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The Student Groups Procedure states that all events/activities organized or planned by a student group must be submitted for approval to Student Success and Experience via the online platform for review by the Student Affairs Team. The Student Affairs Team assists Student Groups in navigating various university and external policies and processes, including, but not limited to, , , the University's Outdoor Site Booking and Office of the Registrar Room Bookings to support student groups in organizing safe and fun events.

Events must be submitted during the planning phase and a minimum of 15 full business days prior to the event. We strongly encourage you to submit your application as early as possible once you have the majority of your planning details in place. Approval may take 1-3 weeks and must be granted prior to the group announcing or advertising the event/activity. If you wish to advertise your event weeks in advance of the event, please submit it earlier than the minimum timeline.

Every event/activity that student groups hold (or participates in as members of the group) must be submitted, with the exception of regular meetings, annual general meetings, and elections that are open only to members of the group. If your group partners with an external organization to host an event, or your group is advertising or promoting an event under your group name, the event must be submitted for review and approval. If you have any questions, please email sgevents@ualberta.ca, and the Student Affairs Team will clarify if your event/activity needs to be submitted.

For additional information and resources for organizing different types of events, view the Alcohol, Travel, Physical Activity, Speakers, and Minors pages.

How to Submit an Event for Review

1. Log in to using your CCID and password.
2. In the top right corner, click on the person icon.
3. Under "Switch Accounts" choose the club for which you are submitting an event.
4. Double-check that your student group is affiliated by checking the notifications in the bottom left corner.
5. On the top menu, click "EVENTS 🎉"
6. Click "Create New Event" in the top right corner.
   1. Create Event = Hosted by a single student group
   2. Create Collaborative Event = Hosted by multiple student groups
7. Follow the steps in the Rubric Event Wizard to complete the event submission form.
8. On the Event Summary page click Publish to submit your event for review and approval to Student Affairs Advisors in Student Success and Experience.

For more details, screenshots, and a preview of the event form questions, see the full .

If you encounter issues:

• If the group you need to submit an event for is not listed, contact your group president to be added to the executive roster. They can update your permissions using .
• If your group is not affiliated, you will not be able to submit events. Contact Student Group Services for support with student group recognition at clubs@uasu.ca.