We want to make your time in Clubs and Societies a memorable one, so we’ve developed a comprehensive list of Executive resources to have your student group maximizing its impact!
GET STARTED: SUBMIT AN EVENT FORM
You’ve got an idea for an event and to bring it to fruition you will need to submit an Event Form
- Successful events take planning
Submit your Event Form 20 days prior to your event
- It’s all in the details
Provide plenty of detail to help process your form
- Flexibility is the key
Space is limited on campus, have a backup plan
Here are some important things to consider when planning your event.
What you can do, is use EventBrite to set up your own event page to track sales, process refunds and sell tickets.
What you can’t do is create your own EventBrite account for your events.
Executive meetings cannot be catered and you cannot spend more than $250 per year on catering. As well, all on-campus events must be catered by Aramark, you can email us for information on how to go about ordering!
GAMES & MORE
If you want to host your event off campus, we may need the following forms from the venue or vendor:
1. The UOIT Student Union is listed as the Insured
2. UOIT is listed as Additionally Insured
1. All contracts must be reviewed by the Clubs and Societies Coordinator
2. Students cannot sign contracts
3. Students cannot create their own contracts or invoices
1. Full Address
2. Contact Information
3. HST# and Invoice #
Don’t want to miss a deadline?
FUNDING & FINANCES
When you are an official ratified Student Union Club, you are eligible to receive funding to maximize your impact on campus. Here are the three types of funding:
Base Funding cannot be used for food/beverages for executive meetings, clothing for executive members, alcohol, donations, or Master Card/Visa Gift cards.
If you are unsure if an expense will be covered, reach out to our Clubs and Societies Department, we are happy to help!
Getting a sponsorship will require effective communication and maybe even some hustle on your group’s part. These are valuable relationships for your group and can greatly enhance the impact of your events.
Looking for ways to entice potential sponsors? Try offering them ad space at your event, a booth or signage, these offerings can go a long way in developing solid relationships!
If you are unsure where to start, send us an email, we have pre-made templates to help you get started!
All of our awesome Forms, in one easy to use Library! Download the form you need and proceed with taking over the world!
This form is designed to minimize out of pocket spending on your end by having us purchase items on your behalf.
Be sure to fill out the Form at least 5 business days before the purchase needs to be made.
Reimbursement of Funds
We are going to need:
• All original and applicable receipts attached and submitted in hard copy
• Completed Reimbursement of Funds Form (electronic forms will not be accepted)
• Two signing executives (which cannot be the same person to whom the cheque is payable)
Third Party Payment
This form allows your group to request that the Clubs and Societies Department pay a third party (venue, service provider, etc.) on your behalf. Before we can process this form, we will require:
• An invoice from the third party
• The third party’s contact information
Transfer of Funds
If you’re looking to collaborate on an event with another Club, you can transfer your Club’s funds using the Transfer of Funds form.
It may take up to 10 business days to process, so make sure you are submitting early!
Print & Digital Media Approval Form
When you need to promote your approved event, you may need some physical or digital marketing help! Any media used to promote your event must be submitted via this form to be approved.
Prize Claim Form
Each Prize Claim form has to be submitted alongside a Reimbursement of Funds form if you purchased the prize yourself.
As a note, executives of your group cannot win prizes, the true prize is simply getting involved!
Why don’t Societies Receive Base Funding?
I want more information about how to get Sponsors, what should I do?
Why can’t I download the Participation and Travel Waivers?
Do Clubs and Societies need a Constitution?
Can I be in a Club/Society if I opted out of the fee?
Can I opt out mid-year for a refund?
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