Event Support & Bookable Media Assets
The OISE Education Commons team provides comprehensive, year-round support to the OISE community. Our team assists with event planning and execution and offers a wide selection of bookable media assets designed to enhance meetings, events, research activities, and more.
To ensure high-quality service, event organizers must provide sufficient lead time when requesting assets or event support. Adequate notice allows the Education Commons team to plan effectively, allocate the necessary human and technological resources, and deliver a well-executed experience for all supported events.
Note: For events held in Learning Space Management (LSM) rooms, organizers must contact the LSM team directly to arrange equipment support and ensure all in-room technology is functioning properly. Although these rooms are located within the OISE building or 371 Bloor Street West, Education Commons does not provide support for LSM-managed spaces.
Event Support
An event refers to any organized gathering of individuals where technology is used to enhance communication and facilitate knowledge sharing. Events typically involve more than twenty-five participants and include a defined hierarchy or roles among attendees.
Examples: Team Meetings, Conferences, OISE Council Meetings, Award Ceremonies
Bookable Media Asset
A bookable media asset refers to a specific piece of technology or equipment used to support meetings and events, projects, and research, to enhance communications and deliverables.
Examples: A television screen/D-Ten, OWL, Camera, Loaner Laptop
Event Support & Bookable Media Asset Types
For all event types listed, if one parameter is reached in the delivery medium category, an event falls within that category. There are no exceptions to the event types listed.
Complex Event – Education Commons Support Required | |
|---|---|
| Delivery Medium: |
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| Examples |
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| Event Consultation | 2 Months (60 days) An event consultation must be scheduled, or advance notice provided, at least 60 days prior to the intended event date. This allows for adequate registration time (if required). An approximate event date/time needs to be established by the requester at this time. |
| Event Notice Confirmation | 1 Month (30 days) Event needs to be confirmed as booked and equipment available. If a confirmation email is not sent by Education Commons, an event is not confirmed. |
Standard Event – Education Commons Support Required | |
|---|---|
| Delivery Medium: |
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| Examples |
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| Event Notice Confirmation | 2 Weeks – No registration required/collected by Education Commons. 3/4 Weeks – If participant registration must be set up by Education Commons using a University of Toronto–supported platform (e.g., Zoom registration, MS Forms, JotForm), additional notice is required to ensure registrations are created and processed efficiently and in a timely manner. |
Bookable Media Asset – No Education Commons Support | |
|---|---|
| Delivery Medium: |
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| Examples |
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| Bookable Media Asset Notice | 1 Week |
Request Event Support or Bookable Media Assets
All event support requests must be submitted via the OISE Education Commons Online Service Hub.
Frequently Asked Questions
All complex and standard events scheduled from Tuesday to Friday require at least 48 hours’ notice for any cancellations or changes. For events scheduled on Mondays, or immediately following a university closure (e.g. holiday, Presidential Day, etc.), notice must be provided by 5:00 pm on the last working day prior to the event.
A complex event change is any event that requires additional technology to be deployed, or requires additional Education Commons staff to be scheduled to assist with an event.
Please provide Education Commons with a minimum of 30 minutes’ notice during work hours for bookable media assets. This ensures staff have sufficient time to prepare the required devices and/or deliver them to the appropriate location.
If a bookable media asset needs to be cancelled or modified for a booking outside regularly scheduled hours, please notify Education Commons staff before 3:30 pm on the day the technology is to be borrowed.
Education Commons closes at 5:00 pm on weekdays (4:30 pm during summer hours) and is closed on weekends; therefore, technology cannot be prepared or picked up during these times.
Event support and bookable media assets are confirmed only when an Education Commons staff member responds to the support ticket and provides written confirmation of the booking.
Requests submitted with less than the required notice including same-day requests:
- Will be subject to refusal of support and/or bookable media asset.
- Support will depend solely on staff availability, equipment inventory, and existing booked events.
- To enhance and ensure asset availability, Education Commons will maintain a comprehensive inventory of all bookable resources and make this information accessible to the community.
- A written explanation for the delayed support request must be submitted through the support ticketing system.
- i.e. Last-minute room change for attendee accessibility, unexpected technology failure in LSM room, etc.’
Exceptions may be approved in extraordinary circumstances at the discretion of EC leadership and based on resource availability. Please note, Education Commons personnel work between 9:00 am – 5:00 pm on weekdays (9:00am – 4:30pm during summer hours), and cannot accommodate short-notice requests scheduled for delivery at the start of the workday/received during afterhours within the ticketing system.
