The SERMA (Risk Management) Process
Brock University strives to strike a balance between providing space for meaningful, fun, engaging and inclusive activities, and ensuring that the potential for harm to students is low. The Student Event Risk Management and Approval (SERMA) process has been established to create an awareness of planning/safety issues and to protect both the attendees and the organizers of the event.
All students and student clubs must adhere to the SERMA process to use University resources and to conduct/promote events and activities as a student organization.
SERMA must be completed 10-21 days in advance prior to your event/meeting. Events/meetings cannot be advertised until SERMA approval is received.
Resources
Booking Space
BUSU Space
Clubs can host events in BUSU spaces free of charge. Clubs are subjected to the rules set by the Clubs Team in each space.
Brock Space
Clubs can host events in Brock spaces free of charge. Clubs are subjected to the rules set by Brock University in each space.
- Walker Complex
- Seminar and Lecture Rooms
- Specialty Event Spaces
- Rankin Family Pavilion
- International Centre
- Food and Space Booking Rules
- Accessing AV Services
- Requesting for Additional Tables and Chairs
Walker Complex
Fill out the Facility Rental Request Form to book Walker Complex spaces. This includes fitness studios, dance studios and the Alumni Turf Field. Once booked, please submit an event on ExperienceBU for SERMA approval 10-21 business days in advance.
Please note, food is not permitted in Walker Complex Facilities. Water and sports drinks are permitted.
Seminar and Lecture Rooms
The President and Vice President of each club, are able to book their own lecture and seminar rooms via the self service portal. Self Service Portal
Instructions on how to book a room, or recurring room can be found here. Room Booking Self Service Instructions or/and Recurring Room Booking Self Service Instructions
Once booked, please submit an event on ExperienceBU for SERMA approval 10-21 business days in advance.
If your club would like to add more people to the self service portal, please email the Clubs Manager at clubsmgr@brockbusu.ca
Specialty Event Spaces
To book Pond Inlet or the Fire Pit please fill out the Brock Specialty Room Bookings Form on ExperienceBU.
Note: These spaces may be booked 6 months in advance and are subject to availability. Once booked, please submit an event on ExperienceBU for SERMA approval 10-21 business days in advance.
Rankin Family Pavilion
To book the Rankin Family Pavilion, please use the Brock Rankin Family Pavilion Booking Form in the Clubs Portal on ExperienceBU.
Note: These spaces may be booked 6 weeks in advance and are subject to availability. Once booked, please submit an event on ExperienceBU for SERMA approval 10-21 business days in advance.
International Centre
To book a room at Brock International or request for collaboration, please fill out the Brock International and BUSU Clubs Collaboration Form.
How to Submit an Event for Risk Management
The risk management process for clubs is built right inside your club ExperienceBU page. Each time you create an event in ExperienceBU, your club will be guided through the SERMA process in the event creation form.
Please Note: To create events on your club ExperienceBU page. You must be the Primary Contact or have executive access. Please email experiencebu@brocku.ca if you need assistance.
- In the top left, click on the 3 lines, which will bring up the Explore/Manage Menu.
- Click the gear next to your club page to bring up the Settings.
- From the Settings, click on Events.
- Click on Create Event.
- As you complete the event submission on ExperienceBU, not only will you be submitting your event for approval through the required channels, but your event will also be advertised on ExperienceBU.
What Happened if I Don’t Get an Event Approved
If you do not receive event approval, your event cannot move forward.
Failure to adhere to the SERMA process, including a failure to properly risk manage your event, promoting your event prior to approval, or holding an event without approval, is a violation of the Student Code of Conduct and as such can result in a Class A offence notice, possible de-ratification and/or charges under the Student Code of Conduct.
Upon approval of your event, your club can promote it through social media, email marketing or through approved posters on campus.
Have a question about risk management, policies, rules and approvals? Email serma@brocku.ca or visit the SERMA website.
Food and Space Booking Rules
To request for food and beverage, please email Catering Services. Only food from Catering Services is permitted in Brock University spaces. Visit the SERMA website for rules and policies surrounding food. Food and beverage is subjected to fees.
To have food provided by a caterer outside of Brock, please email Nick Paulino for permission.
The club is responsible for clean up and tear down of the event area (excluding catering and AV services).
To find out what is included when booking space, download infromation on Room Offerings.
Accessing AV Services
Not all rooms on campus have access to AV equipment. To request for AV equipment (microphones, addtional chairs etc.) fill out the AV Request Form to inquire for additional AV services.
Requesting for Additional Tables and Chairs
If the room requires additional tables and chairs for your event, please email Conference Services to put in a request.
Community Space
When hosting events off-campus, you must have proof of booking prior to submitting your event through SERMA. Once confirmed, please submit an event on ExperienceBU for SERMA approval 10-21 business days in advance.
Suitcase in Point
Local theatre company located in downtown St. Catharines. Great for larger event space, dance rooms, rehearsals, and events!
Address: 36 James St, St. Catharines, ON L2R 5B8 (located on the 3rd floor)
Contact Info: James james@suitcaseinpoint.com or Deanna deanna@suitcaseinpoint.com
Fees: Yes – booking required 3 weeks in advance (click here for pricing – subject to changes)
Special Notes: No elevators available
Score Pizza
New local pizza shop located downtown St. Catharines. Great for small events and meetings!
Address: 211 St Paul St, St. Catharines, ON L2R 3M6
Contact Info: Stuart scorepizzastc@gmail.com
Fees: No – food purchase is required with pre-booking
Capacity Limit: 20
Special Notes: 15% off discount for student groups of 10 or more
Booking Availability Schedule:
Mon & Tues: 12 – 9 pm
Thurs: 2 – 4 pm
Weekends: subject to availability
Fine and Grind Café
Local coffee shop located downtown St. Catharines. Great for small events and meetings!
Address: 37 James St, St. Catharines, ON L2R 5B4
Contact Info: Robert fine grindcafe@gmail.com
Fees: No – food purchase is required with pre-booking
Special Notes: Great space for clubs surrounding anime and games
Mahtay Café
Local coffee shop located downtown St. Catharines. Great for small events and meetings! Common events: socials, music, and games
Address: 241 St Paul St, St. Catharines, ON L2R 3M7
Contact Info: Graham or Prutha hello@mahtay.ca
Fees: Yes – food purchase is required with pre-booking (contact for details)
Special Notes: Community Room available for booking
Foundry Lofts
Student living located minutes from Brock University. Amenities available: gaming room, lounges, dance studio and movie theatre
Address: 3490 Schmon Parkway, Building 1, Suite 1B, Thorold, ON L2V 0C4
Contact Info: Melissa mlake@myfoundrylofts.ca
Fees: No – Fill out this form for pre-booking: Lofts Booking Form
Special Notes: Community Room available for booking
Step Youth Resource Centre
Located in downtown St. Catharines, a friendly welcoming space for youth ages 14-24. Great for crafting, small events, meetings, and games.
Address: 83 Church St, St. Catharines, ON L2R 3C7 (located at the back of St. George’s Anglican Church) – 5 minute walk from the bus terminal
Contact Info: Carrie carrie@stepniagara.ca Katherine katherine@stepniagara.ca
Fees: No – contact for pre-booking 3 weeks in advance
Resources: Step Poster and How to Find Us
Silver Spire United Church
Located in downtown St. Catharines. Great for small events and meetings.
Address: 366 St Paul St, St. Catharines, ON L2R 3N2
Contact Info: office@silverspire.ca
Fees: No – contact for pre-booking 3 weeks in advance
Special Notes: Various rooms available – health room, auditorium, library, etc.
Resources: How to Find Us
Tabling
Brock Tabling
To book a table at Brock, please fill out the Brock Tabling Bookings Form on ExperienceBU. Please allow 5 business days for processing. Once booked, please submit an event on ExperienceBU for SERMA approval 10-21 business days in advance.
BUSU Tabling
- Advocacy Corner
- Outside of Union Station
Please note, table pick up is at the BUSU Office and clubs can only table between 9 a.m. and 4 p.m.
To book a table, please fill out the BUSU Tabling Booking Form. Please allow for 5 business days for processing. Once booked, please submit an event on ExperienceBU for SERMA approval 10-21 business days in advance
If you need to cancel any bookings, please email clubsmgr@brockbusu.ca
Event Time Frames
If you are planning an event for your club, please keep in mind the time frames needed to use the services provided by Brock and BUSU.
FAQ’s
Event planning is fun and exciting for clubs. It gives your club a chance to bring awareness to the Brock community, make new friends and recruit club members. Depending on the scope and size of your event, clubs will need to prepare ahead of time to ensure event success. As club leaders, you have the opportunity to create events that cater to your club that benefit all Brock students.
Event Planning Template
Use the Event Planning Template to help your club plan your next meeting/event. Once completed, reach out to your desired vendors and collect information on cost and items needed from your club in order to execute your event. You will also receive a copy of your responses to your email. Use the Event Planning Checklist to ensure your club has planned everything for your event.
All events and meetings must be fully planned and booked in order to submit to risk management (SERMA) on ExperienceBU. Submitting to SERMA is a requirement for all BUSU clubs. Events and activities cannot be promoted until they are approved through the Student Event Risk Management Approval process. This includes social media marketing.
- What Approved Events Can Students Have?
Please read the Policy and Planning Page to learn about events and activities approved for students to host.
If the event you want to plan is large scale and requires assistance, please email clubsmgr@brockbusu.ca