Inquiries can be sent to stgroups@mcmaster.ca.
We have two kinds of recognized groups at McMaster:
- University Student Groups: Academic Societies
- Affiliated Student Organizations: McMaster Students Union (MSU), Graduate Students Association (GSA) and McMaster Association of Part-time Students (MAPS)
Recognized groups safeguard the reputation of the university by adhering to all policy and procedures and develop updated club constitutions, by-laws and policies for their members. A recognized group is also covered by insurance either by the university or their afiliated student organization. For more information, read the Student Groups Recognition, Risk Assessment and Event Planning Policy (page seven).
Non-Ratified Student Groups and Individual Student Bookings
Who falls into this category?
- Non-ratified student clubs
- Student organizations without official recognition
- External student organizations
- Individual students hosting events
Non-ratified student groups can request spaces based on availability outside of Ratified Club reservations, with requests reviewed before approval.
Non-ratified student groups, clubs, and societies are classified as “external” groups and must adhere to the same requirements as other external groups, including rental fees, contract terms and conditions, and Certificate of Insurance requirements.
Rental Fees
2026 Meeting Room Fees and 2027 Meeting Room Fees.
Insurance Requirements
For events on campus, we require that you obtain at least $5 million in commercial general liability insurance, inclusive, per occurrence for bodily injury, death, and damage to or loss of use of property, including a cross-liability clause. McMaster University shall be listed as an additional insured, and the insurance shall not be cancelled except upon 30 days prior notice to the University.
While McMaster University does not secure insurance on behalf of external groups,
clients may independently explore insurance providers such as Marsh or DUUO if they are seeking options. McMaster does not formally recommend or endorse any specific provider.
Once your insurance is secured, please send a copy to meet@mcmaster.ca for our records no later than seven (7) days before check-in.
Ensure you are using the clubs McMaster email. Personal McMaster emails or non-McMaster club emails are no longer valid. Student groups can create a role-based account (ending in @mcmaster.ca) through UTS. Please note:
- Role-based accounts must be created and sponsored by a full-time university employee.
- The turnaround time for account creation is up to five business days.
- More information: Person of Interest/Role Based Accounts – UTS
Visit our Planning page. You may also want to check out Resources and Safety.
Yes, event codes will continue to be issued when your event is approved, and you will require that code before you can reserve space.
Yes. Classroom and lecture halls are not available to book in the first two-three weeks of each academic term as teaching schedules get confirmed. Typically, the Meet@Mac portal is open for booking space after the drop/add date of each academic team. December and April exam periods also significantly reduce the availability of classrooms and lecture halls.
No. When an approver requests changes, the form stays with that approver until the updates are complete. It does not return to earlier approvers or restart the process. Once the requested changes are made, the form continues forward from that point.
All student groups — MSU, GSA, Academic Societies — must now complete the Criterion license form when their event includes a film.
This is likely because your event involves a third-party vendor (i.e., petting zoo, bouncy castle, equipment rental, non-McMaster instructor) and a certificate of insurance is required. You can upload this to the form, and it will be reviewed for final (Level 3) approval by Enterprise Risk.
A certificate of insurance is a document provided by the vendor verifying insurance coverage. A certificate of insurance in the amount of $5M for commercial general liability is required for all third-party vendors, except for chartered buses, which require $10M.
A certificate of insurance (COI) is required for any third party providing services for your event. This includes:
- Venue rental (off campus)
- DJ
- Photographer
- Equipment rental (generator, etc.)
- Petting Zoo
- Bus charters
- Inflatables
- Off-campus fitness instructors (e.g., Yoga)
Templated emails have been created to assist with requesting these certificates from third-party vendors.
Certificates of insurance must be uploaded to the portal within your event form, not emailed to Enterprise Risk. If the third-party vendor you are working with requires coverage, you can send a request for an insurance quote to entrisk@mcmaster.ca at least 10 days in advance of the event. This will ensure the request and payment are processed in time to approve the event.
Approvers will contact organizers through the portal when additional information is needed. Please monitor your portal notifications and student group email for follow-up requests.
- Submit the event at least 10 days in advance. Keep in mind the portal is monitored by approvers during regular university business hours.
- Answer all questions on the form accurately. Events involving external vendors, activity, travel, alcohol or large attendance may require additional review. Indicate these items clearly in the form so that the appropriate approvers can be brought into the workflow early.
- Submit all supporting documents (itinerary, budget, certificates of insurance) by uploading directly into the designated fields within the portal form. Avoid sending by email.