General Information about Meeting Rooms

Meeting rooms are free for McMaster University students and departments unless the room is:

  • used for commercial purposes (selling something, collecting donations, displaying or demonstrating goods or services to be purchased online, distributing goods that were purchased online)
  • booked on behalf of a non-McMaster company or group, including charities, political parties, and recruiters for other employers
  • used for an activity for which participants must pay to attend (e.g. workshop, training, conference, tournament, special event, etc.)
  • used in connection with/support of a special event
  • used for academic purposes (e.g. a class, tutorial or lab)

If your booking falls into any of these categories of events, please use the Special Event Request form.

Image of a meeting room in MUSC with one long table with 15 chairs around
Image of a MUSC meeting room with 4 groupings of tables, each with 12 chairs around
Image of a MUSC meeting room with one table and 12 chairs around

Bookings are for the meeting room only and should not encroach on common areas including corridors.

Furniture may not be removed from the meeting rooms. If the furniture is rearranged it must be returned to its original configuration.

The MUSC meeting rooms are located on the second and third floors, sharing corridors with offices and other meeting rooms. Noise and odors must be contained to the meeting room so as not to disrupt the quiet enjoyment of the space for others sharing the space.

Clubs, Faculty Societies, and other student groups: please ensure your President (or equivalent) has completed the Student Group Booking Privileges Form before submitting a Meeting Room Request form. 

In addition, student groups are required to go through the EOHSS Risk Assessment Portal to get permission for their meetings and events. Bookings for student groups will be reserved on hold until the EOHSS booking code is sent via email to the MUSC Administration Office.

**NEW**

MUSC is now booking the meeting rooms and open area in the CLUBS ROOM for MSU-recognized clubs. If you want to specifically book this space, please provide details in the NOTES section on the request form.



    Meeting Room Guidelines

    Groups will be limited to a total of three (3) hours of recurring meeting times each week to ensure equitable access to meeting space. To book rooms on a recurring basis (i.e. weekly, biweekly), please book according to the following schedule:

    For recurring (weekly or biweekly meetings between:Submit your request on or after:
    September 1 and December 24June 15
    January 2 and April 30October 15
    May 1 and August 31February 15

    All meeting room requests are processed through our online booking form. Short-notice requests (i.e., less than 48 hours in advance) may be done over the phone or in person.

    If a booked room is no longer required, it must be canceled.

    Food Policy in Meeting Rooms:

    Groups may bring food into meeting rooms provided all leftovers and waste are removed at the end of the booking. Catered food (i.e., delivered to the room and/or served by a third party) may only be ordered through Catering Services or TwelvEighty.