Services Event Form

Contact Person's Name:
Email Address:
Name of the Event:
Event Organizer Facebook Page or Website:
Event Start Date:
Event End Date:
Event Start Time:
Event End Time:
Event Location:
Expected Attendance:
Event Description:

Will this event be recurring during this term ?

 Yes No

Who is invited to this event?

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

Advertisement For your event


For Poster, Flyers and/or SLC Banners, please ensure you submit request to OR if this is a larger event, you must submit using the "Marketing Menu plan" available on the Sharepoint site

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
Start Time:
Start Time:
Start Time:

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.


Is this a ticketed event ?

 Yes No

Do you require printed tickets?

 Yes No

To set up online ticketing please contact the Services Manager at

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 this event is NOT being catered by a catering company with a special occasion permit or UW Food Services AND is for public consumption (ie: not for an internal event such as a meeting but for example, bake sale in vendor alley), please fill out the food form located here and note that it must be submitted at least 15 business days in advance via FAX to the number on the form.

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.


 No transportation is required Personal Vehicles will be utilized Bus booked through Feds Rental Vehicle through Feds

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
Note: Coach Bus costs are higher than school bus costs
Note:Above options will be quoted first to you for approval
Date of Pickup:
Pickup Time:
Date of Return:
Time of Return:
Driver(s) Name(s):
Vehicle type requested (ie: van, truck, car, etc)

Note: Above options will be quoted first to you for approval

Note: Mileage will be paid at a cost to your service of 45 cents/km. Please ensure you have the budget prior to authorizing this method of travel. Reimbursements will be made via cheque request and you must attach a google directions map of your travels that indicated the Kilometers used.

AV Requirements

Do you require AV for this Event ?

 Yes No

Do you require a Projector for this Event ?

 Yes No

Pick up time:
Drop off time:

Do you require a project screen for this event ?

 Yes No

Screen must be picked up from outside the Service Managers office. Be sure to confirm pickup time first!

Do you require other AV Services (speakers, microphone, etc)"

 Yes No

In order to book a projector or other AV services, you must fill out the AV Authorization Form located here and bring it to the Services Manager (SLC 2124A) for approval. After receiving a signature from the Services Manager, you must bring this form to ITMS Equipment Stores a minimum of 2 business days before your event. There is no charge for the AV equipment provided it is used for presentation purposes. For films, the cost is $40. If you require a projector with less than 48 hours' notice, you must request this through the Services Manager at a cost of $10 plus a refundable deposit of $20.

Person Responsible for AV equipment

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

 Check here that you understand that if your service 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 will be charged to your account.


Do you require a cash box for this event?

 Yes No

Name of person picking up cash box:
Pick up Date and Time:(M-F From 9am-4pm):
Return Date and Time:(M-F From 9am-4pm):
Number of Nickels ($0.05s) :
Number of Dimes ($0.10s):
Number of Quarters ($0.25s):
Number of Loonies ($1.00s):
Number of Toonies ($2.00s):
Number of $5 Bills ($5.00s):

Is this event anticipated to have a budget over $250 ?

 Yes No

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

SUSPUR - Sustainable Campus Initiative - Sustainable Purchasing

Sustainable Campus Initiative (SCI), through its Sustainable Purchasing Service (SUPUR) can help make your events more sustainable! With an analysis of your current event uses, we then provide recommendations on how you can reduce the environmental impact from your event and be more economically efficient. In other words, we look for ways in which you can be more eco-friendly and at the same time save a little money!

Please select the following email, if you would like to request SUSPUR's help in purchasing sustainable items for your event?

PLEASE NOTE: that someone from SUSPUR will contact your event coordinator within 72 hours.

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.