Tabling Application Fall/Winter

Instructions

Instructions

An application form must be completed to reserve space.
Filling out an application does not guarantee a booking.
Space will not be reserved by telephone.
Space must be booked five business days prior to the event.
Cancellations may be made by emailing yuengage@yorku.ca.

Available Locations:

Vari Hall Rotunda
Vari Link
Central Square
Upper & Lower Bear Bit (Reserved for Cultural or larger tabling events)

All other tabling locations require a TUUS application

Tabling Hours

FALL: September 9th - November 30th

Monday: 10-4
Tuesday: 10-4
Wednesday: 10-4
Thursday: 10-4
Friday: 10-4

WINTER: January 15th - March 29th

Monday: 10-4
Tuesday: 10-4
Wednesday: 10-4
Thursday: 10-4
Friday: 10-4

SUMMER: May 20th - July 31st

Monday: 11:30-2:30
Tuesday 11:30-2:30
Wednesday: 11:30-2:30
Thursday: 11:30-2:30
Friday: N/A

Space is allocated to student organizations officially registered with the Centre for Student Community & Leadership Development (SCLD) as well as official York University departments in keeping with the Temporary Use of University Space Policy and Procedures.

Tabling requests will only be processed for dates that take place during Fall & Winter semester classes. Requests for tabling during the exam periods as well as on official study days will not be processed.

SCLD also reserves the right to reserve dedicated tabling space during the few first weeks of the Fall and Winter semester to host activities to help promote various categories of clubs to students.

All bookings are subject to cancellation without notice.

Please allow 5 business days to process this application. Tables are available on a first-come, first-serve basis. Applications requesting tabling locations more than 2 weeks in advance will be denied.
Questions regarding tabling may be referred to:
The Centre for Student Community & Leadership Development
yuegage@yorku.ca
416-736-5144

Type of Organization

Please select the group that you are requesting to table for *

Student Club (Recognized by the Centre for Student Community & Leadership Development)

Student Government

University Department

Group Project (Academic Course)

Student Government

Which Student Government are you submitting a tabling request for *

Your Full Name *

Your Email *

I certify that we are tabling for the purposes of our Student Organization and
this event is approved by our organization's signing authority. *

Yes

Name of Signing Authority *

Email of Signing Authority *

Student Club

Name of Student Club (No Acronyms) *

Your Full Name *

Your Position *

I certify this tabling request is NOT on behalf of another student
organization, business, or student group not recognized by the Centre for
Student Community & Leadership Development (e.g., fraternity, sorority,
etc.) *

Yes

I certify that we are tabling for the purposes of our student club and this
event has been approved by our student organization's signing authority *

Yes

Name of Signing Authority *

Email of Signing Authority *

Campus Department

Campus Department (Full Name) * *

Your Name *

Email *

This tabling event has been approved by the department *

Yes

Signing Authority Email *

Group Project (Course Requirement)

Group Lead Full Name *

Group Lead Email *

Course Code (e.g. COMM 2250) *

Group Lead Full Name *

Yes

Course Instructor Name *

Course Instructor Email *

Location & Timing Request

Location *

Number of Tables Requested *

Tabling Date(s). Note: Applications requesting tabling locations more than two weeks in advance may be denied. *

Tabling Date(s) *

Additional instructions for the previous question. Note: Applications requesting tabling locations more than two weeks in advance may be denied.

Tabling Date(s)

Additional instructions for the previous question. Note: Applications requesting tabling locations more than two weeks in advance may be denied.

Important Information about the next question. Additional date(s)

Tabling Date(s)

If your requested date is not available, please select an alternative date
option. *

Any day that week

Day before or after

Delay 1 week

Cancel application and we will re-submit for a different date

Time Requested *

10:00 AM - 1:00 PM

1:00 PM - 4:00 PM

10:00 AM - 4:00 PM (Full Day)

SCLD is unable to accommodate tabling requests that fall outside these established time. We agree to have a representative present at the table for the duration of our selected time. *

Yes

What is the purpose of your tabling (select all the apply) * (Maximum authorized answers: 6)

Informational

Raise Awareness

Fundraising

Increase Membership

Service Delivery

Other

Contact name for someone who will be present at the table (Full Name) *

Additional Comments:

Additional Questions

Will you be serving food?
If YES, you will be asked to identify food items on the next page. All food must be in compliance with food services approved bake sale items *

Yes - Popcorn/Cotton Candy (Can only be booked in Central Square or Bear Pit),

Yes - Bake Sale

Will you be handing out any literature/materials (flyers, brochures etc.) *

Yes, we are handing outliterature/materials/posters

I will not be distributing any literature/materials atthe table

Bake Sale Items

The purpose of bake/snack sales is to raise limited funds to directly support
the acitivites of the student organization. York may limit the amount of
times a group may have a bake/snack sales.1. In order to have a bake sale at
your table, you need to have completed this form.2. Bring a copy of the
completed form with you when you table3. When you are tabling, please
have a list of ingredients available

Please Identify the types of snacks that you are planning on giving (note, forfood safety reasons, only the foods outlined below are acceptable fordistribution during tabling). If it is not found on this list, you are not able tohave it * (Maximum authorized answers: 18)

Apple sauce, in sealed containers

Brownies

Butter Tarts

Cakes, cupcakes, squares and loaves with sugar icing only (no cheesecakes, or frostings made with dairy or cream cheese)

Dry cereal products, cereal bars, or energy bites

Cinnamon buns with sugar icing only

Chips - individually packaged

Chocolates, individually packaged

Dried fruits, individually packaged

Nuts or trail mix, individually packaged

Fudge, toffees and hard candy

Muffins with no dairy fillings

Pastries, with no meat, dairy or cream cheese fillings

Pies - fruit filled only; no meat, dairy or cream-cheese based

Popcorn

Sweet/salt dough items, e.g. doughnuts, pretzels

Whole Produce (Apples, Oranges, etc.)

To ensure a safe bake sale, please follow the following guidelines: Ensure 2
people present when tabling for a bake sale. Best practice is to have one
person handles cash and the other handles the food. Please have have hand
sanitizer present. Have minimum 4 sets of utensils on site for the handling
for an items that are not packaged (required by TPH) – e.g., tongs for
muffins that are not packaged Please have a list of ingredients available at
the table

Click 'yes' to very you have read and agree to these terms. *

Yes

Literature/materials (flyers, brochures etc.)

Please upload a copy of your literature/materials (flyers, brochures etc.

Please upload a copy of your literature/materials (flyers, brochures etc.) *

Upload file

Description of all handouts and images at the table: * *

Agreements

SCLD Tabling Guidelines & Instructions

1. Table Reservation & Setup

Reservation Details: SCLD provides one table and two chairs per tabling location reserved.
Pickup Location: Collect your table and chairs from 144A Central Square.
Setup Location: Tabling must be positioned in approved locations only. Tables may not block access to hallways, elevators, vending machines, service delivery points (e.g., Lost & Found). Please see tabling map for approved locations.
Supervision Requirement: Tables must not be left unattended at any time.

2. Tabling Time Slots

Available Time Slots (Fall/Winter Only):
- 10:00 AM - 1:00 PM
- 1:00 PM - 4:00 PM
- 10:00 AM - 4:00 PM
Time Slot Policy: SCLD cannot accommodate alternative tabling times. Groups are required to table for the entire duration of their allocated time.

3. Appropriate Use of Tabling Space

Purpose: Use tables solely for information dissemination, club promotion, membership recruitment, and fundraising.
Sound Restrictions: Sound amplification, including musical instruments, is not permitted during regular tabling hours.
Respect for Surroundings:
- Be considerate of the proximity to the Library, walkways, classrooms, and other tabling groups.
- Maintain a peaceful and respectful atmosphere at all times.
- Offensive or controversial content may be restricted by York University to protect others’ right not to engage with it.
- Tabling activities must not obstruct or interfere with the activities of other groups.

4. Returning Equipment & Cleanliness

Return Procedure: Return tables and chairs to 144A Central Square by the specified time.
Sign-Off Requirement: After each tabling shift, place the table inside the storage room and sign off with an SCLD staff member.
Maintaining Cleanliness: Ensure your tabling area is clean and orderly. Use hooks, magnets, or string for displays; avoid using adhesive tape on walls or windows.

5. Rules & Restrictions

Table Relocation: Do not move your table location once approved without SCLD’s permission.
Booking for Your Group Only: Reservations are not permitted to book space on behalf of other student organizations, campus departments, or external organizations.
Compliance with University Policies: Follow all University policies related to food, alcohol, smoking, fire, and safety.
Popcorn & Cotton Candy Machine Usage: Popcorn and Cotton Candy making machine are only permitted in Central Square tabling locations. This is to ensure that there is no smoke detector within 30 meters in any direction. All machines must be a CSA approved commercial appliance. The machine’s exhaust filtering component must be thoroughly cleansed before use. Placement is preferably nearby an HVAC supply air outlet and should avoid the return air inlet.

6. Cancellations & Violations

Cancellation Policy: Provide at least 24 hours' notice for cancellations. Failure to do so may result in the loss of future tabling privileges.
Consequences for Violations: Violations such as late return of equipment, table abandonment, or rule breaches will be recorded and may result in suspension of tabling privileges.

7. SCLD Reserved Tabling Space

Dedicated Tabling Space: SCLD reserves the right to reserve specific tabling spaces during the first few weeks of the Fall and Winter semesters. These spaces will be used to host activities that promote various categories of clubs to students.

8. Updates to Guidelines

Guideline Changes: These guidelines are subject to change. Stay informed about any updates from SCLD.

I have read and agree to the conditions above *

Yes

I hereby certify that I have signing authority for this organization and I am authorized to approve this agreement on the organization's behalf. I agree to terminate my tabling session should the university determine there is a significant issue that prevents the event from continuing. I have read and agree to all the policies outlined in this application and to the best of my knowledge all of the information provided is correct. *