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Cac event planning_guide
This document provides guidance for planning events on and off campus at Queen's University. It discusses selecting venues, booking rooms, catering, alcohol policies, safety considerations, advertising, and more. Key details include tips for choosing appropriate venues for different event types like conferences or banquets. It provides links and contact information for booking various on-campus spaces, including the JDUC, Common Ground Lounge, and outdoor areas. Guidance is also given for booking off-campus venues like bars and banquet halls, and ensuring clear communication with external partners.
Cac event planning_guide
- 1. 1 | Pa g e INTRODUCTION So you want to plan an event, but don’t know where to start? The Campus Activities Commission’s Event Planning Guide is a resource that endeavours to provide any Queen’s student group with the resources necessary to successfully plan and carry out an event, on or off campus. Part 1 of the guide is structured in a timeline format that keeps each section succinct, and includes a number of cross-references: you will no doubt encounter sections that ask you to flip to a different page in order to find the rest of the information you’re looking for. This has been done in an attempt to streamline the information in the guide – instead of making you read long, elaborate explanations that may not be relevant to you, this format keeps everything brief, in chronological order, and easy to find. The appendices in Part 2 of the guide contain the most up-to-date forms for things like event sanctioning and having a wet event on campus. You’ll also find a contact list at the end of both sections of the guide. It contains the contact information for any service or office mentioned throughout the guide. While the names will change from year to year, the rest of the information should remain the same. It is my sincere hope that you find this guide helpful in your event planning process. If you have any questions, or find any contacts or information that is out of date please contact the CAC at [email protected], call 613-533-6000 ext. 74819, or drop by the Campus Activities Commission in person and the Commissioner will be happy to help! Happy planning! The Campus Activities Commission
- 2. 2 | Pa g e TABLE OF CONTENTS Introduction 1 Table of Contents 2 Who are you planning this event for? 3 Selecting and Booking Venues – On Campus 4 Selecting and Booking Venues – Off Campus 8 Catering 10 Alcohol 13 Exemptions from the City of Kingston 14 Event Sanctioning Process 15 Safety and Risk Management 16 Advertising 18 Sustainability and Event Planning 24 Miscellaneous Extras 26 AMS Commissions and Offices 27 AMS Services 28 Appendices 29 A: JDUC Room Booking Policies 29 B: Common Ground Lounge Booking Form 32 C: Event Services Room Booking Policies 33 D: AMS Insurance Policy 34 E: AMS Event Sanctioning Form 40 F: AMS Insurance Coverage and Risk Management Guide 47 G: ASUS Projector Screen Rate Card 52
- 3. 3 | Pa g e WHO ARE YOU PLANNING THIS EVENT FOR? Before you begin planning your event, it’s crucial to sit down and determine exactly who your audience for this event will be. Often, people don’t think critically enough about the way their planning can affect potential participants, especially in terms of the accessibility and equity of their events. As a result, people who would love to be part of an event find barriers, physical and otherwise, that prevent them from participating. To avoid these types of situations from happening, it’s great to get into the habit of determining what you can do during the planning of your event to minimize or even eliminate these types of barriers and open up your events to as many students as possible. The Social Issues Commissioner is an excellent resource to help you determine the areas of your event that can be altered and improved. The SIC office is located in the main AMS offices. You can contact the Commissioner at [email protected] or at 613-533-6000 ext. 74816 to arrange a meeting!
- 4. 4 | Pa g e SELECTING AND BOOKING VENUES – ON CAMPUS General Tips for Events The type of event you put on will determine the type of venue(s) you need to book. This section discusses spaces on campus that are appropriate for different types of events. Also make sure you know the rules and policies that apply to your venue (ex. Catering exclusivity, room capacity, etc.) to ensure you’re booking the right space for your needs. Regardless of your event, booking space as early as possible is key, in order to ensure your event can run as you envision it. Once you’ve established where you want to hold your event, the first thing to do is to look at the risks involved in holding the event in your chosen location. See the section on Safety and Risk Management on p. 16 for more information on how to assess risks. Also make sure that holding the event at your chosen location does not transgress the terms of your insurance policy (for AMS insurance policy information, see Appendix E, p. 40). The safety of every person involved with the event should always be your first concern. General Room Booking Information on Campus The Queen’s University website has a very clear, easy-to-use table that directs you to the right booking sites and resources, depending on what facilities you need to book. The link is below: http://www.queensu.ca/roomreservations/ Student Life Centre Buildings To book rooms in the JDUC, the Queen’s Centre, or Mac-Brown, use the online room request form on their website. The JDUC website contains all the information you need to know about room booking policies and procedures. For a printed version of these regulations, see Appendix A, p. 29. The homepage for the JDUC, Queen’s Centre, and Mac-Brown bookings can be found here: http://jduc.queensu.ca/bookings/ Information on the rooms available in the JDUC, Queen’s Centre, and Mac-Brown is listed here: http://jduc.queensu.ca/bookings/roominformation.asp The online room request form can be found here: https://services.housing.queensu.ca/iebms/va/va_p1_search.aspx?oc=40&cc=JDUC&mode=onedate The form requires you to provide information on whether you are selling goods in the room, if you need electronic equipment provided (data projector, screen, TV, etc.), if you’re providing food and/or drink, and whether you’ll need set-up. JDUC staff can set up and clean up the rooms prior to and following events. If there is any food or set up, you will be charged for either the staff’s labour or the increased custodial costs the building incurs. You also have to have an account to book the room. Creating the account is free, but requires contact information – check to see if your club or committee already has an account before creating a duplicate account.
- 5. 5 | Pa g e Common Ground Lounge The Common Ground Lounge can be booked by anyone for free and is ideal for a range of group events, including committee meetings, presentations, coffee house and open mic style events. The following is a summary of pertinent information to consider if you want to book the CoGro Lounge: - You can book the entire Lounge, or just a section of it. - CoGro has a screen and projector and sound equipment for events requiring microphones. - You need to give at least two weeks notice to the managers at Common Ground if you want to book the lounge. Seeing how popular it has become you’ll want to book as soon as possible! - You will need to fill out a Lounge Booking Form, found at Appendix B, p. 32 of this guide, or by emailing [email protected]. To book the Common Ground Lounge, contact the Catering & Events Manager at 613-533-6000 ext. 33109 or at [email protected]. If you’re interested in having the Common Ground cater your event, please see the Catering section of this guide on p. 10. All other rooms on campus The following link is from the PPS website, and lists all the facilities on campus that are available for booking, along with their accessibility information (excluding the JDUC and Queen’s Centre spaces): http://www.queensu.ca/camplan/class/classlist.php Once you’ve selected your rooms, follow the directions on the Event Services web page provided below. It describes the procedure for student groups to book the rooms that are listed in the link above. You’ll have to book each room individually, so making a list or spreadsheet of rooms and times during your planning is a good idea. http://eventservices.queensu.ca/2/studentreservations.asp These policies are also printed out in Appendix C, p. 33 of this guide. The form requires you to provide information on your event, if you need internet access or electronic equipment to be provided (data projector, screen, TV, etc.), if you’re providing food and/or drink, if alcohol is being served, if you need Queen’s First Aid, and a number of other details. Be prepared with this information before you begin filling out the required fields to ensure the process is as smooth as possible. Booking Bars on Campus Alfie’s Alfie’s has an event booking policy guide and form of its own, which have been printed out from their page on the AMS website, www.myams.org. The following list summarizes the most important points of the guide:
- 6. 6 | Pa g e - Student Constables are not included when you book Alfie’s nightclub, so make sure to get a sanctioning form filled out well in advance (see p. 15 for details on the Event Sanctioning process). - Events are either Wet and 19+, or Dry and all ages. You cannot have an all ages wet event at Alfie’s. - All events are charged a deposit of $200, which is payable by cheque (made out to ‘Alma Mater Society’) or cash, and is refundable if you reach bar sales of $500 before tax, $565 with taxes included. - The deposit and the rental agreement are both due at least 2 weeks before the event, to the Head Manager of TAPS (go to QP to drop it off). - When booking your event, provide your top 3 dates for the event in your application. - For more information on event bookings at Alfie’s, email [email protected]. Clark Hall Pub If you’d like to book Clark hall Pub for an event, all booking at the pub is done through the following email address: [email protected]. Here are a few quick facts about how it works: - The booking process is very personalized and does not involve any standard forms as they book such a diverse set of events. - Bookings are taken on 'first come, first serve' basis at any time with the exception of their regular operating hours (Wed. 9pm-2am, Thurs. 9pm-2am, Fri. 12pm-6pm). Just email them with the date you’d like! - After a date is decided and the CHP Entertainment Manager knows all of the details of the event, they will quote a deposit amount and a sales target based on the pub’s costs. - You must then send in your deposit, in the form of a cheque. If the event reaches the quoted sales target the deposit cheque is not cashed, making booking the Pub free! For more information on event bookings at Clark Hall Pub, or to book your event now, email [email protected]. Event Specific Bookings – On Campus The following section discusses specific types of events and gives suggestions for selecting venues based on the needs of each type of event. Refer back to the instructions on booking rooms on p. 4 once you’ve read the sections that are pertinent to your event. Conferences If you’re planning a conference, chances are that you require a number of rooms of varying sizes. In cases like these, it’s best to try to book rooms within one building that ideally also has an auditorium, in order to facilitate movement from one session to another. Use the links from PPS (p. 5) and the JDUC website (p. 4) to determine which building best suits your needs. Keep in mind that if your conference is happening during the week, the rooms you request may be in use for lectures and classes. Have back- ups!
- 7. 7 | Pa g e Banquets Depending on the size of your dinner event, you may want to consider Ban Righ or Grant Hall as banquet venues. For both of these venues, Queen’s Event Services is the only catering option (see Catering, p. 10). The link to view specifications for both venues is below: http://eventservices.queensu.ca/2/banquetsandreceptions.asp For smaller banquets on a budget, Wallace Hall in the JDUC is a fantastic venue. The only fee for the venue is the fee for increased custodial costs and more money can be saved by getting approval for external catering. Refer to the All other rooms on campus section of the guide on p. 5 to learn how to book either Ban Righ or Grant Hall. Events using Fields/Outdoor Spaces If you are running an event outside, you can take a look at the Event Services listings of available outdoor sites, which can be found here: http://eventservices.queensu.ca/2/outdoorspaces.asp However, to book an outdoor space (either listed on the above site, or otherwise), you must contact Event Services directly, as opposed to filling out a form. You can also book the corner of University and Union (in front of the JDUC or Stauffer) as well as the Sesquicentennial Courtyard (between the JDUC and the old Physical Education Centre) through the Student Life Centre (page 4).
- 8. 8 | Pa g e SELECTING AND BOOKING A VENUE – OFF CAMPUS General Tips for Events Off-Campus Once you’ve ensured that your event is safe for participants, contact the business you’d like to work with. Keep in mind that working with external companies can sometimes be very difficult and frustrating. Groups planning events on campus benefit from the fact that events happen all the time, so the procedures are well in place and easy to find and follow. However, external businesses may not always have set procedures for student-run event bookings. For this reason, communication is key to your event’s success. One of the worst things that can happen is to plan an event with an external business or company, only to find on the day/night of the event that you’ve miscommunicated and that your perceptions of the event don’t line up. It essentially nullifies your planning and hard work and leaves you stuck, trying to reconcile your different views on the event and the agreement to work with the business in question. To ensure that you won’t run into any surprises or issues after beginning to plan your event with your chosen location, during your initial discussion with external companies, ask questions on the following aspects of your event: - Who is your point of contact at the business? - How accessible is the venue? What accommodations can be made to make it more accessible to all participants? - What are the terms of agreement between the two parties? (i.e. who will provide what?) - What are the costs associated with booking the venue for your purposes? When are payments due and what are the penalties for missing a deadline? - Is there a written agreement, forms to be filled out, or any other documentation that your group needs to provide the business with? - When can you expect to set up and clean-up for your event? Who from the company will be present during the setup, clean up, and event itself? Questions like these help clarify each party’s expectations for the event, and minimizes the chances of having issues arise. Finally, if you’re going off campus to a venue that does not have its own security staff, please don’t forget to get your event sanctioned by the Student Constables! Student Constables are not required to be at events held off campus in locations with their own security (think Stages, the Spot, etc.). For information on the sanctioning process, please see the Events Sanctioning section (p. 15). The sanctioning form is printed out in Appendix F, p. 46. Suggestions when using Off-Campus Venues This section of the guide gives you additional suggestions when you’re preparing an event at different types of venues.
- 9. 9 | Pa g e Bars Going off campus to hold an all-ages wet event is usually much easier to organize. However, it may be more difficult to get Student Constables to sanction and staff an all-ages wet event, so keep this in mind if you decide to look at off-campus locations for your event. Having a solid grasp of the risks inherent to these types of events will place you in the best possible situation when planning and running your event, and filling out the Event Sanctioning Form (Appendix F, p. 46). To ensure the success of your event, it’s also worth observing the bar trends in Kingston’s Downtown Hub. Find out which clubs are most popular and do your best to book one of those venues. Banquets Before making any final planning decisions or entering an agreement with a banquet hall, going to the venue you’re considering is always a good idea. Not only does this allow you to visualize the layout of the room and identify accessibility barriers of the venue and ways to address them, it also enables you to discuss food and drink options with the venue’s caterer. If possible, sample the menu items you’re interested in ordering for your event, and keep dietary restrictions in mind (see p. 10 for a list). For more information on Catering, see p. 10. If you’ve selected your menu items before you’ve begun selling tickets for your event, advertise the menu items and provide an avenue for special requests to be made.
- 10. 10 | Pa g e CATERING If you are serving food during your event, you have lots of things to consider! This section is designed to help you make catering decisions that are sensitive to dietary needs and that comply with food-related regulations on and off campus. Dietary Needs When you’re considering catering options for your event, keep dietary restrictions and allergies in mind. If you have registration forms for your event, make sure to include a space for participants to specify any dietary requirements. If there are no registration forms for your event, make sure that you provide for these needs as much as possible, regardless of if you know if people with dietary needs will be attending or not. As you select your menu, ask about the availability of options for the following diets: - Vegetarian - Vegan - Kosher - Halal - Allergy to nuts/peanuts - Allergy to gluten (Celiac) - Allergy to shellfish - Allergy/intolerance to dairy/lactose Chances are you will have little to no problem accommodating vegan and vegetarian diets, but you may have to work harder and be creative to ensure other dietary restrictions can be accommodated. The ideal solution to make your catering accessible to all participants is to have food options that take into consideration as many of the above dietary restrictions as possible, thus minimizing the need for alternatives. With all this in mind, unfortunately in Kingston, Kosher and/or Halal options are not commonly available. If this is the case with the primary catering company you’re working with, consider making an agreement with the company whereby you and your committee reserve the right to outsource the Kosher and/or Halal catering to another catering company better equipped to handle such needs. Options on Campus You have two options for on-campus catering: Common Ground and Queen’s Event Services. Depending on the venue, you may be restricted to using Queen’s Event Services – check your venue’s regulations to make sure you’re abiding by them.
- 11. 11 | Pa g e Common Ground The Common Ground is the AMS-run coffee shop on campus, and offers delicious catering options for a wide variety of events! The following is a summary of the Common Ground’s catering policies: - You need to place your catering order at least one week before the date of your event. This ensures that staff can be scheduled to prepare your food, and that the adequate amount of supplies can be ordered and received to accommodate your order. The earlier you place your order, the more certain you can be that it will be filled!! - There is no minimum order. Email [email protected] for the Common Ground Catering Menu options. - All items needed to enjoy your food order are included: for example, an order of coffee will come with cups, lids, sleeves, stir sticks, milk/cream, sugar, napkins, etc. Tables are supplied if your event is being held at the Common Ground Lounge (see p. 4 for details on how to book the Lounge). - AMS clubs and committees are eligible for a 20% discount on orders. - The itemized catering form that Common Ground provides constitutes the written agreement between them and your organization, and should be approved at least one week before your event. Once you’ve approved it, the order will be put through. - There is no deposit necessary! You will receive an invoice for your order from the AMS. - There is now an online order form available on the Common Ground’s page on the AMS website, www.myams.org. To book Common Ground for catering, e-mail [email protected]. Queen’s Event Services Queen’s Event Services food options range from casual catering to banquet menus: you’re bound to find something that fits your event’s profile. Most of the information you need concerning Queen’s Event Services catering can be found here: http://eventservices.queensu.ca/3/default.asp There is also a student group-specific checklist for planning events through Event Services, found here: http://eventservices.queensu.ca/student.asp The following is a summary of the catering policies found on the Queen’s Event Services website: - Booking deadlines: o Banquets and served functions must be booked a minimum of 14 days prior to your event. o All other catered services, placed with Queen's Event Services, require 5 business days advance notice to guarantee specific details and timing. o Due to the high volume of events on campus, certain dates may be sold out well in advance of this required notice. The earlier you book your catering, the better!!! o Final numbers and special dietary requirements for banquets and formal functions are required 7 days prior to your event. o All other booked catering services, placed with Queen's Event Services, require a guaranteed number of guests 3 business days prior to your event.
- 12. 12 | Pa g e - Payment: o A 10% deposit of the estimated value of your event is required within 30 days of booking your event. o A 50% deposit of the balance is due 60 days before the function. o The balance is due upon receipt of your invoice. To book Queen’s Event Services for catering, call 613-533-2223 or e-mail [email protected]. Exclusivity on Campus Because the University has signed an exclusivity contract with Coke, only Coca-Cola products are allowed on campus. We can thus have no Pepsi products or generic brands at events.
- 13. 13 | Pa g e ALCOHOL If you plan on serving alcohol at your event, it is imperative that you follow the regulations of the Liquor License Board of Ontario as well as Queen’s Campus Alcohol Policy. You also must have your event sanctioned by the Queen’s Student Constables, even if Event Services is providing the alcohol. The Queen’s Campus Alcohol Policy states that the following measures must be taken if you are holding an all-ages, wet event, as deemed appropriate by those in charge of the event venue: - Request that the bar supervisor take extra precautions and inform bar staff to verify the age of all patrons who appear to be under the age of 25. - Initiate a system of arm-banding those guests who are over the age of 19 (this is a practice followed by the campus pubs on all age nights). - Provide service in an area of the room that is restricted to those above 19 years of age. - Direct that student constables/Campus Security and/or additional bar supervision must be present at the organizer’s expense. When you are planning your event and meeting with the venue manager(s), make sure you ask questions about the above policies and ensure both parties are clear on what will occur. This is especially important for off-campus venues, who may not necessarily know about these regulations. In this case, it is your responsibility to ensure you are following the policy! For on-campus events, no alcoholic beverages of any kind are permitted on Queen's University property for sale or consumption other than through Queen's Bar Services. A description of Queen’s Event Services’ bar services can be found here: http://eventservices.queensu.ca/3/barservices.asp The information at the above link is as follows: - Cash or host bar options are available to enhance your catered event. - Queen's Event Services covers all of the bases from liquor licence application (a minimum of 14 days’ notice is required), to ensuring student constables are on hand if needed. - Every bar is staffed with Smart Serve certified bartenders. - The website also has links to the Queen’s Event Services Wine and Bar lists. In addition to this, they can order any brand that is in stock with the LCBO to suit your specific needs. All liquor prices are subject to applicable sales tax. There is also some general information that should be noted when it comes to wet events: - During a licensed event, any violation of the Liquor License Act of Ontario will result in the immediate cancellation of the event. Queen's University will not be liable for any losses, financial or otherwise, as a result of such a cancellation. - As a general rule, only disposable wares are used at a licensed event. Glass is available for an extra charge. - Juice and soft drinks are always available as non-alcoholic beverages for all licensed events. - As part of Queen’s Events Services’ service to their customers, they schedule their bartender(s) a minimum of 1-1/2 hours to set up prior to, and a minimum of one hour for cleanup/inventory after each event held in any location. - Under the University Liquor License - Caterer's Endorsement, Queen’s Events Services’ Catering Services will cater to your specific location (see Catering, p. 10 for more details).
- 14. 14 | Pa g e EXEMPTIONS FROM THE CITY OF KINGSTON If you are holding an event outside or in the evening, you may need to apply for a noise permit and/or road closure permit to carry your event out legally. Make sure you fill out the necessary paperwork well in advance of your event to avoid last-minute changes! Also be aware that you are responsible for: - The costs associated with advertising to notify the public of noise exemptions and/or street closures, as invoiced by the City of Kingston. - The costs of any damages incurred to City property. For more information on your responsibilities as an applicant and to ensure you are operating legally, familiarize yourself with the statutory requirements and municipal Bylaws of Kingston. The City’s Bylaws, including policies on noise and road use, can be found here: http://www.cityofkingston.ca/cityhall/bylaws/index.asp Noise Permits The following information on getting noise permits is also available on the City of Kingston website. Noise exemption applications are available by contacting the Licensing officer at 613-546-4291, ext. 3150. Applications take approximately six weeks to process. A $100 administration fee is payable with the application. For more information, follow this link: http://www.cityofkingston.ca/residents/licences/enforcement.asp Road Closures The following information on street closure permits is also available on the City of Kingston website. The application for a street closure can be downloaded at the following link (bottom of the page): http://www.cityofkingston.ca/business/development/engineeringfees.asp#StreetClosure Street closure applications must be submitted to the Engineering Division 8 weeks prior to the street closure. Failing to do so may prohibit the street from being closed. There is an application fee of $228.50 + tax for road closure applications. You are also responsible for: - Installing ‘Road Closure’ signs at the point of closure and in advance of the location in both directions. Detour signs must be installed around the location of the closure. - Renting, placing, and removing the appropriate barricades and signage needed to fully close the roadway(s) affected and have flashing beacons attached if the road closure is after dusk. - Paying for all damage to City property however caused, arising out of or during the use of the facilities under this application.
- 15. 15 | Pa g e EVENT SANCTIONING PROCESS Any group planning to hold an event that involves student members of the AMS in an official capacity must have its event sanctioned. This includes events associated with an AMS service, commission or committee, faculty society, ratified club, or departmental student council (DSC). Faculty societies include the faculties of Engineering and Applied Science, Arts and Science, Commerce, Computer Science, Concurrent Education, Medicine, MBA, Nursing and Physical and Health Education and Kinesiology. So, chances are, your event must go through the Event Sanctioning Process, which is run through the Queen’s Student Constables (QSC)! The purpose of the event sanctioning system is to create an environment in which students can have fun while under the protection of their student government. The process helps event organizers to manage the risks of their own events and provides the presence of Queen’s Student Constables or Queen’s First Aid (QFA) if necessary. The system also protects students by insuring sanctioned events with the AMS, removing legal liability from event organizers for an incident that could not have reasonably been foreseen and prevented. In order to have your event sanctioned by the Student Constables, you must fill out a form that asks questions about a number of aspects of your event, including the number of attendees, location, transportation, presence of alcohol, and the type of activities that will occur during the event. This allows the Student Constables office to accurately determine how many Constables should be present at your event (low risk events may not require any, while high risk events will need larger numbers). Also keep the following points in mind as you go through the sanctioning process and work with QSC to ensure the safety of your participants: - You must pay to have Student Constables at your event, so make sure you include an approximate amount for their fees in your budget. Contact [email protected] for an estimate. - At all-ages, wet events, Student Constables policy dictates that underage participants will have their hands marked with an X and will be given a wristband. This policy is non-negotiable and vigorously reinforced, so keep this in mind and don’t be surprised when it happens at your event! - The QSC office needs to have your form 3+ weeks in advance, for scheduling purposes as well as to assess the amount of risk inherent to your event. Late forms will be subject to a late fee. Also keep in mind that the earlier you hand in your forms, the better off you will be, especially if other events are happening on the same night as yours! Save yourself the headache and get your form in earlier whenever possible. The form is available in PDF form online at http://myams.org/services/58-qsc or in the Student Constables’ office, and should be handed in at the QSC office. Remember, this must be done at least 3 weeks before the date of your event!
- 16. 16 | Pa g e SAFETY & RISK MANAGEMENT This section is broadly split into two parts: the first part, Safety, discusses ways to keep your event participants safe beyond having Student Constables and Queen’s First Aid at your event. The second part, Risk Management, discusses the way you as an event organizer should be assessing your event to determine how risky it is, and how to mitigate and reduce the risks involved. Safety Walkhome If you’re holding an event on campus that will be ending after dark, you can contact Walkhome and ask them to set up a satellite service at your event. This station will consist of a table and a few Walkhome teams, who will be able to directly walk event participants home from the event venue. Contact the Walkhome Head Manager at least 3 weeks prior to your event at [email protected] or 613- 533-6000 ext. 75061 to book a satellite service. Taxis If you’re holding an event either on or off campus and are looking for ways to ensure your participants’ safety as they leave the venue, you can contact Kingston taxi companies and ask them to send taxis to your event’s location at a certain time. Thus, as your event is ending, participants can have easier and faster access to taxis to get home safely. Amey’s Taxi: 613-546-1111 Kingston & Amherst Taxi: 613-542-3333 Modern Taxi: 613-546-2222 Queen’s First Aid (QFA) Although the Student Constables office may not necessarily recommend that you have QFA teams present at your event, you may decide you’d like a team to be there. Their services are free of charge and confidential. To find out if you can book a QFA team for your event, call 613-533-6000 ext. 75373. Risk Management When you’re working on your event, it is imperative that you do a full assessment of your event to identify any possible risks and come up with preventative measures to minimize them as much as possible. This will ensure that all individuals present at the event are kept as safe as possible. The following information can be found in the AMS Insurance Coverage and Risk Management Guide (2009-2010), and outlines the types of responsibilities you as an event organizer hold: - Remember that you as the organiser or organizing group can and should always assume you have some degree of liability (especially if alcohol is involved) under civil law for the safety of
- 17. 17 | Pa g e PROBABILITY the event’s participants (in the case of alcohol, you are also responsible for the risks to the safety of others caused by one of your alcohol consuming participants). - You and the organization you represent may be held financially liable for any outcome if your negligence is determined as being a contributing factor. You cannot “waiver” away this responsibility. It is your responsibility to ensure that all safety precautions are taken, and that your practices, actions and/or supervision (or lack thereof) do not contribute to the risk. - An event/activity/function, sponsored by you and/or your organization, without adhering to the protocol, is not and cannot be an AMS sanctioned event/activity/function, thus you personally and/or your organization assume all the financial risk of any injury claim arising at such an event/activity/function. This is not an option for AMS committees. With these points in mind, you can begin to understand exactly why you must be adequately prepared to deal with any potential risk. While sanctioning your event will ensure that the Student Constables will do their own risk assessment for your event, it is good practice for you to do your own, so that you are aware of all potential issues that could arise. When doing a risk assessment, you must follow these steps: 1. Look at the event risk matrix to determine where your event lies on the risk spectrum. high low high 2. Identify any and all potential risks in these 5 key areas: o Facilities and Equipment o Training o Emergency Plan o Documentation o Supervision 3. Plan accordingly! For more information on insuring and managing high risk events (ex. White water rafting, polar bear dip, etc.) please refer to the AMS Insurance Coverage and Risk Management Guide (see Appendix F). AMBER ZONE RED ZONE GREEN ZONE GREY ZONE SEVERITY
- 18. 18 | Pa g e ADVERTISING Once you have all of the groundwork done for your event, it’s time to start advertising for it! Remember that your event hinges on the success of your marketing campaign. Here is a short list of the various avenues you have at your disposal when determining how to advertise for your event. The majority of the free opportunities listed are available through the AMS Communications Office, which is located in the main AMS Offices. You can reach the Communications Officer at [email protected]. For AMS Groups AMS Bulletin The AMS Bulletin is a biweekly, full-page AMS ad that appears in the Queen’s Journal year-round. The Bulletin aims to provide students with AMS news, event dates, and free advertising for AMS initiatives. The Bulletin consists of three parts: 1. The AMS Events Calendar The AMS Events Calendar is a 14 day calendar that lists AMS-sanctioned events, conferences, promotions, etc. Appearing every two weeks in the Journal, students are able to consult the Events Calendar to learn of upcoming events occurring on campus. Inclusion of an event is free to students and space is allocated on a first come, first served basis so please email events to the Communications Office as far in advance as possible. In your email, please include the event name, time, location, and any logos you wish to appear. 2. AMS News in Brief The AMS News in Brief section of the Bulletin provides students with breaking AMS news and other notable events on campus. Inclusion of an event in the AMS News in Brief section is done at the discretion of the Communications Office. To be eligible for the News in Brief section, please submit a 150-250 character write-up listing the event time, location, and necessary contact information. 3. Free Club/Committee Advertising The AMS Bulletin contains a free 4.75” x 6.5” space for clubs and committees to advertise upcoming events. To be eligible for this space, your event must be open to all faculties and graduating years. Interested clubs and committees must submit an email to the Communications Office expressing interest in the space at least 2 weeks in advance of the Bulletin publication date. At that time, one submission will be chosen at random and that club or committee is responsible for submitting their ad no later than one week before the publication date or risk losing their spot. All submissions for the AMS Bulletin must be received one week prior to the publication date to be considered.
- 19. 19 | Pa g e Keep in mind that if you want to pursue any of these avenues, they are not guaranteed! Getting your event advertised through the Bulletin requires advance planning. Facebook & Twitter Similar to the AMS Bulletin, the AMS Facebook and Twitter pages are available to students to advertise AMS-sanctioned events. To advertise an event on the AMS Facebook and Twitter pages, please email a short blurb about the event including a time and location. The Communications Officer may edit the submission to fit AMS tone, or for brevity. Facebook submissions may include photos or links, while Twitter submissions must be no longer than 140 characters. You can also use a committee-specific Facebook page or Twitter account, but remember you can reach a more diverse audience through a combination of your independent efforts and the AMS account. Maximize your potential! Queen’s Event Calendar Through the Communications Office, you also have access to the Queen’s Event Calendar. Below is what the Queen’s Calendar looks like. You’ll notice the little drop-down menu near the top of the screen – these are different categories that the user can narrow down events by. For example, most Alfie’s or Common Ground events will probably fall under “Arts, Entertainment, and Culture”. Any days with events in them will be highlighted and the date will become clickable, leading to the screen you see above that outlines all the events for that day. If you plan on submitting an event, be sure to provide the following: - Date - Start and End Time - Organizers/Name - Title of Event - Brief Description - Location - Contact Information
- 20. 20 | Pa g e Postering Postering on-campus is probably the most common advertising/promotional method, as they are simple to create, cheap to produce, and easy to distribute. But with so many posters littering our walls, it’s easy for your poster to get lost and ignored. It’s also not the most sustainable method, which is something to consider. In this section, AMS poster policies are outlined. AMS Poster Policy: 1. All posters advertising for AMS services and commissions must have the AMS runner along the bottom of the poster. Graphic files can be obtained through the Communications Office. 2. Posters must be free of offensive content (i.e. no swearing; no nudity; no depiction or mention of drug use; no racist, sexist, homophobic, or heterophobic content, etc.) and will be approved at the discretion of the Communications Office. Example of the AMS Runner: The AMS runner is available in many different publication specifications – just ask for the dimensions and file type you need when you email the Communications Officer at [email protected] . General Advertising Opportunities Posters Elsewhere on Campus Postering policies on campus are confusing and different for almost every building, so including each and every poster policy in this guide would be a bit crazy. However, if you’d like to put posters up in residences or in the JDUC, this is how. Residence Poster Policy: In order to be able to put your posters up in residences, you must have them approved by Main Campus Residence Council (MCRC). This means you must fill out a MCRC Signage In Residence Approval Form, available at the following link: http://mcrcweb.org/file/Signage_in_Residence_Approval_Form.pdf The following information is found both on the form and on the MCRC website, http://mcrcweb.org : - Posters must be stamped with the MCRC stamp individually; posters with a stamp that are then photocopied are not permitted. - All posters must be removed within 24 hours of the termination of the advertised event or no later than 3 weeks after the date approved, whichever comes first. - All posters must comply with the signage policy posted on the MCRC bulletin board outside Victoria Hall, Room 106C. The abridged policy is as follows: o Posters cannot be posted on doors, windows, glass, or elevators
- 21. 21 | Pa g e o Posters must be individually stamped o Posters with racist, sexist, homophobic or heterophobic content are not permitted o 19+ events are not permitted; all ages events will be approved o Events that promote drinking or substance abuse will not be approved - You can submit a maximum of 50 posters. - If you are an AMS affiliated group, your poster must comply with the AMS poster policy above. You must submit your signed MCRC form and posters at least 5 business days before returning to collect your posters (but, as when dealing with most university mechanisms, the earlier you send the posters in, the better). However, if you bring them in person and can wait, an MCRC member may be able to stamp them on the spot. JDUC Poster Policy: The following policies must be respected when putting up posters in the JDUC. You’ll notice that many of these policies intersect with the AMS and MCRC policies – but while the standards are similar across the board, this should not mean that you don’t take a close look at each individual policy’s tenets. - All materials posted or distributed shall comply with the Queen's University Code of Conduct. Specifically prohibited, therefore, are any materials deemed: o to demean or expose to ridicule individuals or groups based on, but not limited to, ground of sex, sexual orientation, race, ethnicity, national origin, creed or disability; o to be obscene; o to incite hatred or violence; - Advertising related to private, commercial activities shall not be permitted unless sanctioned under university policies, contracts, licenses or other agreements. The design and location(s) must be approved by Campus Planning and Development. - Notices which advertise off-campus licensed events shall be permitted subject to the following conditions; o the event is sponsored by a recognized university organization; o the event is held in a licensed room, admission to which is restricted to Queen's students, faculty or staff and their guests; o the name of the venue is subordinate to the name of the sponsoring organization and the title of the event; and o the poster complies with the regulations of the LLBO. - The posting and distribution of materials by candidates or their agents in federal, provincial or municipal elections shall not be permitted other than as required by law. - Individuals or groups wishing to post or distribute materials in a language other than either of Canada's official languages must present an English or French translation of the text to the authorizing office. - Materials shall be posted only on notice boards, in display cases or in other designated locations. Materials must not be posted on any other surface, including, but not limited to, walls, columns, doors, windows, floors, elevators, building exteriors, sidewalks, emergency telephones, light standards and trees. - Tape shall not be used to affix posters to any surface other than the designated corkboards.
- 22. 22 | Pa g e This policy applies to all printed materials, which the JDUC defines as including, but not limited to, advertisements, banners, posters, stickers, chalk markings or drawings, brochures and periodical (circulars, newsletters, newspapers, tabloids, and magazines). Other University Publications You might want to expand your print advertising to these other on-campus publications. Email them for rate cards and ad size options. - To advertise with the Journal, email: [email protected] - To place an ad in Golden Words, email: [email protected] Yearbook and Design Services (YDS) This service, which was created in Spring 2010, is the amalgamation of the design service previously run through the P&CC, as well as the Guide to Queen’s Agenda and Yearbook services. If you need someone to design an ad or poster for you, use TPS! Their rates are competitive and they will work with you to create a final product that fits your needs. To contact a TPS graphic designer to get started, visit their offices in the lower JDUC or email [email protected] . Queen’s TV (QTV) In addition to producing a weekly show, Queen’s TV has a VideoFactory service that can produce video segments and advertisements for your event at affordable rates. If you’re looking for an interactive way to advertise for your event, this is a great option! Contact the VideoFactory Head Manager at [email protected] to talk about rates and a production schedule that suits your needs. Other Faculty Society Options In addition to print resources, you can check these cool advertising options out! They are run by different Faculty Societies on Queen’s campus. 1. ASUS Projector Screen You’ve no doubt noticed the screen in the ASUS Core – well you can advertise on that too! The rate card can be found in this guide, in Appendix G, p. 53. Or, you can contact the ASUS Marketing Commissioner at [email protected] . 2. Commerce NetImp@ct Support Centre (NSC) The NSC is a collection of screens in Goodes Hall that offers extremely affordable advertising opportunities for non-ComSoc specific activities, conferences, events, and committees. You can advertise through unique desktop backgrounds or screensavers, or even have a banner on the
- 23. 23 | Pa g e Commerce web Portal. For more information, including the rate card, you can contact [email protected] . Final Remarks on Advertising The biggest thing to keep in mind is that your imagination and budget are the only limiting factors when you’re working out your advertising strategy. Consider original modes to advertise, like flash mobs or guerrilla marketing campaigns; the possibilities are endless!
- 24. 24 | Pa g e SUSTAINABILITY AND EVENT PLANNING Along with the heightened awareness of environmental issues within the Queen’s community comes a growing need to consider the sustainability of your event. Sustainability, in the most fundamental sense, is the state where we can strike a balance interacting in with natural world that fosters social development and economic prosperity that can be achieved across generations. As organizers, it is important that you consider ways in which you can minimize the environmental impact of your event, while maximizing its social gain and economic viability. Regardless of the focus of your event, you can take strides to host it as environmentally-friendly as possible, without compromising its success. Indeed, be creative: implement actions that complement your event. The first step is to evaluate your event in a comprehensive manner and look for areas that can be improved upon. From here, research and discover alternative methods of meeting the needs of your event and your guests where possible. Outlined below are domains in which you might want to consider to help you plan an event that is environmentally, socially, and economically responsible. 1. Venue - Try and use venues that have sustainable or environmental policies of their own. Even though many venues might not have elaborate sustainability measures in place, it’s worth asking to demonstrate the growing demand for sustainable business practices. The following are some questions to ask venue hosts: o Does the venue have waste diversion strategies, including composting? Provide clearly labelled recycling bins for different types of waste and advertise this to all participants of your event. o Does the venue buy green electricity or generate its own renewable energy? Make sure that all electrical equipment can be turned off when not in use. o Does the venue have water conservation efforts? 2. Catering - For smaller events on campus, you might be limited in terms of catering. It’s still worth asking these questions, to encourage businesses to consider these options: o Does the caterer use fresh, seasonal produce? o Are fairly-traded goods (coffee, tea, chocolate etc.) available? o Does the caterer serve food in bulk rather than individually packed? o Can the caterer serve tap water as opposed to bottled water? o Can the caterer provide reusable flatware/cutlery etc.? If not, are the disposals biodegradable or compostable? Can delegates/attendees bring their own re-usable flatware, cutlery and mugs? Is there space available to clean dishes? - Plan to provide the right amount of food, not extra, to reduce food waste. - Encourage participants to take home excess food, or arrange to donate excess food to a local drop-in centre. 3. Sponsorship: - If you are seeking sponsorship for your event, consider companies who have sound corporate social responsibility records.
- 25. 25 | Pa g e 4. Transportation: - Try and find venues close to public transportation and promote public transit links to delegates. 5. Marketing: - Inform participants/attendants of the measures you have taken to improve the sustainability of the event - Encourage participants/attendants to be supportive of the vision you have for the event through positive attitudinal and behavioural changes. The Commissioner of the Environment and Sustainability is a resource to help you in executing your sustainability goals. You can contact the commissioner at [email protected] to arrange a meeting.
- 26. 26 | Pa g e MISCELLANEOUS EXTRAS Decor If you’re planning a large and/or elaborate event and need decor, consider using Q Design’s services to make it happen! Q Design is a Kingston-based decor company that has very strong, positive relations with Queen’s Event Services. This makes them an ideal choice if your event is being catered by Queen’s Event Services! Q Design Website: http://qdesigncp.com/ Email: [email protected] Phone: 613-561-1736 Athletics Any AMS club or Golden Gaels team that groups with at least one additional AMS club or team to throw an event at Alfie’s (that is, at least 2 groups throwing a mutual event) will receive a special booking discount of $100 off of the Alfie’s deposit fee. If you’re looking to partner up with an Athletics team to plan and run an event, check out the Athletics website and find the team you’d like to work with. Each team’s coach’s email is listed on the site. Also make sure the benefits of the event will be distributed between your organization and theirs, to increase the chances of them participating! (i.e. their presence increases the visibility of your organization, in exchange for a mention of their team on your website.) Queen’s Athletics website: www.gogaelsgo.com Fun Extras! If you want personalized items for your event or conference (ex. Reusable water bottles, pens, notepads, etc.) then you can contact the AMS Tricolour Outlet to find out about what they can order for you. Provide the design you want, and they will work with you to make it happen! Contact [email protected] to begin working on your personalized items. If you’re planning festivals, fairs, or fundraisers and are looking for carnival-style games to add to your event, Kingston’s Par-T-Perfect has a large selection of games and junk food options. Examples include cotton candy machines, bouncy castles, face painters, bean bag tosses, etc. Par-T-Perfect website: http://par-t-perfect.com/locations/canada/ontario/kingston/ Phone: 613-542-2631
- 27. 27 | Pa g e AMS CONTACT LIST Many of the AMS Commissions, Offices, and Services have been mentioned in other sections of this Guide, but are listed here. The AMS phone number is 613-533-6000, followed by the extension. AMS CONTACT LIST 2011-2012 AMS Main Telephone Line 613-533-3991 Emergency (Campus Security/Queen’s First Aid) 36111 Walkhome Service 613-533-WALK (9255) Conference Room (Rm.067)/Board Room (Rm. 035) 75773/78209 Fax Number (613) 533-3002 Lounge 75075 Position Name Email Phone Executive President & CEO Morgan Campbell president 32726 Vice President (Operations) Ashley Eagan vpops 32728 Vice President (University Affairs) Kieran Slobodin vpua 32729 Council Academic Affairs Commissioner Mira Dineen aac 74818 Campus Activities Commissioner Stephen Pariser cac 74819 Commissioner of the Environment and Sustainability Adam DiSimine ces 78259 Internal Affairs Commissioner Mark Preston cia 74815 Municipal Affairs Commissioner David Sinkinson mac 75178 Social Issues Commissioner T.K. Pritchard sic 74816 Hospitality and Safety Services Director Gracie Goad hsdirector 77605 Media Services Director Daniel Szczepanek media 75683 Retail Services Director Jeff Heenan retail 74988 Extended Council Communications Officer Amanda Judd comm 75850 Marketing Officer Andrew Baldanza marketing 75850 Human Resources Officer Alex Miller hr 32737 Information Technology Manager Chris Whelan Itm 32913 Student Centre Officer Gillian Shields sco 78421 Clubs Manager Craig Draeger clubs 74815 Judicial Affairs Director Alison Sproat judicialdirector 74815* Orientation Roundtable Coordinator Rachel Shindman ort 74819 Permanent Staff Accounting Assistant Janice Kirkpatrick janice 77495 Controller Rodney Myers control 74813 Retail Operations Officer John McDiarmid roo 33784 General Manager Annette Bergeron gm 74812 Information Officer Greg McKellar info 32730
- 28. 28 | Pa g e Front Desk & Administrative Assistant Nancy Warnica frontdesk 33001 Facilities Manager Meghan McDonald facilitymanager 78315 Journal (Administrative Assistant) Gabe King gabe 36711 CFRC Operations Officer Kristiana Clemens cfrcops 32121 CFRC Business Manager Irina Skvortsova cfrcbusiness 32121 Corporate Service Managers Publishing & Copy Centre Head Manager Justin Brooks pcc 36543 Tricolour Outlet Head Manager Dayna Shoot tricolour 32120 Yearbook and Design Services Head Manager (Formerly Tricolour Publication Services) Alvin Suen yds 32738 Queen's TV Executive Producer Eugene Michasiw qtv.exec 36699 Queen's TV Business Manager James McArthur qtv.business 36699 Journal Business Manager Kevin Imrie journal_business 32800 Journal Editors Clare Clancy, Jake Edminston journal_editors 36711 CFRC Music Programming Manager Darren Springer cfrcprogram 32121 CFRC Spoken Word Programming Manager Fraser MacPherson cfrcspoken 32121 TAPS Head Manager Fay Yachetti taps 32740 Queen's Student Constables Head Manager Will Schwenger qsc 32734 Walkhome Head Manager Lorin Adams walkhome 75061 Common Ground Head Manager Sam Guertin commonground 33109 Society Service Managers Academic Grievance Centre Director In the summer please contact the Academic Affairs Commissioner. Elle Wayara agc.coordinator 74818 Food Centre Director Laura Stairs foodcentre 74816 Peer Support Centre Director Sau-Ling Hum peersupport 74816 Speaker & Chief Electoral Officer Patrick Allin ceo 74815 Chief Returning Officer Eni Rukaj cro 74815 Other Contacts Undergraduate Student Trustee Lauren Long trustee Rector Nick Day [email protected] Chair of Board of Directors Mitch Piper board 74814 Student Senate Caucus Chair Doug Johnson sscc 36258 Accurate as of May 30 th , 2011
- 29. 29 | Pa g e APPENDIX A: JDUC Room Booking Policies Mandate The Student Life Centre (comprised of the JDUC, Queen’s Centre, Grey House, and MacGillivray-Brown), as a community centre for Queen’s University, seeks: • to foster communication among and between students, faculty, staff and alumni; • to provide for the changing cultural, social, intellectual and recreational life of the University; and • to provide services and amenities for the convenience of its users. Access Subject to the limitations noted, the following categories of users may book the Student Life Centre facilities: Internal – Student • AMS/SGPS or recognized departmental student groups Internal – Department • University academic and administrative departments subject to reservations policy. External • Individual members of the Queen’s Community – students, faculty, staff and alumni • Private organizations/businesses • Not for profit community organizations Note: The Student Life Centre Information Office reserves the right to refuse or cancel a reservation should it contravene the mandate of the Student Life Centre and/or University Code of Conduct. Usage • Student groups will be limited to one room and two table reservations weekly. • Athletic groups such as yoga and dance clubs will be restricted from reserving certain space in the Student Life Centre if more appropriate space is available. • University academic and administrative departments may book space for their own use but cannot book space on behalf of an external group without prior approval (e.g. Event Services, Career Services) • Groups will be held liable for any damage to the space and/or equipment and are responsible for returning the room to its original state. Queen’s Centre specific 2nd Floor Meeting Rooms • Student groups, departments, and external organizations will be assessed a reservation fee (please see fee schedule). • A food surcharge of $25 will be levied on the standard reservation rate if food service is held in the room. No hot meal catering will be permitted. • Room set-ups will be limited to the furniture assigned to the room.
- 30. 30 | Pa g e • An individual from the group will have to come to the front desk at the Information Office to sign out meeting room access card (meeting rooms will be locked 24hrs). If the card is not returned in time for the following reservation or by end of day, the card will be deactivated and a new one created. • The primary use for rooms is to be meetings/interviews/training; any other request will be reviewed on an individual basis. • Meeting room doors are not to be propped open at any time. Club Rooms Groups assigned to the room will be guaranteed a three hour block of time once a week from the hours of 6pm-9pm. Outside of these hours, groups will be permitted to sign up for additional hours on a signup sheet located just outside each room. • A House Manager at the end of each day will remove the next day’s schedule, type up and place outside the door for the following day. • Rooms will be accessible during regular building hours. • Only AMS/SGPS ratified groups will be permitted to sign out the space. Crossroads • The Crossroads area will contain six reservable table spaces down the centre. Students and departments will not be charged for these spaces, however, external users must pay a premium fee of $200 a day per table with a 50% reduction for each subsequent day reserved (i.e. $100). A user will only be permitted to reserve up to five days in a week or ten over the period of a month. Facilities Subject to the limitations noted, the following facilities may be booked through the Student Life Centre information office: JDUC: Inside: • Breezeway (table space adjacent to Sidewalk Café) • Ceilidh, Lower and Upper • John Orr Room • McLaughlin Room • Memorial Room o Not available on November 11, Remembrance Day • Polson Room • Performance Lounge • Wallace Hall Outside: • Sesquicentennial Court • Designated sidewalk areas Mackintosh-Corry: • Student Street (table space) Queen’s Centre: • 2nd Floor Meeting Rooms
- 31. 31 | Pa g e o The primary use for rooms is to be meetings/interviews/training; any other request will be reviewed on an individual basis. • Club Rooms • Crossroads MacGillivray-Brown: • Main floor stage area • Meeting Room B24 • Only recognized student groups will be permitted to reserve space Charges Facility rental fees and direct costs will be levied according to a rate schedule approved annually by JDUC Council. Assignment of Rooms Rooms will normally be assigned according to the capacity required by the user. The Student Life Centre reserves the right to set reasonable limits on advance, block and standing bookings. No user may request space in advance of one year from the request date. University Code of Conduct The Queen's University Code of Conduct specifically proscribes discrimination or harassment based on, but not restricted to, grounds of race, religion, gender, handicap, ethnicity, national origin or sexual orientation. All activities in the Student Life Centre must comply with this and all other provisions of the code. In case of an alleged violation, the Facilities Manager of the Student Life Centre or his or her designate will investigate and may take interim action. Ultimate responsibility for the resolution of complaints, however, lies with the appropriate University grievance or judicial mechanism. Food Events involving the sale and/or consumption of food will be subject to the approval of Queen's University Food Services. Licensed Events Application to hold a licensed event in the Student Life Centre must be made at Queen's University Food and Beverage Services. Religious Events Religious events must be sponsored by organizations recognized by the AMS, the University Chaplain or the Interfaith Council. Sales of Goods or Services Commercial activities will be subject to the terms and conditions of the Student Life Centre’s commercial sales policy. Regulations and Procedures Room reservations and facilities usage will be subject to all regulations and procedures as implemented from time to time by the Student Life Centre or other governing bodies.
- 32. 32 | Pa g e APPENDIX B: Common Ground Lounge Booking Form Common Ground Coffeehouse Lounge Booking Form Name of event: _____________________ Date of event: ______________________ Set-up arrival time: _____________ Time of event: _________________ Type of event and description _____________________________________________________________________________________ _____________________________________________________________________________________ __________ Equipment Required (please check off what is necessary) o Microphone o Sound board o Staff to work soundboard o Projector o Table o Venue to display art (if so, please specify size and type of venue) Additional Information _____________________________________________________________________________________ ___________________________________ Contact Information Name: ___________________________ Organization: _____________________ E-mail: __________________________ Phone number: ___________________ Manager approval Event Organizer approval _________________ _________________ Date of Booking: ___________________ *all events require at least one week’s notice for booking
- 33. 33 | Pa g e APPENDIX C: Event Services Room Booking Policies Student Reservations This section is for use by student clubs and organizations to book rooms or tables. Instructions Any AMS or SGPS approved club/organization or faculty society approved club/organization requesting the use of University space for an event needs to follow this procedure: 1. Review the Off-Campus Activity Safety Policy and the complete the Event Sanctioning Form, if required. If you have questions, please contact the Vice-President (Operations), Alma Mater Society. 2. If required, you can arrange for audio-visual equipment, public address equipment and/or Custodial Services. You will be provided with an estimate of all charges when your request has been processed. 3. If you answer YES to specific questions in the section titled "Event Review", AMS policy requires that you obtain the Constable Manager's approval. Without this approval you will not be permitted to book a room. Follow the instructions provided on how to obtain QSC approval. 4. If a bar is requested, please take the completed REQUEST TO SERVE ALCOHOLIC BEVERAGES ON CAMPUS form, which can be obtained at the Constable's Office to the Residence Business Office in the basement of Victoria Hall. 5. Cancellations must be made at Room Reservations within five (5) working days prior to the scheduled event. You also need to notify the Constable's Office, Queen's First Aid and the Residence Business Office if services were arranged through these offices 48 hours in advance. You will be charged for any services that have not been cancelled. Please note that due to the high volume of requests, it may take three (3) business days to review your request. Your request will be in the queue and will be dealt with in due course.
- 34. 34 | Pa g e APPENDIX D: AMS Insurance Policy AMS Insurance Coverage Risk Management Guide 2009-2010 (ver1.0) 1 / 5 AMS INSURANCE COVERAGE & RISK MANAGEMENT GUIDE (In effect 1 May 2009- Version 1.0) INSURANCE COVERAGE The Alma Mater Society of Queen's University (“Society” & “AMS Inc.”) and the John Deutsch University Centre & All Affiliated Clubs and Associations (Member Faculty Societies, Residence Councils etc) are covered by three types of insurance: Property, Third Party Liability, Alcohol Liability, Crime, D&O, & Libel. Property: 1. This covers AMS Inc. owned assets against loss by theft or damage by fire, flood and so on. Assets include office equipment, computers, dark room equipment and the like. That is anything that WE own. This does not cover any thing owned by a group that is not a department of, or a service operated by, the AMS Inc. Therefore Alfie's is covered but Clark Hall Pub is not. The Internal Affairs Commission’s stuff is covered but Queen’s First Aid’s stuff is not. Note also that the University covers only property owned by the University (except for the Queen’s Band’s uniforms and CFRC equipment). Student faculty societies or other organizations associated with the AMS or University should arrange for their own property insurance through their own agent or as specifically set up through the AMS policy. 2. As with all of these types of insurance there is a deductible, $2,500, for general items and computer equipment & portable items (radios, bikes, hoods & gowns etc) and, if we have too many claims, our premiums will go up. Therefore, it is probably better for us to payout for smaller losses. 3. Vehicle Rentals: When anyone in the AMS or an AMS recognised group rents a passenger car or light commercial vehicle (i.e. rentable using general auto licence), our insurance covers collision and comprehensive costs up to $50,000 of value of the vehicle with a $2,500 deductible. All groups, if they rent vehicles under the auspices of the Society, MUST take out the rental company’s collision insurance, whenever possible to limit liability (establish a deductible) for a damage claim (usually to $1,000). Groups are reminded that, if the waiver(s) is not paid down and damage occurs, the organization must be prepared to pay at least the cost up to the AMS $2,500 deductible and up to the full cost of the damage should an accident occur. (Note: most rental agencies will hold YOU liable for 100% of the costs of damage caused by striking overhead objects even with the waiver). Third Party Liability: 1. General. The AMS insurance covers the Society, up to $5,000,000, if some third party sues us for negligence. This is the policy under which all AMS student groups, activities, programs and services are covered including all member Societies and all of the AMS Assembly recognized clubs and organizations.
- 35. 35 | Pa g e This would cover the AMS (or the Club, Residence Council or Faculty Society) if someone were hurt in a Society sponsored/sanctioned event where the Society student members, employee, or volunteer organisers were deemed to be negligent. As well, this basic liability coverage is supplemented by the AMS “Umbrella” coverage(s) - see below. 2. Liquor. The AMS policy covers the AMS for negligence attributed to claims arising from the serving of alcohol at or by AMS licenced (under the tripartite agreement) operations – specifically the Queen’s Pub, Clark Hall and Alfie’s and you and/or your AMS organization; in the case of Sanctioned student Society, Faculty Society, Residence Council, Club organized/sponsored/sanctioned events/activities. Note: The AMS liquor liability insurance excludes liability arising from any injury claims arising from the sale, gift, use, serving or distribution of alcoholic beverages: that is in any way in contravention of AMS Insurance Coverage Risk Management Guide 2009-2010 (ver1.0) 2 / 5 the Liquor Licence Act; while the licence is suspended; and/or to a person who has not reached the legal drinking age 3. In addition, the AMS (Society & AMS Inc.) is considered an “additional insured” under Queen’s University’s third party liability policy with CURIE. This policy provides coverage (up to $20M) for AMS member students who are performing duties and holding events/functions (with or without alcohol) in the furtherance of broader learning related to and sanctioned by the Society, Faculty Societies, Residence Student Councils and the University. 4. All AMS employees and volunteers are covered if they are personally named in a suit along with the AMS. 5. AMS employees renting vehicles are covered by AMS “Non-owned” auto liability in excess of a private auto or the rental agency’s liability policy. If they have an accident in their vehicle or in a rental vehicle while on AMS related business, our insurance will cover any liability that the AMS is responsible for over and above the individual's or the rental agency’s third party liability. Users of private vehicles must ensure they have third party liability coverage of at least $1,000,000. (Note: this is different from collision coverage- insurance for physical damage of rental vehicles is addressed above) 6. Special Exclusions: (i.e. coverage is not provided for claims arising from a. Terrorism b. Data (Virus) c. Abuse d. Bodily injury to entertainers engaged in any type of private or public performance. e. Claims arising from mechanical bulls or similar rides. f. Pyrotechnics 7. Special coverage/extensions: a. After-hours Childcare. b. Volunteers as Additional Insureds: to cover volunteers supporting AMS sanctioned activities
- 36. 36 | Pa g e Crime Insurance: 1. This protects the AMS against employee theft, up to $50,000, and theft, or destruction of money and securities up to $15,000. For cheques to be covered there must be two signatures on the cheques. There is a $1,000 deductible on each loss. 2. In the case of employee theft, we must take action to identify the employee(s) (including prosecution) to be covered for the loss. AMS Insurance Coverage Risk Management Guide 2009-2010 (ver1.0) 3 / 5 Directors and Officers Liability: 1. This insurance covers AMS directors (including Journal Board and CFRC Board and Radio Queen’s University Board), officers, employees, committee members and volunteers who by virtue undertaking duties on behalf of the Society if they are sued for a “wrongful act” up to a limit of $5,000,000 liability. This coverage extends to executives, officers or directors and persons of AMS affiliated faculty societies, residence councils and/or clubs. 2. In addition, the AMS (Society & AMS Inc.) is considered an “additional insured” under Queen’s errors and omissions liability CURIE policy. This provides errors and omissions coverage (up to $20M) for ) for AMS member students who are performing duties and holding events/functions (with or without alcohol) in the furtherance of broader learning related to and sanctioned by the Society, Faculty Societies, Residence Student Councils and the University. Communications Errors & Omissions Liability (Libel): 1. Publication libel & slander (Personal Injury) coverage of $1 million (subject to $25,000 deductible) to cover suits brought to AMS affiliated student organizations’ publishing (Newspapers, Magazines, Web sites etc) activities i.e. Queen’s Journal, Golden Words, Ultra Violet, The Empress, The Undergraduate Review, Diatribe, Feminist Review, myAMS.org, CFRC etc. 2. In addition, the AMS (Society & AMS Inc.) is considered an “additional insured” under Queen’s personal injury CURIE policy. This policy provides personal injury coverage (up to $20M) for AMS member students who are performing duties and publishing in the furtherance of broader learning related to and sanctioned by the Society, Faculty Societies, Residence Student Councils and the University. Umbrella Liability: 1. The AMS third party general liability insurance covers the first five million dollars of a claim (one million for publication libel). The AMS also has an additional five million dollar “umbrella” liability coverage for claims that might arise in excess of its basic liability coverages; for all AMS operations including the campus pubs run by the AMS.
- 37. 37 | Pa g e RISK MANAGEMENT General 1. Insurance is only one means of handling financial risks and is only reactive to a claim. Proactive measures -PREVENTION and GOOD PRACTICES (due diligence, common sense, good judgement, training, prudence, supervision etc.) are more constructive ways to prevent and/or limit injury to people and loss of property- and to reduce the potential negligence liability. Remember YOU, as the organiser or organizing group, are running/organizing an event/activity, can assume you have some degree of liability (especially if alcohol is involved) under civil law for the safety of the participants (and in the case of alcohol the safety of others caused by one of your alcohol consuming participants). 2. You and the organization you represent may be held financially liable for any outcome if your negligence is determined as being a contributing factor. You cannot “waiver” away this responsibility. It is YOUR responsibility to ensure that all safety precautions are taken, and that your practices, actions and/or supervision (or lack there of) do not contribute to the risk. AMS Insurance Coverage Risk Management Guide 2009-2010 (ver1.0) 4 / 5 3. The Society, with its Queen’s Student Constables (www.myAMS.org/qsc) and the Science Constables has a unique capacity to promote enjoyable activities and events in a safe environment. Event organizers should note that: “Any campus group or organization carrying on any function, on or off campus, which involves members of the Society, must notify the Chief Constable’s office at least one week prior to the event. Depending on the nature of the function, and in consultation with the organizers, Queen’s Student Constables shall attend the function”. AMS/Faculty Society/Club Event/Activity Sanctioning 1. ALL student Society, Faculty Society, Residence Council, Club organized/sponsored/sanctioned events/activities, must adhere to the Assembly approved protocol to have the event sanctioned. Conversely an event/activity/function, sponsored by you and/or your organization; without adhering to the protocol, is not and cannot be an AMS sanctioned event/activity/function, thus you personally and/ or your organization assume all the financial risk of any injury claim arising at such an event/activity/function. To have a sanctioned event you must complete the AMS/Faculty Society Event Sanction Forms and provide, if applicable, the supportive licencing and insurance documentation. Licencing and Insurance Requirements for Events Involving Alcohol* On Campus: a. Sanctioned events and activities held on campus in a campus pub (only Alfie’s, Queen’s Pub & Clark Hall Pub) will be permitted at all times subject to the rules and regulations governing the operations of the pub. b. Sanctioned events and activities may be held, on campus in an unlicensed premises, only if the organizing individual applies for AGCO Special Occasion Permit (SOP)* and the organizer arranges through the AMS or Food Services for the “Catering” (i.e. placing under control) of the event by the Licenced operators.
- 38. 38 | Pa g e 2. Off Campus: a. Sanctioned events and activities may be held, at off campus at a licensed premises, (i.e. a restaurant, banquet hall, bar) ONLY if: i. a segregated room or the complete licenced facility is “contracted for” (Note: An event or activity where students commingle with other patrons cannot be insured and therefore cannot be a sanctioned event.), and ii. the liquor serving establishment gets their insurance company to provide a Certificate of Insurance (and/or name the AMS as an insured party) before the event. b. Sanctioned events and activities may be held, at off campus at unlicenced locations (i.e. in the event organizer’s and/or host’s home or leased dwelling, camping trip, retreat etc), ONLY if: i. the organizing individual applies for an SOP, and ii. the event organizer gets their or their host’s or the location owner’s insurance company to provide a Certificate of Insurance (and/or name the AMS as an insured party) before the event; or the event organizer arranges through the AMS for University insurance (CURIE) coverage. * The AMS VPOps & General Manager will assist groups, faculty society or clubs in meeting the sanctioning & insurance requirements and the AMS Retail Operations Officer will assist groups, faculty society or clubs in applying for an SOP. AMS Insurance Coverage Risk Management Guide 2009-2010 (ver1.0) 5 / 5 High Risk/Non-Sanctioned Activities/Events 1. General liability Insurance coverage depends on the nature of the event and policy exclusions. Normally, the running of “high risk” activities (see risk assessment matrix), (i.e. pub-crawls, extreme Frisbee, polar bear diving etc) and/or running/ holding any event/activity that involves alcohol without obtaining the above required licensing/insurance ---will not and cannot be sanctioned by the AMS. However, even if insurance coverage and licensing can be obtained, if the other risk factors cannot be adequately managed the event should not proceed. If you are considering organising any of these types of events and you want the event to be sanctioned and covered by AMS insurance, you or your faculty society officers must explicitly and in writing both seek and receive approval from the AMS VP Ops prior to the event. 2. If your faculty, council, organization, group, or club are running an event that is not sanctioned by the AMS or a faculty society then it is not covered by the AMS insurance. If you do not confirm that you have other insurance coverage in place (Event Insurance, CURIE) for your event or function you personally could be held legally obligated to pay for damages arising from a claim. 3. If your faculty, organization, group, club, or activity is planning to participate in a “high risk” event run by someone else (white water rafting, bungee jumping, paint-ball, sky-diving etc) you must obtain a Certificate of Insurance (proof of insurance) and/or a have them sign a Hold Harmless and Indemnification Agreement from the third party running the event (i.e. the company providing the event) and you must arrange that the third party add the AMS as an additional insured with thirty (30) days notice of cancellation. (i.e. make sure the providing organization has at least $5M liability insurance coverage and names the AMS to protect you from a negligence claim).
- 39. 39 | Pa g e Information & Support 1. Do not leave yourself open for potential problems and personal exposure to financial risk. If you have any question of property or activity/event liability or coverage, interpretations of inclusions or exclusions, releases/waivers, requirements for proof of insurance or liability endorsements etc. Please contact the AMS VP Ops and/or General Manager at 613-533-3001 Ext. 74812 or by E- mail: [email protected] at least 30 days in advance of the planned event, if possible. 2. References: a. AMS Activity/Event Sactioning Form b. AMS Event & Activity Policy c. AMS Constitution d. Chief Constable’s Office& Web site e. Queen’s Alcohol Policy f. Queen’s Off Campus Activity Policy
- 40. 40 | Pa g e APPENDIX E: AMS Event Sanctioning Form What is the event sanctioning system and why is it important? The mission statement of the Alma Mater Society (AMS) of Queen’s University is to serve and represent the diversity of Queen’s students. To this end, its event sanctioning system creates an environment in which students can have fun and become engaged while under the protection of their student government. The process helps event organizers to manage the risks of their own events and provides the presence of Queen’s Student Constables (QSC) or Queen’s First Aid (QFA) if necessary. The system also protects students by insuring sanctioned events with the AMS, removing legal liability from event organizers for an incident that could not have reasonably been foreseen and prevented. Who must sanction their events? Any group planning to hold an event that involves student members of the AMS in an official capacity must have its event sanctioned. This includes events associated with an AMS service, commission or committee, faculty society, ratified club or departmental student council (DSC). Faculty societies include the faculties of Applied Science, Arts and Science, Commerce, Computer Science, Concurrent Education, Medicine, Nursing and Physical Education. How do events become sanctioned? The first step in having an event sanctioned is to fill out an AMS event sanctioning form. This form requires several lines and boxes to be filled in with all relevant information relating to the event. This information includes an itinerary and all details relating to group makeup, alcohol consumption or transportation. The Chief Constable of QSC will review the form in consultation with the Duties Coordinator of QFA and the Vice President (Operations) of the AMS. Together they assess the level of risk inherent to the event and may prescribe steps that can be taken to reasonably manage this risk. This often takes the form of assigning either Student Constables or QFA volunteers, or both, to events. When and where should I hand in an event sanctioning form? All sanctioning forms are to be submitted a minimum of three weeks prior to the date of their respective events. Forms submitted after this date may be subject to a late approval fee. Completed forms should be emailed to [email protected] or dropped off at the Student Constables office in the John Deutsch University Centre, Room 37. Due to limited numbers of staff on certain days of the year and to ensure that events have enough staff, we ask applicants to please avoid dates which conflict with Science Formal, Charity Ball, Art/Sci Formal and major holidays. Please contact the Chief Constable if you have any questions or concerns regarding the sanctioning form.
- 41. 41 | Pa g e AMS Event Sanctioning Form Date submitted: _______________________ 1. Organization Information Name of organization: _____________________________________________________ Type of organization (circle one): AMS Commission Faculty Society AMS Ratified Club DSC Other: __________ Name of primary event contact: _______________________ Telephone number(s): ___________________ E-mail address: ___________________ 2. Event Logistics Title of event: ____________________________________________________________ Date of event: _______________________ Start time: __________ End time: __________ Maximum number of people expected to attend: __________ Note: If, for any reason, the number of attendees arriving to the event exceeds this expected maximum, this number may be designated as the limit to how many attendees will be permitted into the event. This decision will be at the discretion of the Student Constables on-duty. Location (circle one): Alfie’s Pub Grad Club Queen’s Pub Clark Hall Pub Other: ________________ Include this event on the AMS calendar (circle one): Yes No This event involves the consumption of alcohol (circle one): Yes No This event is intended to be all-ages with alcohol (circle one): Yes No Food will be served at this event (circle one): Yes No Description of event (e.g. itinerary, attendee demographics etc.): 2.1 Events involving organized transportation Mode of transportation arranged: _______________________ Note: If you are renting a vehicle, you must take out collision insurance. Transportation is provided to and from the event venue (circle one): Yes No If yes, return transportation operates during the event (circle one): Yes No
- 42. 42 | Pa g e 2.1.1 Events involving bus transportation Number of buses: __________ Name(s) of bus captain(s): __________________________________________________ Do you need Constables to frisk before boarding? Yes No 2.2 Events involving the serving of alcohol Type of venue event is being held at (circle one): Licensed on-campus venue Licensed off-campus venue, without own security. Unlicensed venue with Special Occasion Permit (SOP) Description of alcohol service (e.g. who is providing service, nature of food service): Do you have Smart Serve licensed bartenders for your event? Yes No Is there a locked room or storage facility in which alcohol can be locked up after last call? Yes No 2.2.1 All-ages events involving the serving of alcohol Expected number or percentage of attendees under the age of 19 years: __________ 3. Agreement 3.1 Bus captain(s) I, ____________________________, agree to serve as a bus captain during and at the conclusion of the event in order to ensure that all riders behave in a safe and legal manner. I also agree to remain completely sober before and during the event. Signature: _______________________ Date: _______________________ 3.2 Primary contact I, ____________________________, as a member of ____________________________ and the primary contact for this event, hereby agree that the above information that I have provided in this form is both complete and correct. Signature: _______________________ Date: _____
- 43. 43 | Pa g e Queen’s Student Constables Booking Contract 1. Billing information Name of person to be billed: ________________________________________________ Name of organization: _____________________________________________________ Billing address: __________________________________________________________ Telephone number(s): ___________________ E-mail address: ___________________ 2. Event Information Title of event: ____________________________________________________________ Date and duration of event: ___________________ Location of event: ___________________ Would you like a yearbook photographer to take photos at your event? □Yes □ No Preferred uniform for Student Constables at event (circle one): QSC Polo Shirt & Tag QSC Yellow Jacket & Tag Semi-Formal Attire & Tag 3. Remuneration for services rendered The charge out rate is based on a tiered charge system. Events which require seniors will be charged $13.50 an hour per senior. They will also be charged $12.00 an hour per junior constable. Charge-out fee = Number of Student Constables working х Number of hours worked per Junior Student Constable х $12.00 Charge-out fee = Number of Student Constables working х Number of hours worked per Senior Student Constable х $13.50 Note: An additional 15 minutes will be billed for every consecutive four hour block each Student Constable works, if applicable. 13% HST will also be added to the invoice. Any estimate given by a representative of Queen’s Student Constables is to be considered a quote for the projected cost of the forthcoming services rendered. This quote is subject to change based on variables assessed by the Chief Constable. If you are a representative of a student club which may not be able to cover the cost of Student Constables, please contact the Chief Constable, who may discuss alternate arrangements with you. 4. Additional Terms 4.1 Deposit Organizers must pay a deposit to book Student Constables for the forthcoming services rendered if requested by the Chief Constable. This deposit will be no less than 25% of the projected cost. The deposit will be returned upon payment.
- 44. 44 | Pa g e 4.2 Confirmation policy This form must be completed and submitted to the Queen’s Student Constables office a minimum of three weeks in advance to the scheduled date of the event. Forms submitted less than 10 days prior to the schedule event will be subject to a late approval fee of one hour per Student Constable assigned to the event. Events submitted with less than one week’s notice run the risk of not being sanctioned. Organizers will be notified of the status of their event at least one week in advance. 4.3 Cancellation policy If organizers decide to cancel or modify an event such that fewer Student Constables are required than are assigned, they must do so at least two business days in advance to the scheduled date of the event. If appropriate notification is not received, the Chief Constable will either cash the deposit or bill the above person for the cost of the assigned number of Student Constables for two hours of services rendered. 5. Agreement 5.1 Sober contact I, ____________________________, agree to serve as the sober contact for the complete duration of the event, available to the on-duty Student Constables during and at the conclusion of the event. I also agree to remain completely sober before and during the event. Signature: _______________________ Date: _______________________ 5.2 Person to be billed I, ____________________________, as a member of ____________________________, understand the above policies and procedures involved in booking the Queen’s Student Constables for this student event. I also understand that any breach of this contract and/or failure to pay for any services rendered could result in the loss of the deposit (if applicable), additional costs, future loss of QSC services and possible disciplinary action administered by the AMS Commission of Internal Affairs. I also understand that the number of Student Constables required to attend this event is at the discretion of the Chief Constable of QSC. Signature: _______________________ Date: _______________________ 5.3 Customer Satisfaction Survey We ask that all customers please fill out the customer satisfaction survey. This survey is designed to gather useful information which can be used to help us evaluate our performance and see how we can better improve our service. Please follow the link below to access the survey. http://www.surveymonkey.com/s/26P5DR6
- 45. 45 | Pa g e Queen’s First Aid Coverage Contract Please read through all this information carefully as there is very important information regarding Queen's First Aid Coverage. By signing this contract I understand and agree to the following: 1. Queen's First Aid will consider coverage of an event if: i) it involves any or all of the following: over thirty (30) people attending, physical activity, alcohol being served and there is any first aid concern. and ii) it is being held on Main or West Campus OR is being held off campus by a Department, Service, or Club of Queen's University. and iv) it is a Queen's University/Alma Mater Society sanctioned event. and v) Queen's Student Constables or Science Constables are present if alcohol is being served. 2. In order for Queen’s First Aid to consider coverage of an event, this form must be submitted at least fourteen (14) days before the scheduled event. Requests made with less than fourteen (14) days’ notice will be covered only if resources are available. Queen's First Aid will be unable to provide coverage if request is received less than seventy-two (72) hours before the event. 3. If Queen's First Aid's coverage of an event runs for four (4) hours or more, event organizers are required to provide the Queen's First Aid volunteers with a meal. 4. Queen's First Aid is run and staffed entirely by volunteers who are unable to accept any remuneration for their services. However, should an organization wish to make a charitable donation, one may be made after coverage of the event is complete by contacting Kevin McGill, Director of Queen's First Aid. 5. Event Organizers are required to provide Queen's First Aid the name of a Sober Contact Person for the event. This person is responsible for coordinating with QFA Responders at the event and ensuring that they receive a meal (if the event contract calls for it – if event runs more than 4 hours). The Sober Contact must be available to guide QFA to a pre-determined post location and to instruct Responders prior to the start of the event. They are also responsible for ensuring that all persons who leave the event do so safely (including coverage of cab fare if necessary). 6. Submission of this form does not guarantee coverage of the event. The Director of Queen's First Aid reserves the right to make all final decision regarding coverage of an event. 7. Queen's First Aid Responders at an event, in conjunction with Student/Science Constables, and/or an Executive QFA Member may leave an event they are covering if, in their opinion, continuing coverage could cause injury/illness to the QFA Responders/Staff/Volunteers/Patrons, the event is too dangerous to continue, part/all of this contract is broken by the requesting party, or the request form was misleading in its description of the event. 8. The Duty Coordinator of Queen's First Aid (Robyn Duffus) will contact you regarding receipt of this request. You will also be contacted at least three (3) days before the event to confirm coverage. If you have any questions about this Contract please contact Daniel Quinn, QFA Director or Robyn Duffus, Duties Coordinator at [email protected] _____________________________________ Print Name _____________________________________ __________________________ Signature Date See over for Request Form
- 46. 46 | Pa g e Queen's First Aid Coverage Request [email protected], 533-6000 x 75373, www.queensfirstaid.com Contact Info Event Organizer: Name ________________________________________________ Phone (Office) ____________ Queen's Email _________________________________________ Phone (Home) ____________ Mailing Address (Queen's Internal Mail, or AMS Mailbox are Acceptable) _______________________________________________________________________________ Contact Person at Event: (Must be a sober contact if event involves alcohol.) Name ________________________________________ Phone ___________________________ Queen's Email _________________________________ Phone (at event) ___________________ Event Information Name of Event __________________________________________________________________ Queen's/AMS/SGPS Organizational Group ___________________________________________ Event Date DD/MM/YY Event Run Time ________ - _________ Expected Attendance _______ Time QFA should arrive ________ Time coverage will end ______ MAX Pos. Attendance ______ Location of Event ______________________ Meeting Place (if applicable) _________________ Present at Event (Check all that apply) □ Alcohol □ Access to Water * □ Public Restrooms * □ Post Location for QFA □ Loud Noise/Music □ Meal for QFA ** □ All Ages Event * Required if event involves the serving of alcohol, or physical activity. ** Required if QFA coverage lasts for four (4) hours, or more. Event Description Briefly Describe the Event Is This the First Year the Event Has Been Run: Yes / No If YES, Have There Been Any Problems in the Past (Describe) If NO, Are There Any Perceived Problems Other Services Present □ Queen's Student Constables □ Queen's Science Constables □ Queen's Campus Security □ Kingston Police Services □ Kingston Regional Ambulance □ Private Patient Transport Company □ Other _______________________________________________________________________ This form must be submitted to Queen's First Aid two (2) weeks prior to the event in order to ensure equal consideration for coverage. Queen's First Aid is an entirely student-run volunteer organization, and no fee is required for its services (though donations are always accepted.) In order for this Request to be processed it must be filled out in its entirety, and the attached Contract must be signed. Incomplete, or unsigned applications for coverage will not be accepted. The Director of QFA reserves the right of final say in the decision to cover/not cover an event. QFA USE ONLY Coverage Accepted Y /N RR Total QFA Hrs Cas. Treated # Responders Assigned Contacted By Donation Event form □ D □ R Follow-Up By NQA See Over for Contract
- 47. 47 | Pa g e APPENDIX F: AMS Insurance Coverage and Risk Management Guide (In effect 1 May 2009- Version 1.0) INSURANCE COVERAGE The Alma Mater Society of Queen's University (“Society” & “AMS Inc.”) and the John Deutsch University Centre & All Affiliated Clubs and Associations (Member Faculty Societies, Residence Councils etc) are covered by three types of insurance: Property, Third Party Liability, Alcohol Liability, Crime, D&O, & Libel. Property: 1. This covers AMS Inc. owned assets against loss by theft or damage by fire, flood and so on. Assets include office equipment, computers, dark room equipment and the like. That is anything that WE own. This does not cover any thing owned by a group that is not a department of, or a service operated by, the AMS Inc. Therefore Alfie's is covered but Clark Hall Pub is not. The Internal Affairs Commission’s stuff is covered but Queen’s First Aid’s stuff is not. Note also that the University covers only property owned by the University (except for the Queen’s Band’s uniforms and CFRC equipment). Student faculty societies or other organizations associated with the AMS or University should arrange for their own property insurance through their own agent or as specifically set up through the AMS policy. 2. As with all of these types of insurance there is a deductible, $2,500, for general items and computer equipment & portable items (radios, bikes, hoods & gowns etc) and, if we have too many claims, our premiums will go up. Therefore, it is probably better for us to payout for smaller losses. 3. Vehicle Rentals: When anyone in the AMS or an AMS recognised group rents a passenger car or light commercial vehicle (i.e. rentable using general auto licence), our insurance covers collision and comprehensive costs up to $50,000 of value of the vehicle with a $2,500 deductible. All groups, if they rent vehicles under the auspices of the Society, MUST take out the rental company’s collision insurance, whenever possible to limit liability (establish a deductible) for a damage claim (usually to $1,000). Groups are reminded that, if the waiver(s) is not paid down and damage occurs, the organization must be prepared to pay at least the cost up to the AMS $2,500 deductible and up to the full cost of the damage should an accident occur. (Note: most rental agencies will hold YOU liable for 100% of the costs of damage caused by striking overhead objects even with the waiver). Third Party Liability: 1. General. The AMS insurance covers the Society, up to $5,000,000, if some third party sues us for negligence. This is the policy under which all AMS student groups, activities, programs and services are covered including. all of the member Societies and all of the AMS Assembly recognized clubs and organizations. This would cover the AMS (or the Club, Residence Council or Faculty Society) if someone were hurt in a Society sponsored/sanctioned event where the Society student members, employee, or volunteer organisers were deemed to be negligent. As well, this basic liability coverage is supplemented by the AMS “Umbrella” coverage(s) - see below. 2. Liquor. The AMS policy covers the AMS for negligence attributed to claims arising from the serving of alcohol at or by AMS licenced (under the tripartite agreement) operations – specifically the Queen’s Pub, Clark Hall and Alfie’s and you and/or your AMS organization; in the case of Sanctioned student Society, Faculty Society, Residence Council, Club organized/sponsored/sanctioned events/activities. Note: The AMS liquor liability insurance excludes liability arising from any injury claims arising from the sale, gift, use, serving or distribution of alcoholic beverages: that is in any way in contravention of AMS Insurance Coverage Risk Management Guide 2009-2010 (ver1.0) 2 / 5
- 48. 48 | Pa g e the Liquor Licence Act; while the licence is suspended; and/or to a person who has not reached the legal drinking age 3. In addition, the AMS (Society & AMS Inc.) is considered an “additional insured” under Queen’s University’s third party liability policy with CURIE. This policy provides coverage (up to $20M) for AMS member students who are performing duties and holding events/functions (with or without alcohol) in the furtherance of broader learning related to and sanctioned by the Society, Faculty Societies, Residence Student Councils and the University. 4. All AMS employees and volunteers are covered if they are personally named in a suit along with the AMS. 5. AMS employees renting vehicles are covered by AMS “Non-owned” auto liability in excess of a private auto or the rental agency’s liability policy. If they have an accident in their vehicle or in a rental vehicle while on AMS related business, our insurance will cover any liability that the AMS is responsible for over and above the individual's or the rental agency’s third party liability. Users of private vehicles must ensure they have third party liability coverage of at least $1,000,000. (Note: this is different from collision coverage- insurance for physical damage of rental vehicles is addressed above) 6. Special Exclusions: (i.e. coverage is not provided for claims arising from a. Terrorism b. Data (Virus) c. Abuse d. Bodily injury to entertainers engaged in any type of private or public performance. e. Claims arising from mechanical bulls or similar rides. f. Pyrotechnics 7. Special coverage/extensions: a. After-hours Childcare. b. Volunteers as Additional Insureds: to cover volunteers supporting AMS sanctioned activities Crime Insurance: 1. This protects the AMS against employee theft, up to $50,000, and theft, or destruction of money and securities up to $15,000. For cheques to be covered there must be two signatures on the cheques. There is a $1,000 deductible on each loss. 2. In the case of employee theft, we must take action to identify the employee(s) (including prosecution) to be covered for the loss. AMS Insurance Coverage Risk Management Guide 2009-2010 (ver1.0) 3 / 5
- 49. 49 | Pa g e Directors and Officers Liability: 1. This insurance covers AMS directors (including Journal Board and CFRC Board and Radio Queen’s University Board), officers, employees, committee members and volunteers who by virtue undertaking duties on behalf of the Society if they are sued for a “wrongful act” up to a limit of $5,000,000 liability. This coverage extends to executives, officers or directors and persons of AMS affiliated faculty societies, residence councils and/or clubs. 2. In addition, the AMS (Society & AMS Inc.) is considered an “additional insured” under Queen’s errors and omissions liability CURIE policy. This provides errors and omissions coverage (up to $20M) for ) for AMS member students who are performing duties and holding events/functions (with or without alcohol) in the furtherance of broader learning related to and sanctioned by the Society, Faculty Societies, Residence Student Councils and the University. Communications Errors & Omissions Liability (Libel): 1. Publication libel & slander (Personal Injury) coverage of $1 million (subject to $25,000 deductible) to cover suits brought to AMS affiliated student organizations’ publishing (Newspapers, Magazines, Web sites etc) activities i.e. Queen’s Journal, Golden Words, Ultra Violet, The Empress, The Undergraduate Review, Diatribe, Feminist Review, myAMS.org, CFRC etc. 2. In addition, the AMS (Society & AMS Inc.) is considered an “additional insured” under Queen’s personal injury CURIE policy. This policy provides personal injury coverage (up to $20M) for AMS member students who are performing duties and publishing in the furtherance of broader learning related to and sanctioned by the Society, Faculty Societies, Residence Student Councils and the University. Umbrella Liability: 1. The AMS third party general liability insurance covers the first five million dollars of a claim (one million for publication libel). The AMS also has an additional five million dollar “umbrella” liability coverage for claims that might arise in excess of its basic liability coverages; for all AMS operations including the campus pubs run by the AMS. RISK MANAGEMENT General 1. Insurance is only one means of handling financial risks and is only reactive to a claim. Proactive measures -PREVENTION and GOOD PRACTICES (due diligence, common sense, good judgement, training, prudence, supervision etc.) are more constructive ways to prevent and/or limit injury to people and loss of property- and to reduce the potential negligence liability. Remember YOU, as the organiser or organizing group, are running/organizing an event/activity, can assume you have some degree of liability (especially if alcohol is involved) under civil law for the safety of the participants (and in the case of alcohol the safety of others caused by one of your alcohol consuming participants). 2. You and the organization you represent may be held financially liable for any outcome if your negligence is determined as being a contributing factor. You cannot “waiver” away this responsibility. It is YOUR responsibility to ensure that all safety precautions are taken, and that your practices, actions and/or supervision (or lack there of) do not contribute to the risk. AMS Insurance Coverage Risk Management Guide 2009-2010 (ver1.0) 4 / 5
- 50. 50 | Pa g e 3. The Society, with its Queen’s Student Constables (www.myAMS.org/qsc) and the Science Constables has a unique capacity to promote enjoyable activities and events in a safe environment. Event organizers should note that: “Any campus group or organization carrying on any function, on or off campus, which involves members of the Society, must notify the Chief Constable’s office at least one week prior to the event. Depending on the nature of the function, and in consultation with the organizers, Queen’s Student Constables shall attend the function”. AMS/Faculty Society/Club Event/Activity Sanctioning 1. ALL student Society, Faculty Society, Residence Council, Club organized/sponsored/sanctioned events/activities, must adhere to the Assembly approved protocol to have the event sanctioned. Conversely an event/activity/function, sponsored by you and/or your organization; without adhering to the protocol, is not and cannot be an AMS sanctioned event/activity/function, thus you personally and/ or your organization assume all the financial risk of any injury claim arising at such an event/activity/function. To have a sanctioned event you must complete the AMS/Faculty Society Event Sanction Forms and provide, if applicable, the supportive licencing and insurance documentation. Licencing and Insurance Requirements for Events Involving Alcohol* On Campus: a. Sanctioned events and activities held on campus in a campus pub (only Alfie’s, Queen’s Pub & Clark Hall Pub) will be permitted at all times subject to the rules and regulations governing the operations of the pub. b. Sanctioned events and activities may be held, on campus in an unlicensed premises, only if the organizing individual applies for AGCO Special Occasion Permit (SOP)* and the organizer arranges through the AMS or Food Services for the “Catering” (i.e. placing under control) of the event by the Licenced operators. 2. Off Campus: a. Sanctioned events and activities may be held, at off campus at a licensed premises, (i.e. a restaurant, banquet hall, bar) ONLY if: i. a segregated room or the complete licenced facility is “contracted for” (Note: An event or activity where students commingle with other patrons cannot be insured and therefore cannot be a sanctioned event.), and ii. the liquor serving establishment gets their insurance company to provide a Certificate of Insurance (and/or name the AMS as an insured party) before the event. b. Sanctioned events and activities may be held, at off campus at unlicenced locations (i.e. in the event organizer’s and/or host’s home or leased dwelling, camping trip, retreat etc), ONLY if: i. the organizing individual applies for an SOP, and ii. the event organizer gets their or their host’s or the location owner’s insurance company to provide a Certificate of Insurance (and/or name the AMS as an insured party) before the event; or the event organizer arranges through the AMS for University insurance (CURIE) coverage. * The AMS VPOps & General Manager will assist groups, faculty society or clubs in meeting the sanctioning & insurance requirements and the AMS Retail Operations Officer will assist groups, faculty society or clubs in applying for an SOP. AMS Insurance Coverage Risk Management Guide 2009-2010 (ver1.0) 5 / 5
- 51. 51 | Pa g e High Risk/Non-Sanctioned Activities/Events 1. General liability Insurance coverage depends on the nature of the event and policy exclusions. Normally, the running of “high risk” activities (see risk assessment matrix), (i.e. pub-crawls, extreme Frisbee, polar bear diving etc) and/or running/ holding any event/activity that involves alcohol without obtaining the above required licensing/insurance ---will not and cannot be sanctioned by the AMS. However, even if insurance coverage and licensing can be obtained, if the other risk factors cannot be adequately managed the event should not proceed. If you are considering organising any of these types of events and you want the event to be sanctioned and covered by AMS insurance, you or your faculty society officers must explicitly and in writing both seek and receive approval from the AMS VP Ops prior to the event. 2. If your faculty, council, organization, group, or club are running an event that is not sanctioned by the AMS or a faculty society then it is not covered by the AMS insurance. If you do not confirm that you have other insurance coverage in place (Event Insurance, CURIE) for your event or function you personally could be held legally obligated to pay for damages arising from a claim. 3. If your faculty, organization, group, club, or activity is planning to participate in a “high risk” event run by someone else (white water rafting, bungee jumping, paint-ball, sky-diving etc) you must obtain a Certificate of Insurance (proof of insurance) and/or a have them sign a Hold Harmless and Indemnification Agreement from the third party running the event (i.e. the company providing the event) and you must arrange that the third party add the AMS as an additional insured with thirty (30) days notice of cancellation. (i.e. make sure the providing organization has at least $5M liability insurance coverage and names the AMS to protect you from a negligence claim). Information & Support 1. Do not leave yourself open for potential problems and personal exposure to financial risk. If you have any question of property or activity/event liability or coverage, interpretations of inclusions or exclusions, releases/waivers, requirements for proof of insurance or liability endorsements etc. Please contact the AMS VP Ops and/or General Manager at 613-533-3001 Ext. 74812 or by E-mail: gm @ams.queensu.ca at least 30 days in advance of the planned event, if possible. 2. References: a. AMS Activity/Event Sactioning Form b. AMS Event & Activity Policy c. AMS Constitution d. Chief Constable’s Office& Web site e.. Queen’s Alcohol Policy f.. Queen’s Off Campus Activity Policy
- 52. 52 | Pa g e APPENDIX G: ASUS Projector Screen Rate Card