Subject: Updated Facility Booking Policy — Effective July 1 Dear All Staff, Please be advised that the Facility Booking Policy for meeting rooms, event spaces, and shared equipment has been updated effective July 1. All staff are required to review the new policy and acknowledge receipt through the HR portal by June 25.

Meeting rooms on Floors 2, 3, and 4 can be booked through the online Facility Scheduler. Each booking must include the room name, the purpose of the meeting, the number of attendees, and the name of the responsible staff member. Bookings made without a stated purpose will be automatically declined by the system. Rooms may be booked up to 10 business days in advance. Same-day bookings are permitted only if the room is available as of 8:00 a.m. on that day.

The Boardroom on Floor 5 is reserved for senior leadership meetings and external client visits. It may not be booked through the Facility Scheduler. All requests for the Boardroom must be submitted directly to the Executive Assistant, Priya Nair, at least five business days in advance. Requests are approved on a case-by-case basis. Staff members who book the Boardroom without authorization will have their Facility Scheduler access suspended for 30 days.

Event spaces, including the Atrium and the Training Suite, require a minimum of 15 business days advance notice. These spaces are subject to an internal cost-recovery charge of $50 per hour for bookings by individual departments. Charitable fundraising events organized by staff committees are exempt from this charge. All event space bookings must be approved by the Facilities Manager before they are confirmed.

Shared audio-visual equipment — including portable projectors, wireless presentation clickers, and video-conferencing kits — can be reserved through the Facility Scheduler alongside room bookings or as a standalone request. Equipment must be returned to Room 110 (the AV Storage Room) by 5:00 p.m. on the day of use. Late returns are subject to a $25 administrative fee per item per day. Damaged equipment must be reported to the Facilities team immediately; failure to report damage will result in the staff member being held financially responsible for full replacement cost.

Cancellations must be submitted at least two business days before the scheduled booking. Late cancellations — those made within one business day — will be logged and may affect future booking priority. If a meeting room or event space is found to be empty 15 minutes after the booking start time, the Facilities team reserves the right to release it for other use without notice.

Questions about the updated policy should be directed to facilities@company.ca. Thank you for your cooperation in maintaining equitable access to shared spaces. Regards, Oliver Tran Facilities Manager