O’SHEA PLACE AND SHAW PLACE
COMMON ROOM BOOKING: POLICIES AND PROCEDURES
Applies to: Shaw Place and O’Shea Place Tenants, for personal use. (For commercial use please contact info@affordablesc.org)
Effective Date: September 1, 2026
1. Purpose
The common rooms at Shaw Place and O’Shea Place are shared spaces intended to support tenant connection, community-building, recreation, and small private gatherings.
This policy establishes a fair and consistent process for tenants who wish to reserve a common room and outlines expectations for using the spaces.
2. Common Room Information
Shaw Place Common Room
Room Location: Ground Floor
Maximum Occupancy: 20
Description: ~300 square foot room with sink and attached washroom
Available Supplies/Equipment: One 5’ folding table, 8 chairs
O’Shea Place Common Room
Room Location: Ground Floor
Maximum Occupancy: 20
Description: ~280 square foot room with built in table. An accessible washroom located just outside the room
Available Supplies/Equipment: One 5’ folding table, 8 chairs
3. Who Can Book a Common Room?
Common rooms are available for use by current tenants of Shaw Place and O’Shea Place.
Tenants may book a common room for small gatherings, including but not limited to:
Family gatherings
Birthday celebrations
Social gatherings
Community or tenant events
Meetings
Recreational activities
To book a room for commercial purposes (e.g. a paid instructional session), please contact info@affordablesc.org for approval prior to booking.
4. Booking Time Limits
Common rooms may be booked in two-hour increments between the hours of 10am -9pm.
Minimum booking: 2 hours
Maximum booking: 4 hours
Bookings must include sufficient time for setup and cleanup.
Tenants must clean and vacate the room by the end of their booking period.
5. Booking Fee / Deposit
A valid credit card is required to make a booking. Your card will not be charged at the time of booking.
A $50 cleaning/damage fee may be charged to the credit card on file if the room is left dirty, if damage occurs, or equipment is missing. If a charge is required, the property owner (SCAHS) will provide the tenant with an explanation of the amount charged
6. How to Book a Common Room
Step 1: Submit a Booking Request
Submit a Booking Request via https://bookacommonroom.setmore.com.
If you wish to fill out a request offline, please email info@affordablesc.org.
Step 2: Booking Approval
Submitting a request form does not automatically reserve the room. Your request will be reviewed and you will receive a confirmation email once your booking has been approved.
Bookings are processed on a first-come, first-served basis and are subject to room availability.
Step 3: Receive Confirmation
Once the booking has been approved, you will receive an email confirmation including access arrangements.
7. Common Room Rules
Tenants booking a common room are responsible for ensuring that they and their guests follow all applicable building rules. Tenants are responsible for:
Supervising children and guests appropriately.
Respecting other tenants and minimizing excessive noise.
Keeping hallways, entrances, exits, and other shared areas clear.
Complying with SCAHS building policies and the Residential Tenancy Agreement.
Leaving the room clean.
Tenants are responsible for the behaviour of their guests while using a common room. The tenant may be held responsible for damage or excessive cleaning caused by their guests.
8. Cleaning and Resetting the Room
The room must be returned to the condition in which it was found, and cleaning must be completed before the end of the booking period.
Before leaving, tenants must:
Remove all personal belongings.
Remove food and garbage.
Wipe down tables and other used surfaces and clean up any spills.
Sweep the floor if necessary.
Turn off lights.
Ensure doors are locked and windows are closed.
Report any damage or maintenance issues to info@affordablesc.org.
$50 may be charged to the credit card on file if additional cleaning is required.
9. Damage
Tenants must report any damage, spills, breakage, or other issues as soon as possible to SCAHS administration at info@affordablesc.org.
The booking fee may be used to cover the cost of repairing or replacing damaged property. If the cost of damage exceeds $50, the tenant may be responsible for the additional cost.
10. Cancellations
Tenants should notify SCAHS (info@affordablesc.org) as soon as possible if they need to cancel a booking.
SCAHS reserves the right to cancel or modify a booking when necessary due to building maintenance, emergency situations, safety concerns, or other circumstances beyond SCAHS's control.
