Clubs Manual 2008 - 2009 - Students' Union - University of Calgary
Clubs Manual 2008 - 2009 - Students' Union - University of Calgary
Clubs Manual 2008 - 2009 - Students' Union - University of Calgary
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<strong>Clubs</strong> <strong>Manual</strong> 2011 - 2012<br />
Students’ <strong>Union</strong>, <strong>University</strong> <strong>of</strong> <strong>Calgary</strong><br />
Table <strong>of</strong> Contents<br />
Important Club Dates ........................................................................................ 1<br />
Chapter 1 – The SU: Who are we? ...................................................................<br />
Students’ <strong>Union</strong> .......................................................................................................................... 2<br />
<strong>Clubs</strong> Committee ...................................................................................................................... 2<br />
Coordinator, Student Organizations ..................................................................................... 2<br />
Chapter 2 – The Perks: What’s in it for you? .................................................<br />
<strong>Clubs</strong> Areas, Offices and Lockers ......................................................................................... 3<br />
Equipment Rentals and Supplies ............................................................................................ 3<br />
Club Discounts ........................................................................................................................... 4<br />
Email and Web Accounts ........................................................................................................ 4<br />
SU Club Funding ......................................................................................................................... 4<br />
Club Bank Accounts ........................................................................................................ 4<br />
Food and Drink Funding ................................................................................................. 4<br />
Start-Up Funding .............................................................................................................. 5<br />
Special Event Funding ...................................................................................................... 5<br />
Charity Grants ................................................................................................................... 5<br />
Alumni Association Student Club Grants ....................................................................... 6<br />
Room, Table and Public Space Rentals ................................................................................ 6<br />
How do I book a room? ................................................................................................. 6<br />
How do I book public space? ........................................................................................ 7<br />
Room and Public Space Booking Conditions and Restrictions .................................... 7<br />
How do I book a table? .................................................................................................. 8<br />
Table Booking Conditions and Restrictions ................................................................... 9<br />
Equipment and AV ........................................................................................................... 9<br />
Catering.............................................................................................................................. 9<br />
The Den and Black Lounge ............................................................................................. 9<br />
Eric Lahoda Memorial SU Club Scholarship ....................................................................... 10<br />
Chapter 3 – Club Requirements: What are your responsibilities? ..............<br />
Survival Seminar ......................................................................................................................... 11<br />
Risk Management: Event Proposals, Insurance and Waivers ......................................... 11<br />
Event Proposals ................................................................................................................ 11<br />
Insurance Fee ................................................................................................................... 11<br />
Waivers .............................................................................................................................. 12<br />
Alcohol Functions ...................................................................................................................... 12<br />
ASIP/Pro-Serve ................................................................................................................... 13<br />
Annual Report ............................................................................................................................ 13<br />
Advertising and Signage Policy ............................................................................................... 13<br />
Exclusivity Contracts in MacEwan Hall ................................................................................. 14<br />
Diversity ....................................................................................................................................... 15<br />
Resources and Important Contacts ................................................................. 16
<strong>Clubs</strong> <strong>Manual</strong> 2011-2012<br />
1<br />
Important Club Dates<br />
September 19 th -23 rd<br />
September 26 th<br />
September 27 th<br />
September 28 th<br />
September 29 th<br />
September 30 th<br />
Fall <strong>Clubs</strong> Week, 9:00 am - 4:00 pm in the north and south<br />
courtyards <strong>of</strong> MacEwan Hall<br />
*Fall Survival Seminar I, 12:00pm-2:00pm in MSC Cassio A/B<br />
*Fall Survival Seminar II, 12:00pm-2:00pm in MSC Cassio A/B<br />
*Fall Survival Seminar III, 2:00pm-4:00pm in MSC Cassio A/B<br />
*Fall Survival Seminar IV, 11:00am-1:00pm in MSC Cassio A/B<br />
*Fall Survival Seminar V, 10:00am-12:00pm in MSC Cassio A/B<br />
*<strong>Clubs</strong> need only attend one <strong>of</strong> these sessions.<br />
October 7 th<br />
October 15 th<br />
November 15 th -17 th<br />
January 16 th -20 th<br />
January 24 th<br />
January 25 th<br />
January 26 th<br />
Mandatory insurance fee deadline<br />
SU Club Leadership Summit<br />
SU Campus Food Bank Food Drive<br />
Winter <strong>Clubs</strong> Week, 9:00 am - 4:00 pm in the north and south<br />
courtyards <strong>of</strong> MacEwan Hall<br />
*Winter Survival Seminar I, 11:00am-1:00pm in MSC Cassio A/B<br />
*Winter Survival Seminar II, 12:00pm-2:00pm in MSC Cassio A/B<br />
*Winter Survival Seminar III, 1:00pm-3:00pm in MSC Cassio A/B<br />
*Only new clubs and those that did not attend one <strong>of</strong> the Fall sessions<br />
must attend one <strong>of</strong> the Winter sessions.<br />
March 2 nd<br />
April 30 th<br />
Eric Lahoda Scholarship deadline<br />
Annual Reports Due<br />
Club Office & Locker clean-out deadline<br />
Club Office & Locker Application deadline<br />
<strong>Clubs</strong> <strong>Manual</strong>, revised in 2011 Page 1
<strong>Clubs</strong> <strong>Manual</strong> 2011-2012<br />
2<br />
Students’ <strong>Union</strong><br />
Chapter 1 – The SU: Who are we?<br />
The Students’ <strong>Union</strong> (SU) is your elected student government. We are committed to providing valuable<br />
and relevant programs and services that can enhance your experience at the <strong>University</strong> <strong>of</strong> <strong>Calgary</strong>.<br />
As an SU-sanctioned club, you are literally part <strong>of</strong> the SU. The SU values the role that clubs play in<br />
enriching student life on campus. <strong>Clubs</strong> represent the tremendous cultural, social, and intellectual diversity<br />
at the U <strong>of</strong> C, and play a vital role in creating and fostering a sense <strong>of</strong> community and belonging for<br />
students.<br />
For more information about the SU and how you can get involved with us, visit http://www.su.ucalgary.ca/<br />
<strong>Clubs</strong> Committee<br />
The <strong>Clubs</strong> Committee is the democratically-elected arm <strong>of</strong> the SU responsible for providing, promoting<br />
and administering services and programs for clubs. The <strong>Clubs</strong> Committee processes and allocates funding<br />
for clubs, enforces the SU Bylaw, and mediates problems that arise pertaining to clubs, when necessary.<br />
Most importantly, the <strong>Clubs</strong> Committee is the voice <strong>of</strong> clubs in the SU. If you have any concerns about how<br />
clubs are being administered or about issues pertaining to club activities, these are the people you can<br />
turn to for change.<br />
The <strong>Clubs</strong> Committee is chaired by the Vice President Student Life and consists <strong>of</strong> six members <strong>of</strong> the<br />
Students’ Legislative Council (SLC).<br />
Coordinator, Student Organizations<br />
The Coordinator, Student Organizations (CSO) is a full-time SU staff member employed to administer<br />
club programs by working with the <strong>Clubs</strong> Committee and the VP Student Life. The Coordinator, Student<br />
Organizations is also one <strong>of</strong> the resources made available to clubs by the SU. The CSO may be contacted for<br />
assistance and general advice on club policy, club events, <strong>Clubs</strong> Committee decisions or to refer feedback<br />
to (i.e. kudos and complaints).<br />
Henry Rosvick, the current CSO.<br />
<strong>Clubs</strong> <strong>Manual</strong>, revised in 2011 Page 2
<strong>Clubs</strong> <strong>Manual</strong> 2011-2012<br />
3<br />
Chapter 2 – The Perks: What’s in it for you?<br />
<strong>Clubs</strong> Areas, Offices and Lockers<br />
There are two areas <strong>of</strong> the MacEwan Student Centre dedicated exclusively to clubs and their activities.<br />
The West <strong>Clubs</strong> Area is located <strong>of</strong>f <strong>of</strong> the north courtyard beside Stör. Here you will find the <strong>Clubs</strong><br />
Office (MSC 279L) and the CSO. Also in the West <strong>Clubs</strong> Area are:<br />
<br />
<br />
<br />
<br />
<br />
the Hive (MSC 279), a clubs-only meeting room which can be booked via the online booking<br />
form (see Room, Table and Public Space Rentals below),<br />
the <strong>Clubs</strong>’ Display Case (it looks out onto the north courtyard <strong>of</strong> the MacEwan Student<br />
Centre) which can be booked for advertising club events by contacting the CSO,<br />
37 <strong>of</strong>fice spaces in 13 <strong>of</strong>fices,<br />
53 lockers, and<br />
80 mailboxes.<br />
Both club areas are open<br />
during the Fall and Winter<br />
semesters from 8:00am to<br />
10:00pm, Monday to Friday,<br />
and from 9:00am to 5:00pm,<br />
Saturday and Sunday.<br />
All <strong>of</strong>fices are shared, each housing an average <strong>of</strong> three clubs.<br />
Each spring, clubs submit applications for <strong>of</strong>fice space and/or<br />
lockers to the <strong>Clubs</strong> Committee along with their Annual<br />
Report. <strong>Clubs</strong> that are not granted <strong>of</strong>fice space have first<br />
choice on the lockers. Mailboxes are obtained from the CSO<br />
on a first-come, first-served basis.<br />
The East <strong>Clubs</strong> Area (MSC 108) is located on the lower level <strong>of</strong><br />
the MacEwan Student Centre beside Jugo Juice. It is equipped<br />
with a clubs-only boardroom (which can be booked via the<br />
online booking form), 80 club lockers and space to relax and<br />
connect with other club members. Please note that this space<br />
is shared with the SU’s Volunteer Tax Program during March and April, during which it will be open for<br />
reduced hours only.<br />
Equipment Rentals and Supplies<br />
Two portable stereos are available to clubs for your events, and can be borrowed on a first-come, firstserved<br />
basis. In order to secure one, you must bring a $50 deposit to the CSO. This deposit is entirely<br />
refundable upon return <strong>of</strong> the stereo.<br />
<strong>Clubs</strong> are able to rent the SU popcorn machine, including popcorn and bags, for their events. It is available<br />
through Bound and Copied on a first-come, first-served basis. A $50 deposit is required, $25 <strong>of</strong> which is<br />
refundable upon return <strong>of</strong> the machine in the same, clean condition in which it was received. Rental<br />
includes free bags and 5 free packages <strong>of</strong> popcorn kernels (which makes about 50 bags <strong>of</strong> popcorn). Each<br />
additional bag <strong>of</strong> kernels is $3.00. The popcorn machine cannot, under any circumstances, be used in any <strong>of</strong><br />
MacEwan Student Centre meeting rooms.<br />
The SU provides a limited number <strong>of</strong> canned pop (usually around 24-48 cans) for club events. In order to<br />
obtain these, clubs must submit a completed Pop Request Form to the CSO no later than 4 days before the<br />
event. <strong>Clubs</strong> are able to apply for this allotment twice per semester.<br />
<strong>Clubs</strong> <strong>Manual</strong>, revised in 2011 Page 3
<strong>Clubs</strong> <strong>Manual</strong> 2011-2012<br />
4<br />
Club Discounts<br />
At Stör, members <strong>of</strong> SU-sanctioned clubs receive 10% <strong>of</strong>f all products other than newspapers, 2-for-1<br />
candy promotions and all <strong>Calgary</strong> Transit products. You must show a valid and current club card in order<br />
to obtain these discounts.<br />
At Bound & Copied, with pro<strong>of</strong> <strong>of</strong> club membership your club will be provided with 20% <strong>of</strong>f black and<br />
white photocopying, excluding the printing <strong>of</strong> mid-term and final exam packets and any documents that<br />
will be sold through the club. All test packets and for-pr<strong>of</strong>it documents will be charged at standard copy<br />
rates. Club members can also receive free local faxing. Please note that this discount does not extend to<br />
any other services <strong>of</strong>fered at Bound & Copied.<br />
Every Tuesday after 5pm at The Den & Black Lounge is <strong>Clubs</strong><br />
Night. Upon presentation <strong>of</strong> a valid club card, you are<br />
entitled to a 15% discount on everything.<br />
Email and Web Accounts<br />
Upon being sanctioned, all clubs are assigned a university –<br />
@ucalgary.ca – email account. This email account also allows<br />
clubs to create a webpage on the university server. If your<br />
club chooses to have a website on the university server, a<br />
link to your webpage can be placed on the SU website<br />
located at http://su.ucalgary.ca/page/quality-studentlife/clubs/clubs-list.<br />
Please contact the CSO to obtain an email<br />
address and to have your club’s website address link created.<br />
<strong>Clubs</strong> accessing the e-mail service agree to abide by the<br />
<strong>University</strong> Computing Policy<br />
(http://www.ucalgary.ca/it/policy).<br />
Club Funding<br />
The SU recognizes that clubs enhance and develop student<br />
life, and funding for events whether small or large is available<br />
to clubs. Application forms can be accessed online at<br />
http://www.su.ucalgary.ca/clubs. All requests for funding<br />
are subject to availability <strong>of</strong> funds.<br />
Email accounts should be<br />
checked regularly for two<br />
reasons:<br />
(1) It is the primary way the<br />
SU communicates with your<br />
club about your obligations.<br />
(2) Email addresses are the<br />
only form <strong>of</strong> information<br />
that the CSO can give out to<br />
the public. As such, your<br />
email account is your<br />
lifeline to the world outside.<br />
If you consistently fail to<br />
respond to email inquiries<br />
from students and other<br />
interested parties, we will<br />
hear about it and may<br />
assume that your club is no<br />
longer active.<br />
Club Bank Accounts and Cheques<br />
All clubs are required to have a bank account in the name <strong>of</strong> the club. In order to open a club bank<br />
account, you may need to contact the CSO to have a Bank Letter produced. The Bank Letter should<br />
allow you to open an account at a bank or credit union <strong>of</strong> the club’s choice.<br />
All funding will be distributed on a reimbursement basis with a cheque made payable to the Club<br />
or Fraternity by name; under no circumstances will cheques be made payable to an individual.<br />
If a Club or Fraternity fails to cash a cheque within 20 business days <strong>of</strong> the date the cheque was printed,<br />
the Students’ <strong>Union</strong>, after making a reasonable effort to inform a Club or Fraternity that the cheque is<br />
ready for pick up may cancel the cheque.<br />
If the Students’ <strong>Union</strong> cancels a cheque as outlined above, it is deemed to have fulfilled its duties, and is<br />
under no obligation to re-issue the cheque, or to approve funding for the same purpose.<br />
<strong>Clubs</strong> <strong>Manual</strong>, revised in 2011 Page 4
<strong>Clubs</strong> <strong>Manual</strong> 2011-2012<br />
5<br />
Food and Drink Funding<br />
<strong>Clubs</strong> are allocated an annual allowance <strong>of</strong> $150 for food and non-alcoholic beverages. You can apply as<br />
many times as you want to until you have reached the $150 allowance each year. Just complete the Club<br />
Food & Drink Funding Application and submit it, along with all receipts documenting your food and beverage<br />
expenses, to the CSO. The CSO will evaluate your application and reimburse you up to 75% <strong>of</strong> the<br />
amount documented, up to $150.<br />
Start-Up Funding<br />
This funding provided to help new clubs get established in their first year. They can be used for the<br />
purchase <strong>of</strong> stationery, membership cards and other <strong>of</strong>fice supplies.<br />
Funding can be up to $100 and must be applied for within twelve months <strong>of</strong> the date on which your club<br />
was sanctioned. Simply complete the Start-Up Funding Application and submit it, along with all receipts<br />
documenting your purchases, to the CSO. You are eligible to receive up to 75% <strong>of</strong> the amount<br />
documented.<br />
Special Event Funding<br />
Do you plan on organizing a big, public event like a conference or a performance? Special Event Funding is<br />
intended to help finance club events that develop and enhance student life. <strong>Clubs</strong> are eligible for a<br />
maximum <strong>of</strong> $1,000 per event (most grants are between $500 and $700) if benefit to students can be<br />
demonstrated. Eligible expenses include food and non-alcoholic beverages, advertising and costs<br />
associated with the production <strong>of</strong> the event.<br />
Special Event Funding is not<br />
intended to help clubs cover<br />
the costs <strong>of</strong> attending<br />
conferences and other <strong>of</strong>fcampus<br />
events. Try applying<br />
for Travel & Conference<br />
Funding instead. Online<br />
application forms are<br />
available at<br />
http://www.su.ucalgary.ca/pa<br />
ge/quality-education/financeand-awards/travel-andconference-funding.<br />
In order to apply, simply complete the Special Event Funding<br />
Application and submit it to the CSO. For an application to be<br />
considered for the full $1000 maximum, it must be completed and<br />
handed in a minimum <strong>of</strong> 20 business days (4 weeks) prior to the<br />
event. If the application is submitted between 10 and 20 business<br />
days (2-4 weeks) prior to the event, it will be considered with a<br />
$500 maximum. Applications that are submitted late or<br />
without a letter will not be considered, period.<br />
The <strong>Clubs</strong> Committee will consider your application and will preapprove<br />
your event for a certain amount <strong>of</strong> Special Event Funding.<br />
You will not receive any money before the event.<br />
The SU support <strong>of</strong> the event must be acknowledged in all<br />
advertising for the event.<br />
After your event, you must submit a Special Event Funding<br />
Evaluation and original receipts for all event expenses. These<br />
must be submitted to the CSO no later than 20 business<br />
days after the last day <strong>of</strong> your event. If this evaluation is not<br />
received on time, your club will not be awarded the money it was<br />
pre-approved for.<br />
Charity Grants<br />
This grant is intended to help clubs host projects in MacEwan Hall that will raise money for a registered<br />
charity. The grant does not come in the form <strong>of</strong> monetary compensation. Instead, the SU may<br />
provide the club with available space in MacEwan Hall at an extra discount (up to 100%). The SU may also<br />
be able to provide additional discounts to equipment (such as basic sound and staging equipment). <strong>Clubs</strong><br />
qualify for this grant if they are able to raise more than 75% <strong>of</strong> the waived fees and all proceeds go to<br />
charity.<br />
<strong>Clubs</strong> <strong>Manual</strong>, revised in 2011 Page 5
<strong>Clubs</strong> <strong>Manual</strong> 2011-2012<br />
6<br />
This application must be received minimum <strong>of</strong> six weeks prior to the event in order to have it completed<br />
on time. Under no circumstances will the application be accepted or approved with less than<br />
six weeks advanced notice.<br />
The process for obtaining this grant is outlined below:<br />
1. A minimum <strong>of</strong> 45 days (6 weeks) prior to the event, use the online club room booking form to<br />
request the space and date you would like to hold your event. Specify in the details section that<br />
you wish to have a “Charity Event.”<br />
2. At the same time, submit a letter to the CSO that outlines the event, your advertising campaign<br />
and the charity <strong>of</strong> your choice, including its registered charity number. The letter should also<br />
contain an estimate <strong>of</strong> the funds to be raised and any history <strong>of</strong> the event.<br />
3. You will then work with an event planner at the MacEwan Conference & Events Centre to<br />
determine what supplies and space you require for your event. You may be required to make a<br />
deposit for more expensive spaces (such as the Ballroom).<br />
4. A contract with full prices will be emailed to you by your event planner. Before your grant<br />
application can be considered, you must bring a copy <strong>of</strong> this contract to the CSO.<br />
5. Once the CSO has received both your letter <strong>of</strong> intent and your tentative contract, you will meet<br />
with the <strong>Clubs</strong> Committee to determine exactly what discounts will be received, what costs will<br />
be paid for by the SU and what costs the club will be responsible for.<br />
6. Confirm and sign your final contract with the MacEwan Conference & Events Centre a minimum<br />
<strong>of</strong> four weeks prior to event.<br />
Please note that there are a limited number <strong>of</strong> charity grants available each year. Further,<br />
this grant cannot be used in conjunction with any other SU funding, such as Special Event<br />
Funding.<br />
Alumni Association Student Club Grants<br />
The <strong>University</strong> <strong>of</strong> <strong>Calgary</strong> Alumni Association allocates money<br />
each year to support club activities that enhance the relationship<br />
between among students, alumni and the university. For more<br />
information and application forms, visit their website at<br />
http://www.ucalgary.ca/alumni/student_club_grants.<br />
Room, Table and Public Space Rentals<br />
How do I book a room?<br />
<strong>Clubs</strong> are entitled to two free, four-hour room bookings per<br />
week in the MacEwan Conference & Events Centre<br />
during the Fall and Winter terms. These bookings cannot be<br />
combined to create a longer reservation, although longer or<br />
additional bookings can be made at the 50% clubs discount.<br />
At the beginning <strong>of</strong> each<br />
year, each club has two<br />
Executive members sign a<br />
Master Event Agreement<br />
form. By signing this form,<br />
those two people become<br />
the club’s Designated<br />
Bookers. Only these two<br />
Designated Bookers are<br />
permitted to submit<br />
room and table bookings<br />
on behalf <strong>of</strong> a club. If you<br />
are unsure who the<br />
designated bookers for your<br />
club are, please contact the<br />
CSO.<br />
<strong>Clubs</strong> are entitled to two free, four-hour bookings <strong>of</strong> That<br />
Empty Space per month during the Fall and Winter<br />
terms. These bookings cannot be combined to create a longer<br />
reservation. Further, this space is only available “as is” – no<br />
additional equipment (such as tables or chairs) can be booked into the space and clubs are responsible for<br />
arranging the furniture themselves.<br />
<strong>Clubs</strong> <strong>Manual</strong>, revised in 2011 Page 6
<strong>Clubs</strong> <strong>Manual</strong> 2011-2012<br />
7<br />
In order to book room in MacEwan Hall, use the online form that is linked at<br />
http://su.ucalgary.ca/page/quality-student-life/clubs/room-table-bookings. Telephone and in-person<br />
requests for bookings will not be accepted.<br />
<strong>Clubs</strong> may block book rooms for weekly events in advance, but can only do so after certain<br />
dates: August 1 st for the Fall term, November 1 st for the Winter term, and March 1 st for the<br />
Spring/Summer term.<br />
All room booking requests should be made a minimum <strong>of</strong> ten business days in advance.<br />
You will receive a response from the CSO within two business days. If space is available at the time you<br />
request, you will also receive a confirmation for your room booking. If the details on the confirmation are<br />
correct, no further action is necessary at that point, and the room is yours.<br />
How do I book public space?<br />
The Hall, the Ballroom and the North Courtyard are not available free-<strong>of</strong>-charge to clubs, but can be<br />
booked using the 50% clubs discount.<br />
<strong>Clubs</strong> are entitled to two free, eight-hour bookings <strong>of</strong><br />
MacEwan Hall’s South Courtyard Stage per semester<br />
during the Fall and Winter terms. Only events that are<br />
appropriate for the space may be booked in the South<br />
Courtyard, where what is appropriate is determined by the<br />
CSO. These bookings cannot be combined to create a longer<br />
reservation. Further, be aware that seating in the South<br />
Courtyard cannot be removed, although it may be rearranged<br />
within certain limited configurations. Additional or<br />
longer bookings <strong>of</strong> the South Courtyard Stage can be made<br />
at the 50% clubs discount.<br />
To book classrooms outside<br />
<strong>of</strong> MacEwan Hall or<br />
outdoor spaces on campus,<br />
visit the <strong>University</strong>’s<br />
Meetings and Special Events<br />
department at<br />
http://www.ucalgary.ca/mse<br />
If you would like to book the MacEwan concert hall, Ballroom, or any <strong>of</strong> the courtyards for a special<br />
event, please specify this when completing the online form. You will be contacted within two business<br />
days by an event planner from the MacEwan Conference & Events Centre. They will help walk you<br />
through the rest <strong>of</strong> the process. Requests for the MacEwan concert hall, Ballroom, That Empty<br />
Space or any <strong>of</strong> the courtyards should be made at least 30 business days in advance.<br />
Room and Public Space Booking Conditions and Restrictions<br />
1. All food consumed in the MacEwan Conference & Events Centre must be purchased from their<br />
catering service. In other words, outside food cannot be consumed in any <strong>of</strong> the<br />
meeting rooms you book through the SU. The only exception to this is if your event is<br />
closed to the public (i.e. is for club members only). If you are planning on ordering food or<br />
bringing food into your room booking you must notify the CSO. You must also follow all health<br />
and safety regulations outlined at http://www.su.ucalgary.ca/sufoodhandling. Your club is<br />
responsible for clean-up—failure to do so may result in extra costs.<br />
2. Under no circumstances may outside alcohol be consumed in the MacEwan<br />
Conference & Events Centre. If you would like to arrange for alcohol to be served at your<br />
event, be aware that all your club insurance and Pro-Serve/ASIP requirements must be complete<br />
and your event must accord with the <strong>University</strong> <strong>of</strong> <strong>Calgary</strong> Use <strong>of</strong> Alcohol Policy. For more<br />
<strong>Clubs</strong> <strong>Manual</strong>, revised in 2011 Page 7
<strong>Clubs</strong> <strong>Manual</strong> 2011-2012<br />
8<br />
information about insurance and Pro-Serve/ASIP, please see those respective sections <strong>of</strong> this<br />
manual.<br />
3. To receive the space booking benefit, the club must be the primary organizer <strong>of</strong> the<br />
event and two-thirds <strong>of</strong> the participants must be undergraduate students. <strong>Clubs</strong> are<br />
not permitted to sublet their meeting space or discounts to other groups.<br />
4. All space bookings are subject to availability and may change without notice. The MacEwan<br />
Conference & Events Centre reserves the right to alter bookings at any point prior to three<br />
business days in advance <strong>of</strong> the event. If this should happen, the club will be contacted and every<br />
effort will be made to locate another space that conforms to the specific needs <strong>of</strong> the booking.<br />
Should the MacEwan Conference & Events Centre wish to move a club booking less than three<br />
business days in advance <strong>of</strong> the event, they must consult with the club representative and<br />
attempt to negotiate an acceptable alternative. If no solution acceptable to both parties is<br />
reached during these negotiations, the original club booking must be honoured.<br />
5. <strong>Clubs</strong> are responsible for ensuring that the noise generated by their events does not disturb<br />
other students or the businesses and departments housed in MacEwan Hall. The SU reserves the<br />
right to terminate an event after reasonable warning related to noise.<br />
6. The SU reserves the right to request a deposit on any club booking. Failure to pay the deposit<br />
will result in the cancellation <strong>of</strong> the event.<br />
7. Standard room set-ups are included in the room booking. Labour charges for the physical set-up<br />
<strong>of</strong> the room may be added to a booking if there are unusual circumstances (i.e. quick turnaround<br />
requirements or excessive labour needs due to extensive set-up). Costs associated with<br />
excessive cleaning and/or repairing rooms and equipment are the responsibility <strong>of</strong> the club.<br />
8. Payment <strong>of</strong> all invoices is required within 30 days <strong>of</strong> the event. Any clubs with outstanding debts<br />
to the SU will have their privileges suspended and may be de-sanctioned.<br />
9. Cancellation Policy: a minimum <strong>of</strong> three days notice must be given for a<br />
cancellation. Not showing up within 60 minutes after the start time <strong>of</strong> your booking will be<br />
treated as a cancellation. Failure to adhere to the cancellation policy will result in a<br />
cancellation fee <strong>of</strong> $100.00.<br />
10. If your event involves showing a movie you are responsible for abiding by copyright laws.<br />
Contact The Image Centre at 403-220-3721 to make arrangements for obtaining copyright<br />
permission for the showing. You must provide the CSO with pro<strong>of</strong> that you have obtained permission<br />
to show the movie.<br />
How do I book a table?<br />
<strong>Clubs</strong> are entitled to ten free “information” table bookings<br />
per semester. These can be used to inform people about issues<br />
relating to your club mandate or to recruit members. Nothing can<br />
be sold at such tables except for tickets to your events. <strong>Clubs</strong> are<br />
entitled to one free “sales” table booking per<br />
semester. These can be used to sell products. When booking<br />
sales tables, be prepared to provide details about the items you<br />
intend to sell, as some products are prohibited from being sold in<br />
MacEwan Hall. Additional tables over and above this allotment are<br />
available at a cost <strong>of</strong> $15.00 plus GST.<br />
To book tables outside<br />
<strong>of</strong> MacEwan Hall, send<br />
your requests to<br />
classrms@ucalgary.ca.<br />
In order to book a table in MacEwan Hall, use the online form at<br />
https://www.su.ucalgary.ca/forms/table/index.php. Be certain that you select “SU-sanctioned club” in the<br />
drop-down menu. Telephone and in-person requests for bookings will not be accepted. You will be contacted<br />
within two business days by someone from the MacEwan Conference & Events Centre.<br />
All table booking requests should be made a minimum <strong>of</strong> ten business days in advance.<br />
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Table Booking Conditions and Restrictions<br />
1. <strong>Clubs</strong> may not sublet their table booking privileges to another group.<br />
2. When using a table booking, stay within one metre <strong>of</strong> your table. Approaching people<br />
walking by is not permitted, nor is leaving printed materials anywhere other than on<br />
your table.<br />
3. The SU reserves the right to limit table bookings to a maximum <strong>of</strong> five in any one week<br />
period for any one club.<br />
4. All club table bookings must be paid in full in advance.<br />
5. The SU reserves the right to refuse anyone promoting information <strong>of</strong> a controversial<br />
nature. Materials must be reviewed prior to the first reservation date.<br />
6. Vendors must conform to all requirements specified by law and are responsible for the<br />
purchase <strong>of</strong> any operating licenses required. Selling trademark goods or knock-<strong>of</strong>fs <strong>of</strong><br />
brand names is permitted only with express written consent <strong>of</strong> the trademark or brand<br />
name holder.<br />
7. Self -prepared foods, such as baked goods, are not permitted.<br />
8. The club must adhere to provincial and municipal laws regarding the sale <strong>of</strong> raffle<br />
tickets and other forms <strong>of</strong> gambling.<br />
Equipment and AV<br />
Upon request, space bookings come with free equipment (such as chairs, tables, podiums, and<br />
whiteboards) and some free AV equipment (like LCD projectors, televisions, DVD players, and dedicated<br />
sound equipment for South Courtyard Stage). Additional or more specialized AV equipment may be<br />
booked at a cost through Com/Media by calling 220-3711.<br />
Catering<br />
If you are planning on serving food at an event held in MacEwan Conference & Events Centre, please note<br />
that clubs are eligible to receive 20% <strong>of</strong>f their regular catering menu. If you plan to take advantage <strong>of</strong> this,<br />
please note it in the details section <strong>of</strong> the online booking form. An event planner will contact you to<br />
discuss menu options.<br />
The Den and Black Lounge<br />
The Den and Black Lounge can be booked by clubs for Friday night cabarets. These are a potentially<br />
lucrative ways for clubs to raise funds. The Red Room in The Den is also available for your club to host a<br />
meeting or small party. In order to book an event there, please contact a member <strong>of</strong> the management<br />
team at The Den and Black Lounge directly at 403-220-5175.<br />
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10<br />
2010-11 Eric Lahoda Scholarship winners.<br />
The Eric Lahoda Memorial SU Club Scholarship<br />
This scholarship honours Eric Lahoda, former student and dedicated Ski Club president. It is intended to<br />
reward current undergraduate students who make a positive contribution to on-campus student life<br />
and/or to <strong>of</strong>f-campus communities through their active role in and dedication to one or more SUsanctioned<br />
clubs. Ten scholarships, valued at $1,000, are awarded each year. For more information, such<br />
as specific eligibility criteria and deadlines, or to secure an application form, please visit<br />
http://www.su.ucalgary.ca/clubs or contact the CSO.<br />
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Chapter 3 – Club Requirements: What are<br />
your responsibilities?<br />
Survival Seminars<br />
This is a mandatory annual information session that aims to educate clubs about the resources available to<br />
them (including how to book space, access funding, etc.) and their responsibilities (primarily the<br />
importance <strong>of</strong> club insurance, Pro-Serve/ASIP, the Master Event Agreement, waivers, and Annual<br />
Reports). Two survival seminars are held every year (one at the beginning <strong>of</strong> each <strong>of</strong> the Fall and Winter<br />
terms) and clubs are expected to send two representatives to one <strong>of</strong> these sessions every<br />
year.<br />
Failure to send two representatives to the Survival Seminar will result in the club<br />
having all its privileges with the SU suspended.<br />
Risk Management: Event Proposals, Insurance and Waivers<br />
Event Proposals<br />
Any events that involve one <strong>of</strong> the following three factors must be approved by the Students’ <strong>Union</strong>:<br />
<br />
<br />
<br />
Alcohol<br />
Travel outside <strong>of</strong> the city<br />
Potential physical risk (this includes sports, such as skiing or snowboarding)<br />
In order to have your event approved, please submit the Event Proposal Form to the CSO at least two<br />
weeks prior to the event date. This will allow the CSO sufficient time to determine whether or not your<br />
event may proceed, and what additional requirements (such as waivers) your club may need to fulfil. The<br />
vast majority <strong>of</strong> events are approved, and the penalties for us discovering that you have run<br />
events without permission are severe, so it simply doesn’t make sense to not fulfil this<br />
requirement.<br />
Insurance Fee<br />
Did you know that you could be liable – could be sued – for any incident that happens at one <strong>of</strong> your club<br />
events if you don't have insurance? Further, many bars and banquet halls will no longer allow clubs to<br />
host events in their venues without liability insurance. By becoming an SU-sanctioned club, you are<br />
automatically covered under our insurance policy. Note, however, that this is not travel insurance.<br />
At the beginning <strong>of</strong> each year, each club must complete an Insurance Fee Form and submit it to the CSO.<br />
To be covered by the SU insurance policy, a club must pay a fee to cover the cost <strong>of</strong> purchasing the<br />
policy. This is a requirement <strong>of</strong> both the SU and the <strong>University</strong> <strong>of</strong> <strong>Calgary</strong>. The cost <strong>of</strong> the policy depends<br />
on what type <strong>of</strong> event (alcohol or non-alcohol related event) the club will sponsor, and whether the event<br />
will be held on- or <strong>of</strong>f-campus. Insurance rates are as follows:<br />
<br />
<br />
<br />
Alcohol related events, on- or <strong>of</strong>f-campus - $50/year<br />
Non-alcohol related events, <strong>of</strong>f-campus - $25/year<br />
Non-alcohol related events, on-campus – no charge<br />
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All clubs must complete and submit an Insurance Fee Form, even if they will be not holding<br />
<strong>of</strong>f-campus or alcohol related events. Failure <strong>of</strong> a club to submit the Insurance Fee Form or<br />
pay the fee will result in the club having all its privileges with the SU suspended and desanctioning<br />
may result.<br />
Waivers<br />
If your group is planning to travel outside the city (to conferences, tournaments, etc.) or have an event<br />
that involves a physical risk you must inform the CSO and have your participating members sign a waiver.<br />
Waivers are crafted and issued by the CSO for each individual event. Even if you have old waivers<br />
from past years, you cannot re-use them.<br />
Each participant in an event must sign a waiver. This signing must be witnessed by an<br />
Executive member <strong>of</strong> the club who has received waiver administration training. This<br />
training takes very little time, and can be accessed by contacting the CSO.<br />
Waivers must be submitted to the CSO before the end <strong>of</strong> the year. The waivers will be stored<br />
by the SU for two years.<br />
Failure <strong>of</strong> a club to notify and submit all <strong>of</strong> the above information to the SU prior to holding<br />
an <strong>of</strong>f-campus event will result in a suspension <strong>of</strong> club privileges and may lead to the club<br />
being de-sanctioned.<br />
Alcohol Functions<br />
Before hosting any event where alcohol will be served, clubs must:<br />
<br />
<br />
have paid their $50.00 insurance fee, and<br />
have had at least two members <strong>of</strong> their Executive Pro-Serve/ASIP certified. These members<br />
must be present and sober at the event.<br />
Further, if the event is being held <strong>of</strong>f-campus, the venue must be contacted and asked to list the<br />
following as additional insurers on the venue's liability insurance policy for the date <strong>of</strong> the<br />
event:<br />
<br />
<br />
<br />
Your club<br />
<strong>University</strong> <strong>of</strong> <strong>Calgary</strong> and The Board <strong>of</strong> Governors <strong>of</strong> the <strong>University</strong> <strong>of</strong> <strong>Calgary</strong><br />
2500 <strong>University</strong> Drive N.W. <strong>Calgary</strong>, AB T2N 1N4<br />
The <strong>University</strong> <strong>of</strong> <strong>Calgary</strong> <strong>Students'</strong> <strong>Union</strong><br />
251 MacEwan Student Center<br />
2500 <strong>University</strong> Drive. N.W. <strong>Calgary</strong>, AB T2N 1N4<br />
A certificate <strong>of</strong> insurance demonstrating that these additions have been made must be<br />
submitted to the CSO no less than 48 hours (2 days) before the event. Venues such as bars and<br />
banquet halls are asked to do this all the time, and so you shouldn't worry about requesting it. If you<br />
encounter any problems, the CSO will be more than happy to help you out.<br />
Club-sponsored alcohol related events cannot be held in venues that are unlicensed or that do not have<br />
sufficient liability insurance. For this reason, house parties where alcohol will be served cannot be<br />
organized or advertised as club events.<br />
Finally, all club events must adhere to the <strong>University</strong> <strong>of</strong> <strong>Calgary</strong> Use <strong>of</strong> Alcohol Policy. The policy<br />
can be viewed here:<br />
http://www.ucalgary.ca/U<strong>of</strong>C/departments/RISK/riskmgmt/riskmgmt/alcoholpolicy.html. If you plan on<br />
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13<br />
having events where alcohol will be served, you should familiarize yourself with it. Note especially that<br />
this policy explicitly prohibits all pub crawls.<br />
Pro-Serve/ASIP<br />
All clubs that plan on hosting events where alcohol will be served must have at least two members <strong>of</strong><br />
their Executive Pro-Serve/ASIP (Alberta Server Intervention Program) certified. Certification involves<br />
taking an online course and then writing a multiple choice exam. The whole process takes about four<br />
hours, and can be worked on at your leisure over a six week period. It is <strong>of</strong>fered free-<strong>of</strong>-charge to all<br />
members <strong>of</strong> SU-sanctioned clubs.<br />
In order to register, send the names and email addresses <strong>of</strong> the Executive members you would like<br />
certified to proserve@ucalgary.ca. You will receive an email directly from Pro-Serve/ASIP with your<br />
registration code.<br />
Once you have been certified, be certain to make a photocopy <strong>of</strong> your completion certificate and submit<br />
it to the CSO. We will not consider an Executive certified unless we have a copy <strong>of</strong> their<br />
certification.<br />
Annual Report<br />
All clubs must submit an annual report each year at the end <strong>of</strong> April. An annual report is a record <strong>of</strong> a<br />
club’s activities, financial information, contact information, and Executive and membership lists for the last<br />
year.<br />
The submission <strong>of</strong> a complete annual report means the club has acknowledged that they were an active<br />
club in the past year and wish to continue their sanctioned status with the Students’ <strong>Union</strong>. Failure to<br />
submit an annual report is interpreted by the <strong>Clubs</strong> Committee as a desire to no longer be a<br />
SU-sanctioned club. Consequently, the <strong>Clubs</strong> Committee will de-sanction your club for failure to<br />
submit an annual report by the deadline.<br />
What do I need to include in my club's annual report?<br />
<br />
<br />
<br />
<br />
<br />
<br />
<br />
Contact information<br />
Outgoing Executive (names, student ID numbers, phone numbers and email addresses)<br />
Incoming Executive (names, student ID numbers, phone numbers and email addresses)<br />
Financial Statement (which includes an annual income statement, cash balances for all club<br />
accounts, and a list <strong>of</strong> outstanding debts)<br />
Sanctioned Agreement Form for the upcoming year<br />
Membership list (names and student ID numbers)<br />
Club constitution<br />
If you are required to submit an annual report to your faculty or parent organization, feel free to submit<br />
this report to the SU (just ensure that all the above information is included).<br />
Advertising and Signage Policy<br />
One <strong>of</strong> the main ways for clubs to communicate their events to students is through posters and banners.<br />
There are many places in MacEwan Hall where your club can hang posters and banners, but it is important<br />
that these spaces be used respectfully and equitably. SU-sanctioned clubs will manage their own event or<br />
awareness banner campaigns once they have reviewed and acknowledged in writing their agreement to comply<br />
with the provisions <strong>of</strong> this policy with the SU Coordinator, Student Organizations.<br />
In order to ensure this, please adhere to the following guidelines:<br />
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14<br />
<br />
<br />
<br />
<br />
<br />
<br />
<br />
<br />
<br />
Club posters can only be affixed to designated club bulletin boards, public boards or in the <strong>Clubs</strong><br />
Display Case. Designated boards within the building are identified by a header on the board. The<br />
<strong>Clubs</strong> Display Case can be booked by contacting the CSO.<br />
Banners may only be posted in designated areas:<br />
o north and south stairwell hand rails in the MacEwan Student Centre, and<br />
o north and south courtyard railings when associated with an event being conducted in<br />
the courtyard area or an SU-sanctioned club awareness campaign.<br />
All posters and banners advertising club sponsored events must clearly display the club’s name<br />
and the function date. Posters and banners cannot be hung more than 21 days prior to this<br />
date and must be removed within two days <strong>of</strong> the event. Awareness campaign banners may be<br />
posted by SU-sanctioned clubs in designated areas on a first come, first served basis for no<br />
longer than 14 days.<br />
Off-campus club sponsored events must confirm insurance and receive approval from the CSO<br />
prior to being posting. No material shall advertise or promote pub crawls.<br />
The SU reserves the right to refuse any material that is deemed <strong>of</strong>fensive or <strong>of</strong> a sensitive nature<br />
in accordance with the SU Acceptable Display Procedure (a copy can be obtained from the<br />
CSO).<br />
Posters cannot be larger than 11 x 17 inches in size. Banners cannot be larger than 24 square<br />
feet with a length to width ratio not exceeding 3 to 1.<br />
Post only one poster per bulletin board. Use staples rather than tape or pins. Do not<br />
cover any part <strong>of</strong> any other poster on the board.<br />
Only one banner is permitted per location, with each stairwell being considered a separate<br />
location. Banners must not be placed over other banners or they will be removed. Use only<br />
masking tape to post banners.<br />
Do not affix posters or banners to glass surfaces, wood or painted walls.<br />
MacEwan Hall is a sticker-free zone.<br />
Within MacEwan Hall, handbills may only be distributed from tables booked through the MacEwan<br />
Conference & Events Centre.<br />
Sandwich boards are prohibited within MacEwan Hall unless pre-approved by the SU Facilities<br />
department.<br />
All advertising materials distributed in violation <strong>of</strong> this policy will be removed and destroyed without prior<br />
notice. The <strong>Students'</strong> <strong>Union</strong> and the <strong>University</strong> <strong>of</strong> <strong>Calgary</strong> reserve the right to charge a fee for removing<br />
posters that violate the poster policy, or for physical damage resulting from improper placement.<br />
Exclusivity Contracts in MacEwan Student Centre<br />
In order to maximize the services it can <strong>of</strong>fer to students, the Students’ <strong>Union</strong> has entered into a series <strong>of</strong><br />
exclusivity contracts with the following firms:<br />
<br />
<br />
<br />
A & W<br />
Molson<br />
Pepsi<br />
As SU-sanctioned clubs, you are expected to abide by these arrangements within the confines <strong>of</strong><br />
MacEwan Hall. In other words, no club can advertise or promote any immediate competitor <strong>of</strong> these<br />
firms, nor can a club distribute the products or services <strong>of</strong> such competitors. This rule supersedes any<br />
sponsorship deal between the club and the company in question.<br />
Further, if you would like to enter into a sponsorship arrangement with a media outlet, such as a radio or<br />
television station or newspaper, you must get explicit, written permission from the relevant campus<br />
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15<br />
media competitor (CJSW, NUTV, The Gauntlet) before you advertise or promote them or distribute<br />
their products.<br />
If you have any questions or concerns about this, please contact the CSO for clarification.<br />
Diversity<br />
The Students’ <strong>Union</strong> values all students and is committed to providing them with a positive environment<br />
for all aspects <strong>of</strong> the student experience. This includes the clubs area. Discrimination and harassment are<br />
prohibited by law and by university policy and will not be tolerated. Any kind <strong>of</strong> behaviour that threatens<br />
a fellow club member’s dignity and worth is unacceptable. It is everyone’s responsibility not to harass<br />
others and to help create a harmonious atmosphere in the clubs area.<br />
Discrimination, whether intentional or unintentional, is unfair, differential treatment <strong>of</strong> individuals and<br />
groups based on prejudice, stereotypes, ignorance, and fear, for which there is no bona fide or reasonable<br />
justification and which imposes burdens, obligations, or disadvantages on individuals or groups.<br />
Harassment is a form <strong>of</strong> discrimination, which involves unsolicited and unwelcome attention from a<br />
person who knows or reasonably ought to know that such behaviour is unwelcome. Such unwelcome<br />
comment or conduct is intimidating, threatening, demeaning, or abusive and may be accompanied by<br />
direct or implied threats to grades, status or job. Harassment has the impact or effect <strong>of</strong> creating a hostile<br />
or poisoned work or study environment and limits individuals in their pursuit <strong>of</strong> education, research or<br />
work goals. Harassment can be discriminatory, sexual or personal in nature.<br />
Consistent with the Alberta Human Rights, Citizenship and Multiculturalism Act<br />
(http://www.qp.alberta.ca/574.cfm?page=<strong>2009</strong>CH26_UNPR.cfm&leg_type=Acts&isbncln=9780779744053<br />
&display=html ), the <strong>University</strong> <strong>of</strong> <strong>Calgary</strong> prohibits discrimination and harassment on the<br />
following grounds: race, religious beliefs (includes Native Spirituality), colour, gender (being<br />
male, female or transgender), physical or mental disability, age, marital status, family status,<br />
ancestry, place <strong>of</strong> origin, source <strong>of</strong> income, sexual orientation or political beliefs.<br />
If you feel you are being harassed, don’t ignore the situation and hope that it will go away. Instead, take<br />
appropriate action at an early stage to resolve the issue and prevent it from escalating.<br />
1. Communicate your Concerns. If you can, tell the <strong>of</strong>fending party that his or her behaviour is<br />
unwelcome and ask that it stop. This can be done in person or by writing a letter.<br />
2. Seek Help. If you feel unable to communicate your concerns directly or, when talking to the<br />
other person is not an option or has not been successful, seek help. There are many resources<br />
available to you: talk to the CSO. The <strong>University</strong>’s Sexual Harassment Office is located in MC<br />
375 and the Sexual Harassment Adviser is available on a confidential basis for advice and<br />
assistance in dealing with concerns about all forms <strong>of</strong> discrimination. The Advisor can be<br />
contacted at 403-220-4086.<br />
3. Keep a Record. Write down the details <strong>of</strong> any incidents and how they were handled.<br />
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16<br />
Resources and Important Contacts<br />
Important Website Addresses<br />
<br />
<br />
<br />
<br />
<br />
<strong>Clubs</strong> website: http://www.su.ucalgary.ca/clubs<br />
<strong>University</strong> Use <strong>of</strong> Alcohol Policy:<br />
http://www.ucalgary.ca/U<strong>of</strong>C/departments/RISK/riskmgmt/riskmgmt/alcoholpolicy.html<br />
Room Booking: http://su.ucalgary.ca/page/quality-student-life/clubs/room-table-bookings<br />
Click the ‘Book a Room’ link.<br />
Table Booking: https://www.su.ucalgary.ca/forms/table/index.php<br />
Be certain that you select “SU-sanctioned club” in the drop-down menu.<br />
Bookings Outside <strong>of</strong> MacEwan Student Centre: http://www.ucalgary.ca/mse<br />
Resources Available from the Coordinator, Student Organizations<br />
<br />
Club Executive Transition Guide<br />
Important Contacts<br />
Coordinator, Student Organizations<br />
Henry Rosvick 403-220-2233 clubs<strong>of</strong>f@ucalgary.ca<br />
VP Student Life<br />
Matt Diteljan 403-220-3912 suvplife@ucalgary.ca<br />
If you have any questions regarding <strong>Clubs</strong> Committee, please contact Matt Diteljan.<br />
MacEwan Conference and Events 403-210-9375<br />
The Den & Black Lounge 403-220-5175<br />
SU Main Office 403-220-6551<br />
<strong>Clubs</strong> <strong>Manual</strong>, revised in 2011 Page 16