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Event Setups

Event setups

If you’re hosting an event on campus, we can help support your setup.

How to submit an event setup request

Once you have booked and confirmed your event space, please complete the following steps to let us know about your event setup needs. We will assess your needs and reach out to you if there are any issues that would prevent the request from being completed (e.g. furniture availability).

  1. Complete the google formGeneral Service Request Form, external link and upload any supplementary resources where indicated or email the Facilities Help Desk at fixit@ryerson.ca with all of the required details
  2. Due to high demand, we require all of the following details a minimum of 10 business days before the event in order to process your request:
    • location of the event (building and room number)
    • date and time of the event
    • setup time
    • final number of people attending
    • furniture floor plan

Considerations and planning

  • Space-booking at Toronto Metropolitan University is not a centralized process. Please contact the manager of the space you want to book. A number of events spaces are managed by Event and Space Reservations.
  • You may be required to complete an event risk assessment, which will guide you through the process of predetermining the necessary control measures for a successful and safe event.
  • Temporary use of space on campus is governed by the Bookable Space Policy.
  • If you are external to Toronto Metropolitan or want to book an outdoor event, please coordinate with the appropriate department and they will submit any event setup requirements to us on your behalf.
  • If your event has specific setup requirements that are not discussed here, please contact the Facilities Help Desk at fixit@ryerson.ca or 416-979-5091 or dial 555091 from any internal phone.

Frequently asked questions

Browse this FAQ to inform yourself about details that will help make your event a success.

Weekend and evening events may be subject to an overtime charge. If any costs are associated to support the event, a supervisor or manager will contact you with a quote for approval. Check out our rates for details. In most cases, event setups that take place outside of 7 a.m. to 3 p.m will have a chargeback to the requesting department.

Yes. Most events require a two-hour turnaround time. Booking this additional time at the beginning and end of your event allows our staff to have full access to the space so they can quickly get to work. We require a minimum of one hour before the event to complete the setup.

If your event is taking place in the Upper and Lower Kerr Hall gyms, please note that setup time is longer. All gym setups require approximately four hours for setup and four hours for teardown. If your event is in the morning, book the space from 3 p.m. the day prior to your event. If your event begins after 12 p.m. the booking can begin at 7 a.m. the same day. 

We have seating and tables available to support events on campus, however all setups are subject to furniture availability. If you require any specific furniture, you should rent these items externally. If you are renting furniture, please ensure that it is delivered to the event location.

Audio-visual (AV) support is booked through Media Services in Computing and Communications Services (CCS). They offer both AV equipment and technical support. Visit Portable Equipment for more information or contact Media Services at 416-979-5000, ext. 554444 or avhelp@ryerson.ca

Materials for whiteboards and chalkboards (i.e. markers, chalk) are not provided by Facilities Management and Development. If you don’t have any in stock, you can pick some up from the Campus Store.