Intro
How you organize and, most importantly, book your resources will be key to whether your meeting or event is a success or a struggle. Follow the guidelines listed to ensure you stay on the right track.
Hart House Event Planning: Questions to Consider
- Who is going to attend this event?
Think about your estimated attendance numbers, accessibility needs, inclusivity, as well as religious or civic holidays. If there will be alcohol, how will you manage access or ensure alternate transportation? - What kind of meeting or event is it?
Do you need food, drink, audio/visual equipment and set-up? These services are booked individually and need to be coordinated. - Where would you like to host the event?
Make sure your space is realistic and appropriate to your meeting or event. You can always review the Our Spaces page for room descriptions. - When would you like to host your meeting or event?
Have alternate dates available that have already been pre-approved by your club or committee. - Why is this meeting or event being organized?
Are there other events like it? Would it speak to, or interest another community on campus? - How are you financing your meeting or event?
Make sure to have your budgeting forms in order and submitted to ensure funding. Don’t hesitate to ask if you have questions.
Book a Space
Booking a space at Hart House can be requested by emailing the Event Services team at [email protected]. Please include the following:
- Your event name
- Registered Club Program or Committee name
- Contact information (name, phone number, email)
- Description of your booking (is it a meeting? Is it an event? Give us the details you have planned in advance)
- Number of expected attendees
- Set-up and equipment requirements
- Catering need, if any. (Please note that current restrictions prohibit the serving or consumption of food in the meeting and event spaces within Hart House.)
Book a Virtual Meeting or Event
Your staff advisor can provide insight into the various options for booking meetings and small events, such as workshops, through the shared Hart House Registered Club Program and Committee Zoom Account and Teams.
For any events that are larger or require the assistance of our Event Services team, please reach out to [email protected]
Consider the type of event. Is there any audience engagement or networking? How many speakers or presenters will there be? How will the audience participate in the content of the event?