Events at Brescia

Brescia believes in community and in bringing people together. This busy little university hosts many flagship events throughout the year, including the Sophia Series of public lectures, the Take the Lead public speaking contest, Breakfast for Bursaries, More than a Book Sale, plus a host of other public events and lectures.

Please look for new featured events on the Brescia Home Page.

Booking Procedures for Community Groups
If you are not a Brescia Faculty, Staff or Student group, please visit Brescia Conference Services for more information about booking your event at Brescia.
Booking Procedures for Staff and Faculty

Booking Space

If your event requires a room booking, please ensure that you book your room through the Room Booking Form. Your room will be confirmed via email by brescia.rooms@uwo.ca/abreenco@uwo.ca

Additional Information Regarding Room Bookings:

  • If there is set-up of the space required be sure to include that at the time of making the booking within the  Room Booking Form.
  • The Mercato is not a bookable space, if you have an exceptional event that you believe needs to be held in the Mercato the request must be submitted no later than September 30th for a fall term event and January 31st for a winter term event (Event requests for the Mercato will only be reviewed twice annually so please plan ahead).
  • If you require keys or access to your space, please go to the Clare Hall front desk and bring a copy of your booking confirmation.

Events in which Alcohol is Involved

Booking IT Equipment

  • Be sure to know what tech is already in the room you have booked and what you will need to borrow from the Library.
  • You can book IT equipment (including laptops, projectors, screens, extension cords, microphones, etc.) through the Beryl Ivey Library Booking System ( you will require a valid username and password to log into this site and you will need to show your Staff/Faculty card at the Library to sign out the equipment).

Ordering Catering

  • You can order catering for your event online through the Catering Order Form on the intranet.
  • Below are a list of things that should be considered when placing a catering order:
    • Order at least two weeks in advance. For large groups, please consider discussing arrangements with the Food Services Manager well in advance of the event.
    • Please provide Account GL# in the space provided for billing purposes.
    • If tables need to be set up, please indicate this so that Facilities Management can be contacted.
    • For large groups, final numbers need to be submitted to the Food Services Manager no later than 72 hours prior to the event.
  • If there will be alcohol served at your event a Special Events Permit will be required and you will need to complete a Staff/Faculty Event Application Form to be reviewed and approved by the Brescia Events Review Committee in order to receive a Special Events Permit.

Event Parking

  • If you will be having guests at your event you may wish to get parking passes for them so that they do not need to pay. These parking passes can be acquired at the Brescia Business Office (requires Department Head/Dean’s approval).
  • If you are having a large number of visitors to your event you may wish to have parking waived. To request that parking be waived for your event, please complete the Parking Waiver Request Form. 

Event Marketing and Communication

  • Use the handy Megaform to promote your Brescia-related event in our news and social media channels. The Megaform lets you tune your messages and select the channels you want to use for promotion. Use the Megaform and get your message out.                              
Booking Procedures for Student Groups
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STEP ONE: Events Planning Checklist

Any Brescia student group wishing to hold an event* must fill out a Student Event Application Form from the Brescia Events Review Committee (EVC). If this is your first event, please review the Student Event Planning Checklist prior to completing the Student Event Application Form.

Please note: If you are a group affiliated with a religious organization, please contact Brescia Campus Ministry directly as they may work with you to sponsor your event at Brescia.

*An event is any activity in which a student group participates on and off campus (examples: sports, presentations, conferences, trips, concerts, formal dances, networking events, guest speakers, etc.).

STEP TWO: Student Event Application Form

Please ensure that your Student Event Application Form is submitted a minimum of 10 business days in advance of your event.

Exceptions: 

  • Student Meetings: Student meetings are not considered events and organizers do not need to fill out a Student Event Application Form (examples: clubs or council meetings). If you need to book a room/space at Brescia for your student meeting you will need to Request a room through the Room Booking Form and indicate your event is a student meeting.
  • Brescia Academic Courses: If you are planning an event that is  part of a formal Brescia course (e.g. Dimensions of Leadership 1031 class leadership projects, etc.) and need to book a room/space at Brescia, you will need to:
    1.  Request a room through the Room Booking Form.
    2. Confirm your room booking by printing and filling out the Coursework Event Form and present it signed by your respective faculty member (teacher) to the Clare Hall Residence Front Desk.

STEP THREE: Booking a Room

If you have submitted a Student Event Application Form, you do not need to submit a Room Booking Form.

Additional Information Regarding Room Bookings:

  • The Mercato is not a bookable space, if you have an exceptional event that you believe needs to be held in the Mercato the request must be submitted no later than September 30th for a fall term event and January 31st for a winter term event (Event requests for the Mercato will only be reviewed twice annually so please plan ahead).

STEP FOUR: Event Parking

  • Parking Waiver: Parking enforcement can be waived in special circumstances for events at Brescia. If your event involves a large number of community guests/participants who do not normally park at Brescia you may be able to request that parking enforcement be temporarily cancelled for the duration of your event. In order to request this please complete the Parking Wavier Request Form.You will be asked to provide basic information about your event including how many guest vehicles are expected. This request is sent to  the Brescia Events Review Committee (EVC) which will determine, at its sole discretion, if it is appropriate to waive parking enforcement for your event and if so will ensure that it is arranged. EVC will confirm back with you regarding the status of your request
  • Guest Passes: If your event involves a smaller number of community guests/participants who do not normally park at Brescia, it may be more appropriate for you to purchase parking passes which you can also indicate on the  Parking Waiver Request Form. Please note that you are responsible for purchasing your parking passes. Passes can be purchased through the Brescia Welcome Desk in the St. James Building.

STEP FIVE: Event and Room Booking Approval Confirmation

1. The Brescia Events Review Committee (EVC) will make every effort to respond to your event application via email within 48 business hours. EVC will offer one of three responses to your event:

  • Approval: Your event will be approved as submitted
  • Pending Approval: Your event will be approved pending the submission of further information by the event organizer as requested by EVC.
  • Not-Approved: In very few cases EVC may not approve an event. An explanation of why the event is not approved will accompany this response.

2. Room bookings are tentatively held, if available, until your event has been approved. If you do not receive a confirmation please email brescia.rooms@uwo.ca directly. If the room you’ve requested is unavailable, you will be notified about this. Confirmation of room bookings for student events cannot occur until the Student Event Application Form has been approved by EVC. 

The Brescia Event Review Committee

The Brescia Event Review Committee (EVC) is an internal committee comprised of both Staff and Student representatives. This committee is responsible for reviewing all Student Event Applications and was developed to ensure a consistent and comprehensive implementation of Brescia’s Risk Management Policy and to ensure that Brescia sponsored events reflect the vision, mission and values of our educational institution. Questions? Please contact us at brescia.event@uwo.ca

Event Planning Resources

Applicable Forms

Want help promoting your event?

megaformUse the handy ‘Megaform’ to promote your Brescia-related event in our news and social media channels. The Megaform lets you tune your messages and select the channels you want to use for promotion. Use the Megaform and get your message out!

For inclusion in social media, several days before your event is the best time to use the megaform and distribute your message. For events that require more notice, or that you want included in the Weekly Leader, two weeks is even better.