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Booking & Space Usage

• The E7 Event Space and Pitch Space are available for use by Faculty, Staff, and Students of the Faculty of Engineering. Requests from other UW faculty, staff or student groups will be considered on a case-by-case basis.
• Overnight events, including hackathons, are not permitted without direct oversight from the Faculty.
• Student groups or clubs cannot host high school students or the public without a faculty or staff advisor.
• All event spaces are self-serve. Organizers are responsible for their own logistics, including setup, cleanup, and returning the space to its original condition.
• Events must take place within the designated E7 Event Space or Pitch Space.
• The first-floor atrium is reserved for large Faculty or University events, except for groups hosting booths that rely on foot traffic.
• Organizers must set up and remove furniture as needed, ensuring the space is restored to its original layout.
• The event host is responsible for any items left behind. Storage and security of these items are not provided.
• If additional spaces are required for breakout sessions, meetings, or green rooms, organizers must book these separately through the department that owns them. The Events Team does not coordinate bookings for other spaces.
• When selecting booking times, consider delivery and pickup schedules for catering and rentals. Deliveries cannot arrive before the booking start time, and the space must be cleared before the end of the booking period.
• The Event Space serves as a study area between events. If chairs and tables are present, the organizer is responsible for moving them as needed and resetting them as found.
• To use event space furniture, organizers must pick up a key in advance from the E7 7th Floor Front Desk during business hours and return it to the dropbox in the storage room (E5 2007) or the front desk.

Hosting Events with External Partners 

• If an internal group or department is organizing an event with an external partner, this must be disclosed at the time of booking.
• A Faculty or Staff member from the internal group or department must be onsite for the entire duration of the third-party event.
• Keys, fobs, and passwords must not be shared or loaned to external contacts.
• Single employer recruitment events cannot be organized by students. Companies must go through the approved channels with Co-op to host these on campus.

Security & Equipment Responsibility

• Multi-day events require either paid security or are held at the organizer’s own risk regarding equipment and supplies left overnight.
• The event host is responsible for any missing equipment or damages to the space or its contents, including damages caused by guests or vendors.

AV Equipment

• The AV system in the E7 Event Space does not function in the Pitch Space or on the first floor.
• AV equipment must not be left out overnight and must be returned to storage after use.
• The AV system is self-serve. Organizers must familiarize themselves with the system in advance, as on-call AV support is not provided.

Catering & Vendor Requirements

• The event space does not have a kitchen. Organizers must inform caterers and arrange an alternative staging area if necessary.
• Event hosts are responsible for managing vendors and ensuring rentals and equipment are removed within the booked time.
• Alcohol service and sales must be conducted exclusively by UW Catering in accordance with the University’s liquor permit.

By booking the E7 Event Space or Pitch Space, event hosts agree to comply with these guidelines.

The Event Space has a storage room (E5 2007) of furniture that includes:

• 300 stacking chairs
• 24 round dining tables (72" seat up to 10 at each table)
• 11 cruiser tables
• 31 6-foot folding tables
• 2 Waterloo Engineering branded podiums
• 1 AV podium
• 1 coat rack

Groups who wish to use the furniture must pick up a key in advance during business hours from the E7 7th Floor Front Desk and return the key in the dropbox in the storage room (E5 2007) or return to the front desk.

You’re responsible for setup & clean-up of the furniture, and putting it back as found. If you’re serving food, the tables must be covered with a tablecloth. Groups will be billed for any lost or damaged furniture. Furniture belonging to the E7 Event Space cannot sit out overnight.

Additionally, University bookings has items for use including exam tables, folding tables, rolling poster boards, chairs, stage, podium, stanchions, and coat racks. Full inventory here. 

Please contact Central Stores Booking cstrbook@uwaterloo.ca to book these items central stores will deliver and pick up the items. Please make sure these items are not delivered before your booking starts or picked up after your booking ends. 

If you require additional rentals contact ABC Party Time Rentals  - http://abcpartytime.com or another vendor of your choice. 

The E7 Event Space comes with a self-serve AV system including screens, projectors, and a sound system with microphones. The easy-to-use touch panel allows you full control.  The system also includes a desktop computer and HDMI ports for your laptop to run your presentation.

The AV Podium (that contains the access panel and mics) is located in the event space storage room and groups who wish to use the AV must pick up a key in advance during business hours from the E7 7th Floor Front Desk and return the key in the dropbox in the storage room or return to the front desk.

For your event you simply review the AV Podium Instructions, roll out the podium, plug it in to the ports on the wall, and turn on the system.

If you require parking for any of your guests, please contact Sustainable Transportation to make arrangements. Parking is not free on campus and your guests can be ticketed or towed if parking is not arranged in advance.