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Host Your Student Event

Events organized by students are at the heart of the unique Vic experience. The staff at the office of the Dean of Students offers support on planning, documentation, and guidelines.

Book an event at Vic

To book an event at Vic, please:

  1. Download and complete the “Victoria Student Event Form” (fillable PDF or DOC).

  2. Submit the form to
    The best practice is to submit the VSEF for any events at least 10 business days in advance to provide sufficient time for alternative arrangements if needed (different room, confirmation of budget, etc). If you do not have all the details for your VSEF, please fill out as much as possible, and submit it! The Dean’s Office staff are more than happy to walk you through any questions or concerns you may have as you plan your event.

  3. The Student Event Organizer will hear back from Dean’s Office Staff within two business days to confirm the booking or schedule a risk assessment meeting.

  4. If risk assessment is required, it will be scheduled within 5 business days of the initial VSEF confirmation.
    If you require alcohol or food service at your on-campus event, approval will take an additional 10 business days (VSEF should be submitted 15 days in advance).

Host a table

If you would like to host a table in the Vic Quad or in the Wendy Cecil Atrium, please:

  1. Download and complete the “Tabling Request Form” (fillable PDF or DOC).

  2. Submit this form to at least five business days before your event.

  3. You will hear back from Dean’s Office Staff within two business days about booking confirmation and/or a follow-up if any catering is involved.
Things to keep in mind
  • If you are planning on hosting an event with catering and/or alcohol service, please ensure you submit a VSEF at least 15 business days in advance.

  • The same VSEF can be used for events on and off campus.
    • For On-Campus Events, please keep in mind that your first choice of space may not be available.
    • For Off-Campus Events, please submit the VSEF before making any confirmation or deposits with venues.

  • Not sure if you have all the info, but you're worried about timelines? Submit the VSEF with as much info as you have to get the process started and book an appointment with a staff member in the Dean’s Office.

  • Turnaround time for space bookings only (i.e. a meeting with no catering or alcohol service) is typically quicker. Stay tuned for more information on drop-in bookings in the Goldring Student Centre.
Spaces for student bookings on campus


Types of Bookings


Wendy Cecil Atrium, GSC
Open space on the first floor of the GSC

Tabling Booking
Panel Presentation


Wymilwood Lounge 

Large closed room on the first floor of the GSC with multiple setup options available

Panel Discussion 
Lecture Series 
Group Work 
Group Meeting 

Copper Room, GSC
Classroom-like space with a smartboard
Lecture Series
Group Meetings
Music Room
Closed room with mirrors, a piano, a barre along the back wall

Dance Practise
Music Rehearsals
Group Work

Commuter Lounge
Basement lounge space with soft seating and built-in TV for AV

Group Meetings
Group Work
Movie Screening

Margaret Addison Field
Field bookings are subject to cancellation in poor/muddy weather

Drop in sports
Outdoor Games
Outdoor Movie Nights


The Cat’s Eye

Student-Run lounge space used for drop-in space and multiple events. Contact for bookings.

Panel Discussion
Lecture Series
Open Mic


Alumni Hall

Large space in Old Vic with multiple setup options available

Panel Discussions
Open Mic

50 - 200