Having activities throughout the term is one of the most rewarding and enriching aspects about Federation of Students Clubs – they can facilitate mobilizing new interest in clubs, build strong social bonds amongst club members, as well as enhancing the diversity and community of the University of Waterloo.

Events can range from regular club meetings, to sponsoring guest lecturers, and even large social gatherings depending on the interests and resources of each club. If your club has an idea for an event, but needs help in developing the idea, consult the Clubs Director.

There are three specific areas of activity planning, which clubs need to be aware of prior to starting the actual preparations of an event that need to be mentioned in advance - a) Alcohol at Events, b) Participatory Sporting Events, and c) Serving Food at Events.

a) Alcohol

For events in which clubs desire to have alcohol served and consumed as a part of the occasion, there are 2 options that clubs can make use of:

Any club wishing to have an off campus event involving the service of, and consumption of alcohol, must apply to the Federation of Students for a Special Events Insurance Policy – NO EXCEPTIONS

No club events will be authorized by the Federation of Students where the sole purpose of the event is the consumption of alcohol, to include, but not limited to:

b) Participation Sports

These events can include, but are not limited to:

Such events, while not necessarily high risk, can at times carry a significant amount of liability threat to the club hosting them. Clubs wishing to hold these types of activities should contact the Clubs Director as early as possible to find out what measures they should take to reduce the potential risk involved with these events.

c) Serving Food at Events

The University of Waterloo has created new guidelines to cover the serving of food on the campus, as per requirements of both the Region of Waterloo and the Province of Ontario’s regulations on safe food handling/service. The condensed version of these requirements as they pertain to clubs are as follows:

The exception to the above is in the case of groups including clubs which provide food strictly for their members (UW faculty, staff and students) and personally invited guests.

For more information, please contact the Clubs Director or the UW Safety Office: http://www.safetyoffice.uwaterloo.ca/hspm/standards/event_food_safety.htm
The form has an address and fax number on it, to which the form should be sent. It is up to the club to get this form filled out, sent off, and returned to them.

The Club Director will need a copy of the approved form (stamped by Waterloo Region) prior to the event taking place.

Once the concept of an event is put together, a club must have the event approved by the Federation of Students. This is done via the Federation of Students Event Form, which is submitted to the Clubs Director for approval:

http://eventform.feds.ca/clubeventform.php

Without this form, a club will not:

- be able to book physical space on campus
- be able to access club funds to offset expenses for events
- be allowed to apply for Special Funding
- be allowed to advertise for the event via booths, posters or banners
- be allowed to utilize any Federation of Students resources, including poster runs, marketing and ticket printing

To have a club event approved, follow these simple steps:

No venue manager at the University of Waterloo will allow a club to book an event for a club without the Club Director’s consent.

The Clubs Director needs to receive a 7 business days prior to the commencement of an event.

In any case where clubs hold events where a fee is to be charged to access the event, tickets must be utilized by the club.

There are several options clubs have in creating tickets for their events:

All tickets for club events must have the consent of the Federation of Students. No tickets will be authorized without prior approval.

You must have written confirmation from the booking office for the room in which your event is to be held. Security will not open the room without the written confirmation.

To get Audio Visual equipment from the University of Waterloo A/V Department you must fill out the UW A/V Booking Form - located in the Federation of Students Office.

• The Club Director or a Staff Member from the Feds Office Front Desk must sign the form, and they will require 48 hrs notice.
• The only personnel authorized to sign out A/V equipment are the 2 club signing authorities
• The club must have funds in their club account to cover the cost of renting the A/V equipment (the Data Projector is $80 per day)
• All orders must be received by Audio Visual 48 hours before the event will take place.
• The person whose name is on the form must be the person picking up the equipment.

You must return the equipment immediately after the use of it or the next morning – No later than 8:30 am. Failure to do this is cause for termination of Audio Visual rights for your club.

If the AV equipment is not returned the following business day by 8:30am then a $50.00 late fee will apply for everyday it is late.

You must have copyright permission to show movies on UW video equipment. The Federation of Students has a movie license, which allows for the showing by clubs of certain not-yet-released movies for club events. Consult with the Club Director if you wish information on utilizing this license.

Clubs also have the opportunity of borrowing audio/visual equipment from the SLC. Some of the equipment includes an overhead projector, microphones, a mixer, televisions, a VCR, a DVD player and wooden easels. Clubs choosing to utilize these resources assume responsibility for any lost/stolen/damaged equipment. For rental of any of the above equipment please contact Ann Simpson x33425.