Innovation Village FAQs

Book a Space in Innovation Village / Innovation Village FAQs

Forwell Hall courtyard south view

Innovation Village Frequently Asked Questions

Welcome to the Innovation Village FAQ! If you are a faculty or staff member planning an event, this page will assist you in reserving rooms and spaces in Innovation Village.

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Booking & Space Usage FAQs

Space Setup & Maintenance

Technical & Operational Questions

Miscellaneous & General Inquiries

Booking & Space Usage

  • Spaces can be booked through Find a Space in Innovation Village.
  • Please provide your Fanshawe email and employee number with all submissions.
  • Ensure all form questions are completed, including your setup and takedown times.
  • All external requests for Conference Services and can be submitted to confcentre@fanshawec.ca.
  • To book Forwell Hall, contact Madison Meloche-Trymbulak (m_meloche-trymbulak@FanshaweC.ca) with the Fanshawe Student Union (FSU).
  • The FSU provides bookings across the college, tables in Forwell Hall, and the North and South Courtyards.
  • The FSU provides catering and is licensed. Contact cateringbyfsu@fanshawec.ca.

In partnership with the Institute of Indigenous Learning, the Library Learning Commons handles booking for the Kalihwiyo Circle for faculty and staff. 

Reach out to Conference Services confcentre@fanshawec.ca.

  • Return to your booking confirmation email to cancel. To find your bookings, use the Outlook search bar at the top and search alerts@mail.libcal.com or check your junk/spam folder.
  • Please note that cancelling your space does not automatically cancel your other booking items (e.g., Media Services, F&B Services, Work Orders, or your MOC). Please connect with those departments to cancel directly.
  • Additionally, have your promotional posters, 4ups, and other materials/links/socials removed to end the promotion of your event.

When creating your booking please include setup and takedown time. You only have the space for the designated time you requested.

Faculty members or staff may book on behalf of a student, but they must be present for the event as the responsibilities falls under the booking requestor.

Unfortunately, no we cannot hold your event items for you, as Innovation Village is very popular and other events are occurring daily.

All external requests will be directed to Conference Services at confcentre@fanshawec.ca.

Space Setup & Maintenance

  • If you did not submit a work order in Archibus for Move Services, your space will not be set up. Work Orders must be submitted to action Fanshawe’s Facilities Department.

Please submit a work order in Archibus or call 4400 when a spill occurs or cleanup is required.

You can promote your event through your Social Media Representative (SMR) on socials, through the FSU for posting your printed posters around the college, or through RBM or MyFanshawe portal. Please contact those departments directly for assistance.

  • You can rent tablecloths internally through FSU or Conference Services for a cost.
  • You can rent tablecloths externally through Raymond Brothers or A&B Party Rentals, at a cost.
  • All doors in Innovation Village are accessible for faculty and staff with their FANcard.
  • Students must be let into the space.
  • You can request cardaccess@fanshawec.ca to unlock the doors for the duration of your event by providing the date of your event, the start and end times and your event’s location (including room number) a minimum of 48 hours before the event.
  • If you require AV support/ or a demonstration for your booking, we kindly urge you to reach out to IT Services. You can do so by submitting your request through the Employee Ticket Portal.
  • By submitting your request through the following link: https://forms.fanshawec.ca/audio_visual_support.
  • There is an HDMI port that an HDMI cable can be plugged into between the laptop and the podium to access the TVs in the Collaboration Spaces or the Pitch Space.
  • Please note: All screens in the Collaboration Spaces and the Pitch Space will typically display the same image – you will not be able to use the TVs independently from each other.
  • An Owl will work for the external students or guest(s) to be able to communicate with the Collaboration Spaces participants via audio. This means that in-person participants can hear/talk to the Zoom guests via the Owl. There is no built-in 2-way Zoom videoconferencing capability to view Zoom participants in those spaces while presenting at the same time.
  • There is an instructional video titled “Podium Guide: Collaboration Room” available on Fanshawe Learns.
  • There are many whiteboards within Innovation Village spaces; feel free to use dry-erase markers to create welcome messaging, hours of event, or drop-in notices.
  • If you require whiteboard markers, you can borrow from the Library Learning Commons with your FANcard.
  • Please clean the boards after usage. Please be mindful of others.
  • Feel free to create Word/Canva signage and post it on a whiteboard or on glass.
  • Please remember to remove and wipe down after usage.
  • Please use the Fanshawe Map [PDF].
  • Direct external visitors to the main entrance parking attendant booth for further directions for parking and building locations.
  • If you place signage up, please remove it after your event is over.
  • Do not adhere signage to painted surfaces as this causes damage.
  • The Student Services Hub, F Building, front entrance, first floor, is a great resource or meeting place for external guests coming to the College.

Items left in the space after an event are given to Security Control Services, D1027 in their Lost & Found.

Have deliveries for set-ups (e.g., balloons, flowers) dropped off at your location, or arrange to meet them at a specified time in a designated room.

Organize pick up of deliveries, dishware, and rentals after usage. This is your responsibility, and other events are occurring. Please be mindful of others.

Please create a work order through Archibus or call ext. 4400 to clean the windows, move furniture, sweep floors, replenish the soap in the bathrooms, clean the bathrooms, or remove garbage.

Technical & Operational Questions

The submission of an MOC to the Environment, Health, Safety and Emergency Services Department (EHS Services) ehsservices@FanshaweC.ca from your area for your event (only applicable for events, not meetings or presentations).

Find layouts for spaces in Innovation Village on the MyFanshawe portal.

  • The TVs within Innovation Village are controlled by RBM.
  • The digital wall at the entrance of Innovation Village is controlled by the Library Learning Commons. Please inquire with Juan Fernando Berrazueta Subía at j_berrazuetasubia@FanshaweC.ca.
  • Wireless Presentation – Air Media Crestron.
  • Please bring your own HDMI cable, or borrow a cable from the Library Learning Commons (F1066).
  • Place an IT Service Desk ticket if you experience issues.
  • Please connect with IVsupport@FanshaweC.ca for Innovation Village technology support.

Please bring your own cable. If you do not have one, you can borrow an HDMI cable for the day from the Library Learning Commons (F1066) with your FANcard.

Capacities for all spaces are listed on the Innovation Village booking page and the MyFanshawe portal.

  • Use your FANcard to access the reserved space.
  • If you need the doors to remain OPEN on the day of your event, please contact cardaccess@fanshawec.ca a minimum of 48 hours (or two business days) in advance with the date, start and end times, and location (room number).
  • Please note the Canada Life Village Square (F1027/F1029) will remain unlocked/open during weekday operational hours (Monday to Friday from 8:30 a.m. to 4:30 p.m.).

Miscellaneous & General Inquiries

  • All contact information is listed on the Find a Space in Innovation Village page.
  • Library Learning Commons (LLC)
    • Mediates student study spaces
    • Mediates the Kalihwiyo Circle in collaboration with the Indigenous Institute of Learning
    • Email: llc@fanshawec.ca
  • Makerspace & Studio
  • Innovation Village
    • Mediates the Collaboration Spaces (F2063, F2067)
    • Mediates the Canada Life Village Square (F1027, F1029)
    • Mediates the Ideas Loft (F2024)
    • Mediates the Pitch Space (L2012)
  • Leigh Meta mediates the Diane Blake Centre of Excellence in XR Lab (F1045)
  • Fanshawe Student Union (FSU)
    • Mediates Forwell Hall
    • Mediates the North Courtyard
    • Mediates the South Courtyard
  • Please submit a work order request through Archibus.
  • The college has round tables for banquet-style seating of 8-10 per table.
  • The college has 12-15 high-top tables.
  • The college has 2 rolling racks for coats with 10-12 hangars each.

Furniture that currently lives in the Canada Life Village Square (F1027/F1029) includes:  

  • 12 regular chairs.
  • 8 movable tables (5 ft. each) with locking wheels.
  • 4 high-top chairs.
  • 2 high-top tables on wheels.
  • Soft furniture (2 couches and 4 red stools) and club furniture (6 club chairs) are to remain in the space.

Extra furniture in our storage room (F1053) include:

  • 16 moveable tables (5 ft. each) with locking wheels.
  • 16 regular chairs and 2 high-top chairs.

Reputation & Brand Management can lend you a filming/photography in progress sign, please connect with their department.

  • Some content being delivered is sensitive, and certain programs require forms to be signed and collected by the professor or program. Please connect with your Program Manager for further details.
  • Photo release forms can be found on the RBM Fanshawe HUB under Brand / Downloads / Extras / Photo Release Form.

The organization and ordering of any catering (if applicable for your event and with approval) is preferable in-house. Catering within Innovation Village can be obtained from either Chartwells or FSU Food Services.