Form

To request use of public areas at the Canadian High Arctic Research Station (CHARS) campus, we recommend you complete and submit this form at least thirty (30) days before the start date of your activity.

Once your request is received, you will be contacted by POLAR by email or by phone. Depending on the nature and duration of the activity, POLAR may require the applicant to complete a user agreement that establishes terms and conditions associated with use of the requested area(s).

By using public areas in the CHARS campus for your activity, basic information, including the time, title and type of activity, may be shared with third parties and/or posted publicly.

Public areas at the CHARS campus are shared amongst multiple users. To ensure fairness and transparency, applications are reviewed and approved by a committee who evaluates applications based on their merit and applicability to POLAR's mandate, as well as demand. There is no guarantee that all requests can be accommodated.

Eligibility

If there is a conflict with applications for the use of the same public area, POLAR will prioritize those which include northern or Indigenous participation.

Cost

APPLICANT INFORMATION

Applicant name:

Applicant title:

Applicant email

Applicant phone number(s)

Name of organization:

Department/Section/Team:

Location of Organization (Country):

GENERAL INFORMATION

Start date and time:

End date and time:

Title of activity:

Type of activity (e.g. workshop, meeting, conference, etc.):

Is your activity open to the public?

Yes

Number of expected participants:

Name and contact information of Caterer (if applicable):

Provide a plain language description of the activity, including the following elements [300 words max]:

objectives of the activity,
the activity's contribution to science or relevance to Northerners,
the activity's contribution to community engagement, knowledge mobilization or capacity building,
interesting facts about your project that could be used in POLAR's newsletters and/or social media posts.

Explain how the activity contributes to POLAR's mandate: [100 words max]:

advance knowledge of the Canadian Arctic in order to improve economic opportunities, environmental stewardship and the quality of life of its residents and all other Canadians,

promote the development and dissemination of knowledge of the other circumpolar regions, including the Antarctic,

strengthen Canada’s leadership on Arctic issues, and

establish a hub for scientific research in the Canadian Arctic.

Describe how your activity may have a significant impact on local, regional, and/or northern needs and priorities:

Does your activity include the participation of Northerners and/or Indigenous people(s)?

Yes

If yes, please provide details including approximate numbers anticipated [100 words max]:

Does your activity include the participation of youth?

Yes

If yes, please provide details, including approximate numbers anticipated [100 words max]:

Is your activity funded by POLAR?

Yes

If yes, provide the agreement number:

Does your activity involve a partnership with POLAR staff?

Yes

If yes, with whom?

List of key participants and their affiliations (optional):

SPACE REQUIREMENTS

Here is a list of public spaces available for use in the Main Research Building. Please check the spaces you are requesting:

Knowledge Sharing Centre

Multi-use space

Interpretation room

Interview room

Meeting room

Large boardroom

General computing laboratory

Audio-Visual studio

Please include any other specific needs relating to your request. Please note that there is no guarantee that all requests can be accommodated [250 words max]:

Are additional Audio/Visual resources being requested? Select all that apply:

Projector and screen

Microphones and speakers

Large monitor / display / TV Screen

Simultaneous interpretation equipment

Teleconferencing resources

Stage

Other

Acknowledgements

Users are encouraged to acknowledge POLAR in materials produced as a result of an activity taking place on campus (reports, posters, documents, etc.). For questions about acknowledgements, please contact communications@polar-polaire.gc.ca.