Book Space

Book a Space

LUSU can help clubs request student-owned spaces, Lakehead University rooms, tables, and other event spaces. The booking process differs between Thunder Bay and Orillia/Barrie.

Submitting a request does not reserve the space. Wait for written confirmation before advertising a location or making commitments connected to the booking.

Before Requesting a Space

Prepare the following information:

  • Event date, start time, and end time.
  • Time required for setup and cleanup.
  • Expected attendance.
  • Preferred room or type of space.
  • Room layout and setup requirements.
  • Accessibility requirements.
  • Food, beverage, or alcohol plans.
  • Equipment, sound, and technology needs.
  • Whether the event is open to the public.
  • Any unusual activities or additional risks.

Thunder Bay

Thunder Bay clubs request spaces through the Event Submission process on their organization page in Clubs Den.

LUSU can help clubs request student-owned spaces, including:

  • The Outpost.
  • The Study Coffeehouse.
  • The Side Room.
  • The LUSU Boardroom.

LUSU can also help coordinate requests for Lakehead spaces, including:

  • Classrooms and lecture halls.
  • Residence lounges.
  • The Faculty Lounge.
  • Avila Gym.
  • Bora Laskin Gym and Field.
  • Other Lakehead Athletics facilities.
  • Tables and common areas.
  • Outdoor spaces and other campus facilities.

How to Request a Space

  1. Sign in to Clubs Den.
  2. Open My Organizations.
  3. Select your club.
  4. Open Events.
  5. Select Create Event.
  6. Include the complete space and setup request in the event submission.
  7. Wait for confirmation before promoting the location.

Straightforward room and table requests may be free when no special setup, catering, staffing, or additional services are required.

Fees may apply for:

  • Special room setup.
  • Multiple tables or unusual layouts.
  • Technology or sound support.
  • Catering.
  • Staffing.
  • Use outside regular operating hours.
  • Other services provided by LUSU or Lakehead.

Thunder Bay special-event requests requiring additional coordination must be submitted at least 20 business days before the event. Complex events may require more time.

Contact: services@lusu.ca

Orillia and Barrie

Orillia and Barrie clubs must create the event in Clubs Den and submit the applicable booking form through the Orillia and Barrie Branch.

Standard Room and Space Requests

Use the standard request for straightforward room, table, classroom, or boardroom bookings that do not require complex setup, extensive catering, additional risk management, or other special authorization.

  1. Sign in to Clubs Den.
  2. Open Forms from the navigation panel.
  3. Select the Orillia and Barrie Branch.
  4. Select Orillia Room and Space Booking Request.
  5. Complete and submit the form.
  6. Wait for confirmation before promoting the location.

Special Event Requests

Use the special-event request when your event includes:

  • Special room or tabling setup.
  • Advanced technology or sound.
  • Activity outside regular campus hours.
  • Extensive catering or an alternate food provider.
  • Additional risk-management requirements.
  • Music or sound amplification.
  • Other specialized services or authorization.
  1. Open Forms in Clubs Den.
  2. Select the Orillia and Barrie Branch.
  3. Select Orillia Special Event Request.
  4. Complete and submit the form with all required supporting documents.

Special-event requests must be submitted at least 30 business days before the event. Events requiring extensive coordination may need additional time.

Contact: orilliamanager@lusu.ca

Costs and Agreements

Your club must have enough money in its LUSU account before committing to a paid booking or service.

Do not sign an agreement, approve an invoice, or pay a deposit before LUSU has reviewed the arrangement. Unauthorized costs may become the responsibility of the person who made the commitment.

See Club Finances for purchasing and payment procedures.