Contracts
To improve conference planning, a contract will be prepared detailing arrangements, terms, conditions and agreements relating to your event/program. This contract is usually prepared prior to arrival.
The contract will make reference to dates, schedules, number of participants, registration procedures, accommodation arrangements, food services, meeting arrangements, special requirements, rates, deposits and invoicing, general liability insurance and indemnification, publicity and code of behavior.
Once you have had an opportunity to review and approve the document, we will ask that it be signed and copied be exchanged. This contract serves as the operating agreement, with supplemental items added along the way.
Policies
In addition to the items found in the contract, reference will be made to several manuals of policies of the university which govern us while we are on the properties or involved in activities relating to the events that will take place at the University.
A list of the kinds of policies that are of particular note include, but are not limited to the following:
- The laws of the land
- General rules and regulations relating to health and safety, fire codes and LLBO
- Human Rights and race relations
- Sexual Harassment
- Prohibition of weapons
- Code of behavior
- Residential guidelines
- Parking
- Publicity, notices, signs, decoration and distribution of materials
- Freedom of speech and lawful assemblies and demonstrations
- General liability and indemnification
- Food and beverage guidelines
- Prohibition of smoking in certain areas
- Responsibility for damages
- Waste reduction and environmental issues
Special Note: While we have attempted to present our services as accurately as possible, please know that there are limitations of what can be done due to the nature of our facilities and primary academic mission.
Booking Procedures
Rates and Registration
Rates and registration vary according to the type of accommodation you need. To see rates and registration forms for each type, click here.
Confirmation and Deposit
To confirm your reservation, a non-refundable $100.00 deposit or credit card authorization is required. This deposit should be made payable to the University of Toronto by personal Canadian or U.S. dollar certified cheque or money order. The balance is due 2 weeks prior to arrival. All stays of less than 30 days are subject to 13% Harmonized Sales Tax. Please write or call 416-287-7356 to be certain of availability prior to mailing your deposit. E-mail: bardgett@utsc.utoronto.ca
Refunds
Refunds are allowed less one-night cancellation fee, within two weeks of arrival.
Check-In
Check-in takes place at the Residence Centre between 4pm and 8pm unless other arrangements are made before arrival. Guests must collect their keys at the Conference Services Front Desk, along with a parking pass and proxy card if parking is required. (A $10 deposit is required for signing out a proxy card which will be returned when the proxy card is returned to the Front Desk). Upon checking-in guests may obtain a wireless guest account and password for use in the Residence Centre, or an Ethernet cable for the apartments. Laundry cards can also be obtained at this point.
Check-Out
Check-out takes place before 10am in the Residence Centre. Keys must be left at the Conference Services Front Desk or in the key drop-off box outside the Residence Centre. A $150.00 fee is charged for missing key sets. A credit card imprint will be required for the key deposit at check-in.