Student Societies Event Form

Student Society:
Society club name:
Contact Person's Name:
Society or Society Club Official Email:
Alternate Email (Optional):
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 Societies 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.
Event Price:
Expected Attendance
Event Description:

Do you require assistance with booking the above location ?

 Yes No

Will this event be recurring during this term ?

 Yes No

Who is invited to this event?

 Restricted to Society/Society 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
Start Time:
Start Time:
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 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.

Alcohol Service

 No Alcohol will be served as part of the event Alcohol served on campus UW Catering will serve alcohol off 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

If you are serving to the UW Community or the Public, or you are advertising an event with food to the Public, please fax a region of waterloo food vendor form. Please note the region requires two weeks' notice. Feds reception can help you fax the form. Please ensure you have a copy of the approved food form on site. If you require a cashbox or float, please book through Feds Reception in the Main Office. Please ensure all revenues are deposited into the feds drop box immediately after the event.

Provide the details of what you are serving and where the provisions are prepared

Please pay strict attention to the Safety Guidelines.

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.


 No transportation is required Personal Vehicles will be utilized Travel by Bus Travelling in a rental car

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.