Non-academic room booking requests at the Ignat Kaneff Building (IKB) are processed by the Office of the Executive Officer (OEO). Course-related or academic requests should be directed to Osgoode’s Student Services Office. Room bookings are processed based on a first-come first-served basis and restrictions may apply based on the academic program needs. Non-academic booking requests are responded to within 1-2 business days and booking confirmations are sent within 3-5 business days.   

Refer to the categories below to determine how to proceed with your booking request:

Osgoode Students and Student Groups/Clubs

1. Request your booking via the YU Room Booking form. This form will direct Recognized Student Organizations (RSOs) to complete a Temporary Use of University Space (TUUS application). Student groups must submit a TUUS application; more details on this requirement can be found on the TUUS reserving space and equipment page. Note that TUUS applications must be submitted a minimum of 10 business days prior to the event or activity.
2. Confirm your status as a Recognized Student Organization (RSO): All Recognized Student Organizations (include student government, club or organizations recognized by Student Community and Leadership Development (SCLD)) must submit a TUUS application. Legal and Lit clubs can confirm their status with the Legal and Lit leadership team.
3. How to register as a Recognized Student Organization (RSO): Refer to the Student Community and Leadership Development (SCLD) student organizations page or contact their office at yuengage@yorku.ca for further support.

Osgoode Administrative Staff and Faculty

1. Request your booking via Osgoode’s ad hoc room request form. For questions about completing this form, please email rooms@osgoode.yorku.ca.
2. Include details about required equipment and service requests in the ad hoc room request. Note that these services have an associated fee (see below for information about equipment orders and service requests).
3. Confirm if you need to submit a Temporary Use of University Space (TUUS) application (see below for TUUS details). Before submitting the TUUS application, ensure that you have submitted Osgoode’s ad hoc room request form. Users must use their Passport York (PPY) account to log in and submit the TUUS application. Note that TUUS applications must be submitted a minimum of 10 business days prior to the event or activity.    

Non-Osgoode Community Members

The Office of the Executive Officer (OEO) prioritizes internal Osgoode booking requests. External requests (non-Osgoode community members) are not guaranteed for approval and are considered based on availability at the time of the request. Note that effective September 1, 2025, non-Osgoode community members will be charged for room bookings at the Ignat Kaneff Building (IKB).  Follow the steps below to request an ad hoc space at the IKB:

1. Request your booking via Osgoode’s ad hoc room request form. For questions about completing this form, please email rooms@osgoode.yorku.ca.
2. Include details about required equipment and service requests in the ad hoc room request. Note that these services have an associated fee (see below for details about equipment orders and service requests).
3. Confirm if you need to submit a Temporary Use of University Space (TUUS)application (see below for TUUS details). Before submitting the TUUS application, ensure that you have submitted Osgoode’s ad hoc room request form. Users must use their Passport York (PPY) account to log in and submit the TUUS application. Note that TUUS applications must be submitted a minimum of 10 business days prior to the event or activity.     
4. Review the IKB room rental rates **coming soon effective September 1, 2025.

External Requests (outside York University)

Individuals or organizations not associated with York University must contact York University Accommodation & Conference Services by email askacs@yorku.ca or call 416-736-2100 Ext. 20325.

Temporary Use of University Space (TUUS)

The Office of Temporary Use of University Space (TUUS) works collaboratively with various Faculty, College and department offices across the University and is responsible for the consistent implementation of, and compliance with, the University’s Temporary Use of University Space policy and procedure. This includes the assessment and screening of applications for internally sponsored events in regard to eligibility, service requirements, mitigation of risks to the University, and cost recovery, where applicable. All users of Osgoode space must be in compliance with York University policies.

TUUS applications are processed in accordance with the TUUS Regulation, which requires at least 10 business days. Business days for TUUS are Monday to Friday (no weekends or holidays). Events that do not adhere to the processing timelines will be denied.

A TUUS application is required in the following circumstances:

1. The event is being hosted by a Registered Student Organization (RSO).
2. The event is open to external (non-York) participants/speakers/guests/VIPs (Alumni are considered external).
3. Food provided by an off-campus caterer or food purchased from an off-campus store will be served at the event.
4. Alcohol will be served at the event.
5. Security is required at the event.
6. The event involves sponsorship by an external organization.
7. Smudging is part of your event.
   • “Smudging” is a traditional Indigenous ceremony that involves the burning of one or more Traditional sacred medicines. The four sacred medicines used in ceremonies are tobacco, cedar, sage and sweetgrass. These medicines are burned in small quantities and participants will fan the smoke, using their hands, over their head and body.

Note that this list is not exhaustive and if in doubt, contact the TUUS office for more information:

• Registered Student Organizations – please email tuusrso@yorku.ca
• Employees – please email tuus@yorku.ca

Equipment & Services

Other services requests are arranged directly with the designated York University office and have an associated fee. A York University cost centre number will be required to make the request.

Classroom Equipment Ordering (CEO)

Classroom Equipment Ordering (CEO) is an interactive request system for placing equipment orders for classroom/audio visual technology.

Service Requests (SRs)

Custodial Services is responsible for refreshing spaces and for any event set up. A Service Request must be submitted through Maximo at least 10 business days in advance of the event. This is a chargeable service. Visit the York Facilities website for rates and to submit a Service Request.

The Office of the Executive Officer (OEO) supports some areas with submitting SRs and will accept changes up to 5 days prior to the event or activity.

Food Services

Food Services provides information on catering options at the University. There is also a Dining Directory that lists the on-campus caterers. The Office of the Executive Officer (OEO) will not place catering orders behalf of a person or group requesting an ad hoc room booking.