External Event Space Booking Request

This form is for University of Calgary groups external to the Haskayne School of Business who wish to inquire about the use of the Mathison Hall Event Centre.

The Mathison Hall Event Centre (MTH 306 A&B) is managed by the Haskayne School of Business and is primarily reserved for Haskayne programs and events. Availability for non-Haskayne events is limited. If you are seeking on-campus event space, we encourage you to contact University of Calgary Accommodation & Events (UCAE) Services, which may better meet your needs.

If you wish to enquire about the availability of the space, please submit the booking request form via this webpage. Kindly note that:

Not all requests will be approved.
Bookings cannot be confirmed more than 45 days prior to the event date.

If your booking request is approved, all external groups are fully responsible for:

Event planning, management, and coordination.
Covering all event-related costs and managing third-party supplier arrangements.
Adhering to all UCalgary policies and procedures, including those related to insurance and risk management.
Developing floor plans, securing required approvals and booking UCAE to manage your room set-up and strike, at minimum 14 days prior to your event.
Arranging and paying for a post-event cleaning.
Arranging catering exclusively through Aramark.
Booking your AV/IT needs through UCAE, in collaboration with Com Media.
Covering any costs associated with property or equipment damage incurred during the event.

*Haskayne Student Clubs requesting to book event space, please visit Student Club Event Space Booking page.

The Event Centre can be divided into two smaller sections (A and B). Depending on the size of your event, we may allocate one section only.

Capacity of the Event Centre:

120 at rounds of 8 with staging
144 at rounds of 8, no staging
232 theatre style, no staging
160 theatre with staging (approx.)

Booking/Event name

Name of group, faculty or organization

Booking contact person

Booking contact email

Confirm email

Booking contact phone

Describe the event and provide a summary of its main objectives and how it supports the University’s strategic plan

Event Type

If Other, please specify

Event date

Start time (24 hour clock)

End time (24 hour clock)

Maximum number of people expected to attend

Planned room set up

If Other, please describe

I acknowledge that I need to contact University of Calgary Accommodation and Events (UCAE) to manage the room set up and take down.*

Do you need to have a separate reception space?

Does your event require catering?

I acknowledge that I need to contact either UCAE or Aramark to order my own catering.*

Does your event require audiovisual (AV)?

AV must be contracted through UCAE (which subcontracts Com Media) or a Haskayne-approved external AV company (Cine AV, ProShow, Encore)*

Room cleaning

I acknowledge that I am responsible for booking a post-event floor cleaning via Archibus. This service request must be submitted at least 14 days prior to the event, and arranged in accordance with the room strike by UCAE.

Provide the accounting string where damages and/or cleaning will be coded to for your event, in the case that the spaces you are using are not left in an appropriate state.

Additional comments

UCalgary Notice of Collection
The University of Calgary (UCalgary) respects your privacy and is committed to ensuring the privacy of all students, staff, and community members. Your personal information is being collected under the authority of section 4(c) of the Protection of Privacy Act (POPA). It will be collected, used and disclosed for the purposes outlined in UCalgary’s Notice of Collection, Use and Disclosure of Personal Information and managed in accordance with UCalgary’s Privacy Management Program. Your personal information may be input into automated systems to generate content or make decisions, recommendations, or predictions. If you have questions regarding this notice or UCalgary’s collection, use, or disclosure of your personal information, please contact accessandprivacy@ucalgary.ca.

For full information on requirements that must be met when hosting an external event in the Mathison Hall Event Centre, click here. [link to info sheet]

For more information, contact: rsvp@haskayne.ucalgary.ca.

External Event Space Booking Request

Event Organizer Responsibilities

Booking Request Form: Mathison Hall Event Centre (MTH 306 A&B)