Clubs Event Form

Club Name:
Contact Person's Name:
Official Email Address:
Additional (optional) Emails:
Name of the Event:
Event Organizer Facebook Page or Website:
Event Start Date:
Event End Date:
Event Start Time:
Event End Time:
Event Location:
All Clubs are responsible for the cleanliness and organization of their booked space. Failure to leave the space in the original (or better) condition than found may be subject to additional cleaning fees and/or loss of booking privileges.
Expected Attendance
Event Description:

Will this event be recurring during this term ?

 Yes No

Who is invited to this event?

 Restricted to Club Members Only (e.g. General Meeting) Open to the University of Waterloo Community Open to the General Public (other than UW Community)



Do you require a table in the SLC Market Place to Promote the event?

 Yes No

limited to 3 days per event and/or per month
Date:
Start Time:
Date:
Start Time:
Date:
Start Time:

How will you advertise the event?


“The Feds Marketing Department can design banners, posters and/or flyers for you for free and print for you at a reasonable price (see Marketing Communications page for pricing details). For such assistance please e-mail your request to marketing@feds.ca from your UWaterloo e-mail address. Please allow 3-4 business days for your request to be complete. Remember that if you are creating your own posters, they must have the Feds club logo on them (found at the bottom of this page Important Forms. All posters must be approved by the Clubs manager or the Feds Marketing Department before being used.”

Event Calendar

If you would like your event in Feds calendar and student portal, please fill out the following form once your event is approved.

http://www.feds.ca/calendarsubmission/

Tickets

Is this a ticketed event ?

 Yes No

If you will be selling tickets to your event, your tickets must be printed through the Feds Marketing Department (with the exception of performance events selling tickets through the Hagey Hall Box Office). Please fill out this ticket request form to get tickets printed for your event: http://www.feds.ca/tickets/

To set up online ticketing please contact the Clubs Manager at clubs.manager@feds.ca

Alcohol Service

 No Alcohol will be served as part of the event Alcohol served on campus UW Catering will serve alcohol ON campus Alcohol Served by Licensed Establishment Off Campus

Alcohol must follow UW Policy #21 in addition to any specific venue rules and regulations

Food Service

Will food be served at your event?

 Yes No

If your event is open to the public, you must submit a food vendor application to the Region of Waterloo’s Public Health Department for approval in order to have food at your event. The form can be found here and must be faxed to the Region of Waterloo’s Public Health Department at least 2 weeks prior to your event. You are welcome to bring this filled out application to the Feds front desk in the SLC to have it faxed on your behalf.

Any event open to the general public in which food will be served must originate from one or more of the following:

 Federation of Students food outlets UW Food Services operations Professional caterers or Retail outlets/Restaurants Grocery Stores Graduate Student Association outlet Faculty Student Society Coffee and Donut (C&D) outlets

Nothing Homemade
Provide the details of what you are serving and where the provisions are prepared
Please pay strict attention to the Safety Guidelines found here.

If your event is open to the public, you must submit a food vendor application to the Region of Waterloo’s Public Health Department for approval in order to have food at your event. The form can be found here and must be faxed to the Region of Waterloo’s Public Health Department at least 2 weeks prior to your event. You are welcome to bring this filled out application to the Feds front desk in the SLC to have it faxed on your behalf.

Transportation

 No transportation is required Personal Vehicles will be utilized Transportation provided by licensed carrier (booked by club) Bus booked through Feds Travelling in a rental car (already arranged by club member)

Must be requested at least 1 week in advance

Pickup Time:
Destination(including Street Address):
Return Time:
 Coach Bus School Bus
School Bus seats 48 People and all buses pick up from and return to the Davis Center only

AV Requirements

 I require a projector. I require other AV Services (sound, microphone, etc).

To book a projector or other AV services, you must complete the AV Authorization Form (doc). To have your AV form authorized, please come by the Clubs Community Centre (SLC 2139) prior to dropping it off to ITMS. Please note ITMS requires a minimum notice of two business days and will charge late fees if the equipment is not returned promptly the day following your event. Please confirm any details and questions with ITMS when you drop off your completed form.

Person Responsible for AV equipment

Contact Person's Name:
Student ID:
Email Address:



 Check here that you understand that if your club does not return equipment by 8:30am the next business day to ITMS Equipment Stores it will be charged a $50/day late fee that is not subsidized by FEDS.

Finances

You are able to borrow a cash box and a float of up to $100. You will be required to leave a Watcard or a $60 cash deposit with Feds accounting until your cash box and float are returned. Please fill out the details below to get a cash box and float reserved for you.

Do you require a cash box for this event?

 Yes No

If you require a cashbox or float, please book directly through Feds
Reception either in person in the Feds Main Office, email: recept@feds.ca, or phone: x84042. Bookings can be made as early as the week before your event. Float requests over $75 require Clubs Manager approval. Please ensure all revenues are deposited into the feds drop box immediately after the event. Please deposit the float separately from the event revenues generated.

Is this event anticipated to have a budget over $1000 ?

 Yes No

Please confirm with the Feds Finance office that your club has enough funds to cover the cost of this event

 I/We agree to meet with the Clubs Manager to discuss the financials of this event prior to entering into any contracts

UWCRT - Campus Response Team


UWCRT serves to increase the safety at specific events and across campus as a whole by providing volunteers who are trained in standard first aid, CPR-HCP, and who are equipped with medical supplies.

Please Select the following email, if you would like to request the UWCRT to attend your event ?

PLEASE NOTE: CRT will be in contact with the event coordinator within 72 hours. All coverage requests are welcome, however, we require a minimum of two (2) weeks notice prior to the event to guarantee coverage.

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