,000.00 against bodily injury (including death) and Premises damage on terms and in an amount satisfactory to the University. The University shall be named as an additional insured on this policy but only with respect to claims arising out of the Event. Upon request, the User shall provide the University with a Certificate of Insurance prior to the Event. 
8. The serving of any food, beverage, or alcohol will be under the exclusive control and approval of the University, through Conference and Catering Services. With respect to the service and consumption of alcohol, the User shall ensure compliance with the Campus Alcohol Policy, the Liquor Control Act of Manitoba, and all the regulations and requirements of the Liquor, Gaming, and Cannabis Authority of Manitoba.

9. The User shall:

   1. ensure the outdoor Event concludes no later than 11:00 p.m.;

   2. ensure the indoor Event adheres to room capacities;

   3. ensure no one under the age of 18 will be admitted if alcohol is being served;

   4. take reasonable precautions to maintain the security of University Premises and to comply with all applicable requirements respecting safety including precautions respecting the fire hazards; and

   5. reimburse the cost of repairing damages to University property or Premises caused either directly or indirectly by a person involved in the Event.

10. The University shall have the right at any time to terminate the Event and require the Premises to be immediately vacated if:

    1. in the opinion of the University representative, there is a danger to security or public safety; or

    2. the User is in breach of these Terms and Conditions, or in violation of any applicable laws or University policies or procedures. 

11. The User understands that misrepresentation or omission of relevant information provided by the User in the application will be considered a breach of these terms and conditions. 

12. Failure to comply with these terms and conditions and all applicable laws and University policies may result in further consequences, including but not limited to refusal of future booking requests and/or disciplinary action against the User.