Clubs Manual 2008 - 2009 - Students' Union - University of Calgary

Clubs Manual 2011 - 2012 

Students’ Union, University of Calgary 

Table of Contents 

Important Club Dates ........................................................................................ 1 

Chapter 1 – The SU: Who are we? ................................................................... 

Students’ Union .......................................................................................................................... 2 

Clubs Committee ...................................................................................................................... 2 

Coordinator, Student Organizations ..................................................................................... 2 

Chapter 2 – The Perks: What’s in it for you? ................................................. 

Clubs Areas, Offices and Lockers ......................................................................................... 3 

Equipment Rentals and Supplies ............................................................................................ 3 

Club Discounts ........................................................................................................................... 4 

Email and Web Accounts ........................................................................................................ 4 

SU Club Funding ......................................................................................................................... 4 

Club Bank Accounts ........................................................................................................ 4 

Food and Drink Funding ................................................................................................. 4 

Start-Up Funding .............................................................................................................. 5 

Special Event Funding ...................................................................................................... 5 

Charity Grants ................................................................................................................... 5 

Alumni Association Student Club Grants ....................................................................... 6 

Room, Table and Public Space Rentals ................................................................................ 6 

How do I book a room? ................................................................................................. 6 

How do I book public space? ........................................................................................ 7 

Room and Public Space Booking Conditions and Restrictions .................................... 7 

How do I book a table? .................................................................................................. 8 

Table Booking Conditions and Restrictions ................................................................... 9 

Equipment and AV ........................................................................................................... 9 

Catering.............................................................................................................................. 9 

The Den and Black Lounge ............................................................................................. 9 

Eric Lahoda Memorial SU Club Scholarship ....................................................................... 10 

Chapter 3 – Club Requirements: What are your responsibilities? .............. 

Survival Seminar ......................................................................................................................... 11 

Risk Management: Event Proposals, Insurance and Waivers ......................................... 11 

Event Proposals ................................................................................................................ 11 

Insurance Fee ................................................................................................................... 11 

Waivers .............................................................................................................................. 12 

Alcohol Functions ...................................................................................................................... 12 

ASIP/Pro-Serve ................................................................................................................... 13 

Annual Report ............................................................................................................................ 13 

Advertising and Signage Policy ............................................................................................... 13 

Exclusivity Contracts in MacEwan Hall ................................................................................. 14 

Diversity ....................................................................................................................................... 15 

Resources and Important Contacts ................................................................. 16

Clubs Manual 2011-2012 

1 

Important Club Dates 

September 19 th -23 rd 

September 26 th 





Fall Clubs Week, 9:00 am - 4:00 pm in the north and south 

courtyards of MacEwan Hall 

*Fall Survival Seminar I, 12:00pm-2:00pm in MSC Cassio A/B 

*Fall Survival Seminar II, 12:00pm-2:00pm in MSC Cassio A/B 

*Fall Survival Seminar III, 2:00pm-4:00pm in MSC Cassio A/B 

*Fall Survival Seminar IV, 11:00am-1:00pm in MSC Cassio A/B 

*Fall Survival Seminar V, 10:00am-12:00pm in MSC Cassio A/B 

*Clubs need only attend one of these sessions. 

October 7 th 

October 15 th 

November 15 th -17 th 

January 16 th -20 th 

January 24 th 

January 25 th 

January 26 th 

Mandatory insurance fee deadline 

SU Club Leadership Summit 

SU Campus Food Bank Food Drive 

Winter Clubs Week, 9:00 am - 4:00 pm in the north and south 

courtyards of MacEwan Hall 

*Winter Survival Seminar I, 11:00am-1:00pm in MSC Cassio A/B 

*Winter Survival Seminar II, 12:00pm-2:00pm in MSC Cassio A/B 

*Winter Survival Seminar III, 1:00pm-3:00pm in MSC Cassio A/B 

*Only new clubs and those that did not attend one of the Fall sessions 

must attend one of the Winter sessions. 

March 2 nd 

April 30 th 

Eric Lahoda Scholarship deadline 

Annual Reports Due 

Club Office & Locker clean-out deadline 

Club Office & Locker Application deadline 

Clubs Manual, revised in 2011 Page 1


2 

Students’ Union 

Chapter 1 – The SU: Who are we? 

The Students’ Union (SU) is your elected student government. We are committed to providing valuable 

and relevant programs and services that can enhance your experience at the University of Calgary. 

As an SU-sanctioned club, you are literally part of the SU. The SU values the role that clubs play in 

enriching student life on campus. Clubs represent the tremendous cultural, social, and intellectual diversity 

at the U of C, and play a vital role in creating and fostering a sense of community and belonging for 

students. 

For more information about the SU and how you can get involved with us, visit http://www.su.ucalgary.ca/ 

Clubs Committee 

The Clubs Committee is the democratically-elected arm of the SU responsible for providing, promoting 

and administering services and programs for clubs. The Clubs Committee processes and allocates funding 

for clubs, enforces the SU Bylaw, and mediates problems that arise pertaining to clubs, when necessary. 

Most importantly, the Clubs Committee is the voice of clubs in the SU. If you have any concerns about how 

clubs are being administered or about issues pertaining to club activities, these are the people you can 

turn to for change. 

The Clubs Committee is chaired by the Vice President Student Life and consists of six members of the 

Students’ Legislative Council (SLC). 

Coordinator, Student Organizations 

The Coordinator, Student Organizations (CSO) is a full-time SU staff member employed to administer 

club programs by working with the Clubs Committee and the VP Student Life. The Coordinator, Student 

Organizations is also one of the resources made available to clubs by the SU. The CSO may be contacted for 

assistance and general advice on club policy, club events, Clubs Committee decisions or to refer feedback 

to (i.e. kudos and complaints). 

Henry Rosvick, the current CSO. 



3 

Chapter 2 – The Perks: What’s in it for you? 

Clubs Areas, Offices and Lockers 

There are two areas of the MacEwan Student Centre dedicated exclusively to clubs and their activities. 

The West Clubs Area is located off of the north courtyard beside Stör. Here you will find the Clubs 

Office (MSC 279L) and the CSO. Also in the West Clubs Area are: 

 

 

 

 

 

the Hive (MSC 279), a clubs-only meeting room which can be booked via the online booking 

form (see Room, Table and Public Space Rentals below), 

the Clubs’ Display Case (it looks out onto the north courtyard of the MacEwan Student 

Centre) which can be booked for advertising club events by contacting the CSO, 

37 office spaces in 13 offices, 

53 lockers, and 

80 mailboxes. 

Both club areas are open 

during the Fall and Winter 

semesters from 8:00am to 

10:00pm, Monday to Friday, 

and from 9:00am to 5:00pm, 

Saturday and Sunday. 

All offices are shared, each housing an average of three clubs. 

Each spring, clubs submit applications for office space and/or 

lockers to the Clubs Committee along with their Annual 

Report. Clubs that are not granted office space have first 

choice on the lockers. Mailboxes are obtained from the CSO 

on a first-come, first-served basis. 

The East Clubs Area (MSC 108) is located on the lower level of 

the MacEwan Student Centre beside Jugo Juice. It is equipped 

with a clubs-only boardroom (which can be booked via the 

online booking form), 80 club lockers and space to relax and 

connect with other club members. Please note that this space 

is shared with the SU’s Volunteer Tax Program during March and April, during which it will be open for 

reduced hours only. 

Equipment Rentals and Supplies 

Two portable stereos are available to clubs for your events, and can be borrowed on a first-come, firstserved 

basis. In order to secure one, you must bring a $50 deposit to the CSO. This deposit is entirely 

refundable upon return of the stereo. 

Clubs are able to rent the SU popcorn machine, including popcorn and bags, for their events. It is available 

through Bound and Copied on a first-come, first-served basis. A $50 deposit is required, $25 of which is 

refundable upon return of the machine in the same, clean condition in which it was received. Rental 

includes free bags and 5 free packages of popcorn kernels (which makes about 50 bags of popcorn). Each 

additional bag of kernels is $3.00. The popcorn machine cannot, under any circumstances, be used in any of 

MacEwan Student Centre meeting rooms. 

The SU provides a limited number of canned pop (usually around 24-48 cans) for club events. In order to 

obtain these, clubs must submit a completed Pop Request Form to the CSO no later than 4 days before the 

event. Clubs are able to apply for this allotment twice per semester. 



4 

Club Discounts 

At Stör, members of SU-sanctioned clubs receive 10% off all products other than newspapers, 2-for-1 

candy promotions and all Calgary Transit products. You must show a valid and current club card in order 

to obtain these discounts. 

At Bound & Copied, with proof of club membership your club will be provided with 20% off black and 

white photocopying, excluding the printing of mid-term and final exam packets and any documents that 

will be sold through the club. All test packets and for-profit documents will be charged at standard copy 

rates. Club members can also receive free local faxing. Please note that this discount does not extend to 

any other services offered at Bound & Copied. 

Every Tuesday after 5pm at The Den & Black Lounge is Clubs 

Night. Upon presentation of a valid club card, you are 

entitled to a 15% discount on everything. 

Email and Web Accounts 

Upon being sanctioned, all clubs are assigned a university – 

@ucalgary.ca – email account. This email account also allows 

clubs to create a webpage on the university server. If your 

club chooses to have a website on the university server, a 

link to your webpage can be placed on the SU website 

located at http://su.ucalgary.ca/page/quality-studentlife/clubs/clubs-list. 

Please contact the CSO to obtain an email 

address and to have your club’s website address link created. 

Clubs accessing the e-mail service agree to abide by the 

University Computing Policy 

(http://www.ucalgary.ca/it/policy). 

Club Funding 

The SU recognizes that clubs enhance and develop student 

life, and funding for events whether small or large is available 

to clubs. Application forms can be accessed online at 

http://www.su.ucalgary.ca/clubs. All requests for funding 

are subject to availability of funds. 

Email accounts should be 

checked regularly for two 

reasons: 

(1) It is the primary way the 

SU communicates with your 

club about your obligations. 

(2) Email addresses are the 

only form of information 

that the CSO can give out to 

the public. As such, your 

email account is your 

lifeline to the world outside. 

If you consistently fail to 

respond to email inquiries 

from students and other 

interested parties, we will 

hear about it and may 

assume that your club is no 

longer active. 

Club Bank Accounts and Cheques 

All clubs are required to have a bank account in the name of the club. In order to open a club bank 

account, you may need to contact the CSO to have a Bank Letter produced. The Bank Letter should 

allow you to open an account at a bank or credit union of the club’s choice. 

All funding will be distributed on a reimbursement basis with a cheque made payable to the Club 

or Fraternity by name; under no circumstances will cheques be made payable to an individual. 

If a Club or Fraternity fails to cash a cheque within 20 business days of the date the cheque was printed, 

the Students’ Union, after making a reasonable effort to inform a Club or Fraternity that the cheque is 

ready for pick up may cancel the cheque. 

If the Students’ Union cancels a cheque as outlined above, it is deemed to have fulfilled its duties, and is 

under no obligation to re-issue the cheque, or to approve funding for the same purpose. 



5 

Food and Drink Funding 

Clubs are allocated an annual allowance of $150 for food and non-alcoholic beverages. You can apply as 

many times as you want to until you have reached the $150 allowance each year. Just complete the Club 

Food & Drink Funding Application and submit it, along with all receipts documenting your food and beverage 

expenses, to the CSO. The CSO will evaluate your application and reimburse you up to 75% of the 

amount documented, up to $150. 

Start-Up Funding 

This funding provided to help new clubs get established in their first year. They can be used for the 

purchase of stationery, membership cards and other office supplies. 

Funding can be up to $100 and must be applied for within twelve months of the date on which your club 

was sanctioned. Simply complete the Start-Up Funding Application and submit it, along with all receipts 

documenting your purchases, to the CSO. You are eligible to receive up to 75% of the amount 

documented. 

Special Event Funding 

Do you plan on organizing a big, public event like a conference or a performance? Special Event Funding is 

intended to help finance club events that develop and enhance student life. Clubs are eligible for a 

maximum of $1,000 per event (most grants are between $500 and $700) if benefit to students can be 

demonstrated. Eligible expenses include food and non-alcoholic beverages, advertising and costs 

associated with the production of the event. 

Special Event Funding is not 

intended to help clubs cover 

the costs of attending 

conferences and other offcampus 

events. Try applying 

for Travel & Conference 

Funding instead. Online 

application forms are 

available at 

http://www.su.ucalgary.ca/pa 

ge/quality-education/financeand-awards/travel-andconference-funding. 

In order to apply, simply complete the Special Event Funding 

Application and submit it to the CSO. For an application to be 

considered for the full $1000 maximum, it must be completed and 

handed in a minimum of 20 business days (4 weeks) prior to the 

event. If the application is submitted between 10 and 20 business 

days (2-4 weeks) prior to the event, it will be considered with a 

$500 maximum. Applications that are submitted late or 

without a letter will not be considered, period. 

The Clubs Committee will consider your application and will preapprove 

your event for a certain amount of Special Event Funding. 

You will not receive any money before the event. 

The SU support of the event must be acknowledged in all 

advertising for the event. 

After your event, you must submit a Special Event Funding 

Evaluation and original receipts for all event expenses. These 

must be submitted to the CSO no later than 20 business 

days after the last day of your event. If this evaluation is not 

received on time, your club will not be awarded the money it was 

pre-approved for. 

Charity Grants 

This grant is intended to help clubs host projects in MacEwan Hall that will raise money for a registered 

charity. The grant does not come in the form of monetary compensation. Instead, the SU may 

provide the club with available space in MacEwan Hall at an extra discount (up to 100%). The SU may also 

be able to provide additional discounts to equipment (such as basic sound and staging equipment). Clubs 

qualify for this grant if they are able to raise more than 75% of the waived fees and all proceeds go to 

charity. 



6 

This application must be received minimum of six weeks prior to the event in order to have it completed 

on time. Under no circumstances will the application be accepted or approved with less than 

six weeks advanced notice. 

The process for obtaining this grant is outlined below: 

1. A minimum of 45 days (6 weeks) prior to the event, use the online club room booking form to 

request the space and date you would like to hold your event. Specify in the details section that 

you wish to have a “Charity Event.” 

2. At the same time, submit a letter to the CSO that outlines the event, your advertising campaign 

and the charity of your choice, including its registered charity number. The letter should also 

contain an estimate of the funds to be raised and any history of the event. 

3. You will then work with an event planner at the MacEwan Conference & Events Centre to 

determine what supplies and space you require for your event. You may be required to make a 

deposit for more expensive spaces (such as the Ballroom). 

4. A contract with full prices will be emailed to you by your event planner. Before your grant 

application can be considered, you must bring a copy of this contract to the CSO. 

5. Once the CSO has received both your letter of intent and your tentative contract, you will meet 

with the Clubs Committee to determine exactly what discounts will be received, what costs will 

be paid for by the SU and what costs the club will be responsible for. 

6. Confirm and sign your final contract with the MacEwan Conference & Events Centre a minimum 

of four weeks prior to event. 

Please note that there are a limited number of charity grants available each year. Further, 

this grant cannot be used in conjunction with any other SU funding, such as Special Event 

Funding. 

Alumni Association Student Club Grants 

The University of Calgary Alumni Association allocates money 

each year to support club activities that enhance the relationship 

between among students, alumni and the university. For more 

information and application forms, visit their website at 

http://www.ucalgary.ca/alumni/student_club_grants. 

Room, Table and Public Space Rentals 

How do I book a room? 

Clubs are entitled to two free, four-hour room bookings per 

week in the MacEwan Conference & Events Centre 

during the Fall and Winter terms. These bookings cannot be 

combined to create a longer reservation, although longer or 

additional bookings can be made at the 50% clubs discount. 

At the beginning of each 

year, each club has two 

Executive members sign a 

Master Event Agreement 

form. By signing this form, 

those two people become 

the club’s Designated 

Bookers. Only these two 

Designated Bookers are 

permitted to submit 

room and table bookings 

on behalf of a club. If you 

are unsure who the 

designated bookers for your 

club are, please contact the 

CSO. 

Clubs are entitled to two free, four-hour bookings of That 

Empty Space per month during the Fall and Winter 

terms. These bookings cannot be combined to create a longer 

reservation. Further, this space is only available “as is” – no 

additional equipment (such as tables or chairs) can be booked into the space and clubs are responsible for 

arranging the furniture themselves. 



7 

In order to book room in MacEwan Hall, use the online form that is linked at 

http://su.ucalgary.ca/page/quality-student-life/clubs/room-table-bookings. Telephone and in-person 

requests for bookings will not be accepted. 

Clubs may block book rooms for weekly events in advance, but can only do so after certain 

dates: August 1 st for the Fall term, November 1 st for the Winter term, and March 1 st for the 

Spring/Summer term. 

All room booking requests should be made a minimum of ten business days in advance. 

You will receive a response from the CSO within two business days. If space is available at the time you 

request, you will also receive a confirmation for your room booking. If the details on the confirmation are 

correct, no further action is necessary at that point, and the room is yours. 

How do I book public space? 

The Hall, the Ballroom and the North Courtyard are not available free-of-charge to clubs, but can be 

booked using the 50% clubs discount. 

Clubs are entitled to two free, eight-hour bookings of 

MacEwan Hall’s South Courtyard Stage per semester 

during the Fall and Winter terms. Only events that are 

appropriate for the space may be booked in the South 

Courtyard, where what is appropriate is determined by the 

CSO. These bookings cannot be combined to create a longer 

reservation. Further, be aware that seating in the South 

Courtyard cannot be removed, although it may be rearranged 

within certain limited configurations. Additional or 

longer bookings of the South Courtyard Stage can be made 

at the 50% clubs discount. 

To book classrooms outside 

of MacEwan Hall or 

outdoor spaces on campus, 

visit the University’s 

Meetings and Special Events 

department at 

http://www.ucalgary.ca/mse 

If you would like to book the MacEwan concert hall, Ballroom, or any of the courtyards for a special 

event, please specify this when completing the online form. You will be contacted within two business 

days by an event planner from the MacEwan Conference & Events Centre. They will help walk you 

through the rest of the process. Requests for the MacEwan concert hall, Ballroom, That Empty 

Space or any of the courtyards should be made at least 30 business days in advance. 

Room and Public Space Booking Conditions and Restrictions 

1. All food consumed in the MacEwan Conference & Events Centre must be purchased from their 

catering service. In other words, outside food cannot be consumed in any of the 

meeting rooms you book through the SU. The only exception to this is if your event is 

closed to the public (i.e. is for club members only). If you are planning on ordering food or 

bringing food into your room booking you must notify the CSO. You must also follow all health 

and safety regulations outlined at http://www.su.ucalgary.ca/sufoodhandling. Your club is 

responsible for clean-up—failure to do so may result in extra costs. 

2. Under no circumstances may outside alcohol be consumed in the MacEwan 

Conference & Events Centre. If you would like to arrange for alcohol to be served at your 

event, be aware that all your club insurance and Pro-Serve/ASIP requirements must be complete 

and your event must accord with the University of Calgary Use of Alcohol Policy. For more 



8 

information about insurance and Pro-Serve/ASIP, please see those respective sections of this 

manual. 

3. To receive the space booking benefit, the club must be the primary organizer of the 

event and two-thirds of the participants must be undergraduate students. Clubs are 

not permitted to sublet their meeting space or discounts to other groups. 

4. All space bookings are subject to availability and may change without notice. The MacEwan 

Conference & Events Centre reserves the right to alter bookings at any point prior to three 

business days in advance of the event. If this should happen, the club will be contacted and every 

effort will be made to locate another space that conforms to the specific needs of the booking. 

Should the MacEwan Conference & Events Centre wish to move a club booking less than three 

business days in advance of the event, they must consult with the club representative and 

attempt to negotiate an acceptable alternative. If no solution acceptable to both parties is 

reached during these negotiations, the original club booking must be honoured. 

5. Clubs are responsible for ensuring that the noise generated by their events does not disturb 

other students or the businesses and departments housed in MacEwan Hall. The SU reserves the 

right to terminate an event after reasonable warning related to noise. 

6. The SU reserves the right to request a deposit on any club booking. Failure to pay the deposit 

will result in the cancellation of the event. 

7. Standard room set-ups are included in the room booking. Labour charges for the physical set-up 

of the room may be added to a booking if there are unusual circumstances (i.e. quick turnaround 

requirements or excessive labour needs due to extensive set-up). Costs associated with 

excessive cleaning and/or repairing rooms and equipment are the responsibility of the club. 

8. Payment of all invoices is required within 30 days of the event. Any clubs with outstanding debts 

to the SU will have their privileges suspended and may be de-sanctioned. 

9. Cancellation Policy: a minimum of three days notice must be given for a 

cancellation. Not showing up within 60 minutes after the start time of your booking will be 

treated as a cancellation. Failure to adhere to the cancellation policy will result in a 

cancellation fee of $100.00. 

10. If your event involves showing a movie you are responsible for abiding by copyright laws. 

Contact The Image Centre at 403-220-3721 to make arrangements for obtaining copyright 

permission for the showing. You must provide the CSO with proof that you have obtained permission 

to show the movie. 

How do I book a table? 

Clubs are entitled to ten free “information” table bookings 

per semester. These can be used to inform people about issues 

relating to your club mandate or to recruit members. Nothing can 

be sold at such tables except for tickets to your events. Clubs are 

entitled to one free “sales” table booking per 

semester. These can be used to sell products. When booking 

sales tables, be prepared to provide details about the items you 

intend to sell, as some products are prohibited from being sold in 

MacEwan Hall. Additional tables over and above this allotment are 

available at a cost of $15.00 plus GST. 

To book tables outside 

of MacEwan Hall, send 

your requests to 

classrms@ucalgary.ca. 

In order to book a table in MacEwan Hall, use the online form at 

https://www.su.ucalgary.ca/forms/table/index.php. Be certain that you select “SU-sanctioned club” in the 

drop-down menu. Telephone and in-person requests for bookings will not be accepted. You will be contacted 

within two business days by someone from the MacEwan Conference & Events Centre. 

All table booking requests should be made a minimum of ten business days in advance. 



9 

Table Booking Conditions and Restrictions 

1. Clubs may not sublet their table booking privileges to another group. 

2. When using a table booking, stay within one metre of your table. Approaching people 

walking by is not permitted, nor is leaving printed materials anywhere other than on 

your table. 

3. The SU reserves the right to limit table bookings to a maximum of five in any one week 

period for any one club. 

4. All club table bookings must be paid in full in advance. 

5. The SU reserves the right to refuse anyone promoting information of a controversial 

nature. Materials must be reviewed prior to the first reservation date. 

6. Vendors must conform to all requirements specified by law and are responsible for the 

purchase of any operating licenses required. Selling trademark goods or knock-offs of 

brand names is permitted only with express written consent of the trademark or brand 

name holder. 

7. Self -prepared foods, such as baked goods, are not permitted. 

8. The club must adhere to provincial and municipal laws regarding the sale of raffle 

tickets and other forms of gambling. 

Equipment and AV 

Upon request, space bookings come with free equipment (such as chairs, tables, podiums, and 

whiteboards) and some free AV equipment (like LCD projectors, televisions, DVD players, and dedicated 

sound equipment for South Courtyard Stage). Additional or more specialized AV equipment may be 

booked at a cost through Com/Media by calling 220-3711. 

Catering 

If you are planning on serving food at an event held in MacEwan Conference & Events Centre, please note 

that clubs are eligible to receive 20% off their regular catering menu. If you plan to take advantage of this, 

please note it in the details section of the online booking form. An event planner will contact you to 

discuss menu options. 

The Den and Black Lounge 

The Den and Black Lounge can be booked by clubs for Friday night cabarets. These are a potentially 

lucrative ways for clubs to raise funds. The Red Room in The Den is also available for your club to host a 

meeting or small party. In order to book an event there, please contact a member of the management 

team at The Den and Black Lounge directly at 403-220-5175. 



10 

2010-11 Eric Lahoda Scholarship winners. 

The Eric Lahoda Memorial SU Club Scholarship 

This scholarship honours Eric Lahoda, former student and dedicated Ski Club president. It is intended to 

reward current undergraduate students who make a positive contribution to on-campus student life 

and/or to off-campus communities through their active role in and dedication to one or more SUsanctioned 

clubs. Ten scholarships, valued at $1,000, are awarded each year. For more information, such 

as specific eligibility criteria and deadlines, or to secure an application form, please visit 

http://www.su.ucalgary.ca/clubs or contact the CSO. 



11 

Chapter 3 – Club Requirements: What are 

your responsibilities? 

Survival Seminars 

This is a mandatory annual information session that aims to educate clubs about the resources available to 

them (including how to book space, access funding, etc.) and their responsibilities (primarily the 

importance of club insurance, Pro-Serve/ASIP, the Master Event Agreement, waivers, and Annual 

Reports). Two survival seminars are held every year (one at the beginning of each of the Fall and Winter 

terms) and clubs are expected to send two representatives to one of these sessions every 

year. 

Failure to send two representatives to the Survival Seminar will result in the club 

having all its privileges with the SU suspended. 

Risk Management: Event Proposals, Insurance and Waivers 

Event Proposals 

Any events that involve one of the following three factors must be approved by the Students’ Union: 

 

 

 

Alcohol 

Travel outside of the city 

Potential physical risk (this includes sports, such as skiing or snowboarding) 

In order to have your event approved, please submit the Event Proposal Form to the CSO at least two 

weeks prior to the event date. This will allow the CSO sufficient time to determine whether or not your 

event may proceed, and what additional requirements (such as waivers) your club may need to fulfil. The 

vast majority of events are approved, and the penalties for us discovering that you have run 

events without permission are severe, so it simply doesn’t make sense to not fulfil this 

requirement. 

Insurance Fee 

Did you know that you could be liable – could be sued – for any incident that happens at one of your club 

events if you don't have insurance? Further, many bars and banquet halls will no longer allow clubs to 

host events in their venues without liability insurance. By becoming an SU-sanctioned club, you are 

automatically covered under our insurance policy. Note, however, that this is not travel insurance. 

At the beginning of each year, each club must complete an Insurance Fee Form and submit it to the CSO. 

To be covered by the SU insurance policy, a club must pay a fee to cover the cost of purchasing the 

policy. This is a requirement of both the SU and the University of Calgary. The cost of the policy depends 

on what type of event (alcohol or non-alcohol related event) the club will sponsor, and whether the event 

will be held on- or off-campus. Insurance rates are as follows: 

 

 

 

Alcohol related events, on- or off-campus - $50/year 

Non-alcohol related events, off-campus - $25/year 

Non-alcohol related events, on-campus – no charge 



12 

All clubs must complete and submit an Insurance Fee Form, even if they will be not holding 

off-campus or alcohol related events. Failure of a club to submit the Insurance Fee Form or 

pay the fee will result in the club having all its privileges with the SU suspended and desanctioning 

may result. 

Waivers 

If your group is planning to travel outside the city (to conferences, tournaments, etc.) or have an event 

that involves a physical risk you must inform the CSO and have your participating members sign a waiver. 

Waivers are crafted and issued by the CSO for each individual event. Even if you have old waivers 

from past years, you cannot re-use them. 

Each participant in an event must sign a waiver. This signing must be witnessed by an 

Executive member of the club who has received waiver administration training. This 

training takes very little time, and can be accessed by contacting the CSO. 

Waivers must be submitted to the CSO before the end of the year. The waivers will be stored 

by the SU for two years. 

Failure of a club to notify and submit all of the above information to the SU prior to holding 

an off-campus event will result in a suspension of club privileges and may lead to the club 

being de-sanctioned. 

Alcohol Functions 

Before hosting any event where alcohol will be served, clubs must: 

 

 

have paid their $50.00 insurance fee, and 

have had at least two members of their Executive Pro-Serve/ASIP certified. These members 

must be present and sober at the event. 

Further, if the event is being held off-campus, the venue must be contacted and asked to list the 

following as additional insurers on the venue's liability insurance policy for the date of the 

event: 

 

 

 

Your club 

University of Calgary and The Board of Governors of the University of Calgary 

2500 University Drive N.W. Calgary, AB T2N 1N4 

The University of Calgary Students' Union 

251 MacEwan Student Center 

2500 University Drive. N.W. Calgary, AB T2N 1N4 

A certificate of insurance demonstrating that these additions have been made must be 

submitted to the CSO no less than 48 hours (2 days) before the event. Venues such as bars and 

banquet halls are asked to do this all the time, and so you shouldn't worry about requesting it. If you 

encounter any problems, the CSO will be more than happy to help you out. 

Club-sponsored alcohol related events cannot be held in venues that are unlicensed or that do not have 

sufficient liability insurance. For this reason, house parties where alcohol will be served cannot be 

organized or advertised as club events. 

Finally, all club events must adhere to the University of Calgary Use of Alcohol Policy. The policy 

can be viewed here: 

http://www.ucalgary.ca/UofC/departments/RISK/riskmgmt/riskmgmt/alcoholpolicy.html. If you plan on 



13 

having events where alcohol will be served, you should familiarize yourself with it. Note especially that 

this policy explicitly prohibits all pub crawls. 

Pro-Serve/ASIP 

All clubs that plan on hosting events where alcohol will be served must have at least two members of 

their Executive Pro-Serve/ASIP (Alberta Server Intervention Program) certified. Certification involves 

taking an online course and then writing a multiple choice exam. The whole process takes about four 

hours, and can be worked on at your leisure over a six week period. It is offered free-of-charge to all 

members of SU-sanctioned clubs. 

In order to register, send the names and email addresses of the Executive members you would like 

certified to proserve@ucalgary.ca. You will receive an email directly from Pro-Serve/ASIP with your 

registration code. 

Once you have been certified, be certain to make a photocopy of your completion certificate and submit 

it to the CSO. We will not consider an Executive certified unless we have a copy of their 

certification. 

Annual Report 

All clubs must submit an annual report each year at the end of April. An annual report is a record of a 

club’s activities, financial information, contact information, and Executive and membership lists for the last 

year. 

The submission of a complete annual report means the club has acknowledged that they were an active 

club in the past year and wish to continue their sanctioned status with the Students’ Union. Failure to 

submit an annual report is interpreted by the Clubs Committee as a desire to no longer be a 

SU-sanctioned club. Consequently, the Clubs Committee will de-sanction your club for failure to 

submit an annual report by the deadline. 

What do I need to include in my club's annual report? 

 

 

 

 

 

 

 

Contact information 

Outgoing Executive (names, student ID numbers, phone numbers and email addresses) 

Incoming Executive (names, student ID numbers, phone numbers and email addresses) 

Financial Statement (which includes an annual income statement, cash balances for all club 

accounts, and a list of outstanding debts) 

Sanctioned Agreement Form for the upcoming year 

Membership list (names and student ID numbers) 

Club constitution 

If you are required to submit an annual report to your faculty or parent organization, feel free to submit 

this report to the SU (just ensure that all the above information is included). 

Advertising and Signage Policy 

One of the main ways for clubs to communicate their events to students is through posters and banners. 

There are many places in MacEwan Hall where your club can hang posters and banners, but it is important 

that these spaces be used respectfully and equitably. SU-sanctioned clubs will manage their own event or 

awareness banner campaigns once they have reviewed and acknowledged in writing their agreement to comply 

with the provisions of this policy with the SU Coordinator, Student Organizations. 

In order to ensure this, please adhere to the following guidelines: 



14 

 

 

 

 

 

 

 

 

 

Club posters can only be affixed to designated club bulletin boards, public boards or in the Clubs 

Display Case. Designated boards within the building are identified by a header on the board. The 

Clubs Display Case can be booked by contacting the CSO. 

Banners may only be posted in designated areas: 

o north and south stairwell hand rails in the MacEwan Student Centre, and 

o north and south courtyard railings when associated with an event being conducted in 

the courtyard area or an SU-sanctioned club awareness campaign. 

All posters and banners advertising club sponsored events must clearly display the club’s name 

and the function date. Posters and banners cannot be hung more than 21 days prior to this 

date and must be removed within two days of the event. Awareness campaign banners may be 

posted by SU-sanctioned clubs in designated areas on a first come, first served basis for no 

longer than 14 days. 

Off-campus club sponsored events must confirm insurance and receive approval from the CSO 

prior to being posting. No material shall advertise or promote pub crawls. 

The SU reserves the right to refuse any material that is deemed offensive or of a sensitive nature 

in accordance with the SU Acceptable Display Procedure (a copy can be obtained from the 

CSO). 

Posters cannot be larger than 11 x 17 inches in size. Banners cannot be larger than 24 square 

feet with a length to width ratio not exceeding 3 to 1. 

Post only one poster per bulletin board. Use staples rather than tape or pins. Do not 

cover any part of any other poster on the board. 

Only one banner is permitted per location, with each stairwell being considered a separate 

location. Banners must not be placed over other banners or they will be removed. Use only 

masking tape to post banners. 

Do not affix posters or banners to glass surfaces, wood or painted walls. 

MacEwan Hall is a sticker-free zone. 

Within MacEwan Hall, handbills may only be distributed from tables booked through the MacEwan 

Conference & Events Centre. 

Sandwich boards are prohibited within MacEwan Hall unless pre-approved by the SU Facilities 

department. 

All advertising materials distributed in violation of this policy will be removed and destroyed without prior 

notice. The Students' Union and the University of Calgary reserve the right to charge a fee for removing 

posters that violate the poster policy, or for physical damage resulting from improper placement. 

Exclusivity Contracts in MacEwan Student Centre 

In order to maximize the services it can offer to students, the Students’ Union has entered into a series of 

exclusivity contracts with the following firms: 

 

 

 

A & W 

Molson 

Pepsi 

As SU-sanctioned clubs, you are expected to abide by these arrangements within the confines of 

MacEwan Hall. In other words, no club can advertise or promote any immediate competitor of these 

firms, nor can a club distribute the products or services of such competitors. This rule supersedes any 

sponsorship deal between the club and the company in question. 

Further, if you would like to enter into a sponsorship arrangement with a media outlet, such as a radio or 

television station or newspaper, you must get explicit, written permission from the relevant campus 



15 

media competitor (CJSW, NUTV, The Gauntlet) before you advertise or promote them or distribute 

their products. 

If you have any questions or concerns about this, please contact the CSO for clarification. 

Diversity 

The Students’ Union values all students and is committed to providing them with a positive environment 

for all aspects of the student experience. This includes the clubs area. Discrimination and harassment are 

prohibited by law and by university policy and will not be tolerated. Any kind of behaviour that threatens 

a fellow club member’s dignity and worth is unacceptable. It is everyone’s responsibility not to harass 

others and to help create a harmonious atmosphere in the clubs area. 

Discrimination, whether intentional or unintentional, is unfair, differential treatment of individuals and 

groups based on prejudice, stereotypes, ignorance, and fear, for which there is no bona fide or reasonable 

justification and which imposes burdens, obligations, or disadvantages on individuals or groups. 

Harassment is a form of discrimination, which involves unsolicited and unwelcome attention from a 

person who knows or reasonably ought to know that such behaviour is unwelcome. Such unwelcome 

comment or conduct is intimidating, threatening, demeaning, or abusive and may be accompanied by 

direct or implied threats to grades, status or job. Harassment has the impact or effect of creating a hostile 

or poisoned work or study environment and limits individuals in their pursuit of education, research or 

work goals. Harassment can be discriminatory, sexual or personal in nature. 

Consistent with the Alberta Human Rights, Citizenship and Multiculturalism Act 

(http://www.qp.alberta.ca/574.cfm?page=2009CH26_UNPR.cfm&leg_type=Acts&isbncln=9780779744053 

&display=html ), the University of Calgary prohibits discrimination and harassment on the 

following grounds: race, religious beliefs (includes Native Spirituality), colour, gender (being 

male, female or transgender), physical or mental disability, age, marital status, family status, 

ancestry, place of origin, source of income, sexual orientation or political beliefs. 

If you feel you are being harassed, don’t ignore the situation and hope that it will go away. Instead, take 

appropriate action at an early stage to resolve the issue and prevent it from escalating. 

1. Communicate your Concerns. If you can, tell the offending party that his or her behaviour is 

unwelcome and ask that it stop. This can be done in person or by writing a letter. 

2. Seek Help. If you feel unable to communicate your concerns directly or, when talking to the 

other person is not an option or has not been successful, seek help. There are many resources 

available to you: talk to the CSO. The University’s Sexual Harassment Office is located in MC 

375 and the Sexual Harassment Adviser is available on a confidential basis for advice and 

assistance in dealing with concerns about all forms of discrimination. The Advisor can be 

contacted at 403-220-4086. 

3. Keep a Record. Write down the details of any incidents and how they were handled. 



16 

Resources and Important Contacts 

Important Website Addresses 

 

 

 

 

 

Clubs website: http://www.su.ucalgary.ca/clubs 

University Use of Alcohol Policy: 

http://www.ucalgary.ca/UofC/departments/RISK/riskmgmt/riskmgmt/alcoholpolicy.html 

Room Booking: http://su.ucalgary.ca/page/quality-student-life/clubs/room-table-bookings 

Click the ‘Book a Room’ link. 

Table Booking: https://www.su.ucalgary.ca/forms/table/index.php 

Be certain that you select “SU-sanctioned club” in the drop-down menu. 

Bookings Outside of MacEwan Student Centre: http://www.ucalgary.ca/mse 

Resources Available from the Coordinator, Student Organizations 

 

Club Executive Transition Guide 

Important Contacts 

Coordinator, Student Organizations 

Henry Rosvick 403-220-2233 clubsoff@ucalgary.ca 

VP Student Life 

Matt Diteljan 403-220-3912 suvplife@ucalgary.ca 

If you have any questions regarding Clubs Committee, please contact Matt Diteljan. 

MacEwan Conference and Events 403-210-9375 

The Den & Black Lounge 403-220-5175 

SU Main Office 403-220-6551

Clubs Manual 2008 - 2009 - Students' Union - University of Calgary

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