# Booking an event at McGill

## Step 1: Coordination Request Form

* Go to: https://www.mcgill.ca/coronavirus/resources/framework-meetings-events-winter-2022
* Click on "events central coordination request form" (see image)
* When the form is open, click on "I affirm I have reviewed the framework" (see image)

* Continue filling out the form and send it. I attach some reasonable responses for each of the questions (by numbers) in the form in the following.
2. Conference on Lifelong Learning Agents - CoLLAs 2022
3. 2022-08-22
4. 9am to 5pm
5. We would like to book the big auditorium in the Leacock building, with access to AV equipment. We would also like to reserve perhaps another smaller room in the same building.
6. 300
7. Event
8. We are organizing the Conference on Lifelong Learning Agents (CoLLAs 2022), for which Prof. Doina Precup (from the school of Computer Science) is the General Chair. The event would take place for three days. Each day would consist of presentations at the big auditorium, with coffee breaks in the middle. The attendees would consist mostly of graduate students from McGill and University of Montreal. We would like to possibly have a catering service, if possible.
9. Central booking room + Catering service
10. Yes
11. No
12. McGill Faculty
13. Doina Precup
14. [e-mail]
15. Unknown
16. Yes
17. We can have some of the organizers themselves verifying vaccine passports at the entrance of the auditorium where all the activities relating to the conference will take place.
18. We look to reserve the biggest auditorium at Leacock, whose capacity under normal circumstances is at least twice as the number of our attendees. This way, we will be able to enforce adequate spacing between attendees during the presentations.
19. Empty
20. Empty

## Step 2: Room Booking Request

* Go to: https://www.mcgill.ca/eventsbookings/apply
* Select "McGill Staff" (see image)
* Login with McGill email and select "Create new event" (see image)
* Start filling up the form as in the following image.
* Here are some generic answers
1. Contact Information: Probably Doina, Razvan or Sarath?
2. Location: Leacock auditorium, 300 attendees
3. Event information: Conferences; The conference will host renowned speakers working on lifelong learning, targeting an audience of graduate students from McGill, University of Montreal and internal students.
4. No Alcohol
5. Cheque?