SAMU Club Event Approval Form Please hand in the Event Approval Form to the Clubs Manager at least 4-6 weeks in advance. If you do not receive approval in one week please contact the Clubs Department. Do not proceed with any further event planning until you have received event confirmation from the Clubs Manager. The approval process will take approximately one week and you will be notified by phone or email if your event has been approved. Open this form in Adobe Reader to fill out each question. Save your file as the title of your event. Please fill out all questions as incomplete forms may be returned and will result in delays. Contracts must be submitted for approval. Insurance Invoices / Aramark invoices must be paid within 30 days of the event. This form contains the budget information for the Event Grant Request. Event Organizer s Declaration As organizer of this event, I am fully aware that I am responsible for its organization in ensuring that it complies with SAMU Risk Management Policies. I will ensure that if waivers are required, a copy will be given to the Clubs Manager. It is also my responsibility to ensure that all students involved with this event are aware of their responsibilities. In case of an emergency, I am to contact the Clubs Manager. As the event organizer, I agree not to consume alcohol on the day of the event until the event ends and all participants have safely left. You must answer yes or no to the declaration before proceeding to fill out the rest of the form. [ ] Yes [ ] No Contact Information Club Name Name of Organizer Email Address Phone Number Date Form Submitted / / (day-month-year) CEA17-1 1
Event Details Date of Event / / Start Time (day-month-year) End Time Name of Event Outline Event Purpose Event Type [ ] Grad Party [ ] Potluck [ ] Workshop [ ] Professional Networking [ ] Pep Rally [ ] Meeting [ ] Silent Auction [ ] Social Gathering [ ] Awareness [ ] Showcase [ ] Speaker/Panel/Presentation [ ] Information Session External Participants [ ] The event involves the participation of external professionals or organisations. [ ] Please connect us with the Career Development and Experiential Learning (CDEL) department. (CDEL can assist you connect with potential external participants or provide advice for effective formats.) How Many Guests Are You Expecting? Location of Event If a room has already been booked, indicate the room number. [ ] Classroom (CCC) [ ] Paul Byrne Hall [ ] Kule Theatre [ ] CFAC [ ] Heart of the Robbins [ ] CN Theatre [ ] ACC [ ] MPR (Multi-Purpose Room) [ ] Gray Gallery [ ] Other (On Campus) [ ] Off Campus (Complete venue information on page 4.) CEA17-1 2
Event Promotion How are you planning to promote your event? [ ] Posters [ ] Social Media [ ] Brochures [ ] Table Booking [ ] Newsletters [ ] E-Vite [ ] Word of Mouth [ ] Emails [ ] Banner Bugs Facilities/Space Set-Up Requirements Note: Set-up requests may not always be available and in some cases may incur a service/equipment fee. [ ] Tables (number ) [ ] Whiteboard [ ] Curtains (number) [ ] Chairs (number) [ ] Lectern [ ] Flip Chart [ ] Stage (small/large) [ ] Podium [ ] Easel (number) [ ] Tablecloths (SAMU/MacEwan University; number) Audio-Visual/Technology Requirements Note: AV/Tech. requests may not always be available and usually incur a service/equipment fee. [ ] Projector [ ] Sound System [ ] Plugins (number) [ ] Televisions (number) [ ] Mics (lapel/table/stand; number) [ ] Laptops (number) Volunteer Involvement Please check off all activities that volunteers will be contributing. [ ] Selling Tickets [ ] Advertising [ ] Set-Up [ ] Registration [ ] Designing Posters [ ] Tear Down [ ] Event Planning [ ] Putting Up Posters [ ] Speaking Estimated Number of Volunteer Hours Needed Include the hours to be contributed by the event organizer, club executives, and other volunteers. [ ] 1 10 [ ] 20 40 [ ] 100-500 [ ] 10 20 [ ] 40 100 [ ] Over 500 CEA17-1 3
How will this event utilize sustainable practices? Check the ones that apply. [ ] Environmental (e.g., used recycled products) [ ] Cultural (e.g., sharing cultural experiences) [ ] Economic (e.g., included sponsorship or a club got a reduction on an item) [ ] Well-Being (e.g., promoted a sense of well-being for students) [ ] Social (e.g., provided a social opportunity for students to connect) How will SAMU be recognized at your event? [ ] Banners [ ] Verbally How will you determine the success of your event? Describe specifically. Do you have any notes or comments for the Clubs Department regarding the event? Complete If Your Event Is Held Off Campus Name of Venue: Phone Number of Venue: Address of Venue: Venue Contact Person: How many people can the venue accommodate? CEA17-1 4
Risk Management SAMU takes risk management very seriously and makes it one of our top priorities. To ensure that events are in a safe, enjoyable environment for all students, you as a club are responsible for guests and their behavior. Please give serious thought as to what the worst case scenario could be and make sure steps to minimize these risks are accounted for. If you select no to any of these questions, please contact the Clubs Manager to go over risk management considerations and requirements. [ ] Yes, I have thought about potential risks. [ ] No, I need more information about risk management. Food & Beverage: Check all that apply. [ ] The event is being held in SAMU space and we are bringing our own food. [ ] The event is on campus and food is being ordered through Aramark. [ ] Met with Aramark to discuss our needs. (Catering Manager at 780-497-5028) [ ] Discussed labeling food to avoid food sensitivities. [ ] The event is held off site, and the facility is equipped to deal with food service/catering companies. [ ] The event is closed (members only) and is being done as a potluck. We are familiar with the potluck guidelines and there is a dedicated person for food safety coordination. Name: Alcohol - On Campus: Check all that apply. [ ] Event Insurance has been purchased. (Required) [ ] Aramark has been contacted to provide alcohol service. [ ] We have at least 3 volunteers per 50 attendees whose only job is to monitor attendees. (Required) [ ] The appropriate number of security guards is present for this event. (1 guard for every 75 guests) [ ] Attendees are required to produce valid ID. (Alberta Driver s License, Passport) [ ] There is a wrist band program in effect for adults (over 18+). (Required) [ ] Minors will be attending this event. [ ] Minors will be wrist banded. [ ] Attendees will be reminded to drink responsibly. [ ] Cab fare is included in the budget. [ ] Start time and end time for alcohol services have been discussed. CEA17-1 5
Alcohol - Off Campus: Check all that apply. [ ] Event Insurance has been purchased. (Required) [ ] Alcohol License and Pro-Serve Licenses are maintained by the venue / business. [ ] Alcohol License has been purchased. (Copy given to the Clubs Department) [ ] All servers have the proper Pro-Serve Licenses. (Copies of licenses given to Clubs Department) [ ] We have at least 3 volunteers per 50 attendees whose only job is to monitor attendees. (Required) [ ] The appropriate number of security guards is present for this event. (1 guard for every 75 guests) [ ] Attendees will be required to produce valid ID. (Alberta Driver s License, Passport) [ ] There is a wrist band program in effect. (Required) [ ] Minors will be attending this event. [ ] Minors will be wrist banded. [ ] Attendees will be reminded to drink responsibly. [ ] Cab fare is included in the budget. [ ] Start time and end time for alcohol services have been discussed. Guest Speakers / Demonstration: Check all that apply. [ ] Students will be impacted by this topic. [ ] There will be public attendance. If students will be impacted by this topic, identify the speaker and the topic below. Physical Activity: Check all that apply. [ ] All participants have signed a waiver. (Waivers are available on samu.ca for download and printing.) [ ] A waiver copy has been given to the Clubs Manager. [ ] All participants have been informed to bring ID and their health care card. CEA17-1 6
Travel: Check all that apply. Complete if arranging group transportation to, participation at, or holding an event requiring travel. [ ] We are travelling within Edmonton. [ ] We are travelling outside of Edmonton, but within Alberta. [ ] We are travelling outside of Alberta, but within Canada [ ] We are travelling outside of Canada. [ ] Travel form documentation and waivers have been signed and submitted as required. Emergency Procedures and Responses In the event of an emergency, contact the Clubs Manager immediately (workmanm@macewan.ca or 780.497.4362). After office hours, contact Campus Security (780-497-5554). If the event is off campus, discuss a plan with that facility s manager and inform the Clubs Department. [ ] An emergency response plan has been put in place and provided to the Clubs Department. This plan will include: Identifying directions to the nearest hospital. Introductions to security prior to this event. Having a method to contact the police, ambulance, or fire department. Identifying evacuation procedures. Having a first aid kit on site. At least one person at the event with first aid training (e.g., volunteer or venue staff). CEA17-1 7
EVENT BUDGET NOTES Every club event is expected to have a proper budget completed. If the form is submitted without a budget, you will be contacted to provide one prior to having the event approved. Even if you will have no revenue or expenses, put in the appropriate zero amounts to indicate that you have thought about and decided on an event budget. If you are using available funds from your regular club account balance to pay for expenses, include it in the event revenue section. Revenue from things such as ticket sales should include a breakdown of how many tickets you are reasonably expecting to sell and at what price. EVENT GRANT NOTES To apply for an event grant, complete the Event Grant Checklist Form and submit it also. Ideally, it should be submitted at the same time as this approval form. Event grant requests need be received at least 30 calendar days before the start of the event. EVENT BUDGET Please fill out the estimated revenues and expenses for your event. Revenues Description of Revenue Revenue ($) Total Revenues: Expenses Description of Expense Expense ($) Budget Total Please calculate the net cost of your event below. Total Revenues $ Total Expenses: - Total Expenses $ = $ CEA17-1 8