students' union, university of calgary partnership proposal

Application for the Partnership Procedure 67.56
Passed by Operations and Finance Committee on January 19, 2010
STUDENTS’ UNION, UNIVERSITY OF CALGARY
PARTNERSHIP PROPOSAL
The Students’ Union is always looking to improve the student experience. One of the ways we
accomplish this is by donating the use of our MacEwan Student Centre facilities to student
groups, University departments and outside organizations interested in hosting innovative,
student-centered, non-profit events.
If you are interested in such a partnership with the SU, please read the guidelines below and
submit your complete application via the web link at the bottom of this page at least 20 business
days prior to the first day of your event.
Partnership Application Guidelines
1) Applications must be submitted no later than twenty (20) business days prior to the first day
of your event.
2) Applications must be complete and adhere to eligibility requirements.
3) All applications for SU partnership must include a tentative MacEwan Conference & Events
Centre contract for the event. (Your contract should reflect any pre-established discounts
provided to your group) To request a tentative booking, please contact the MacEwan
Conference & Events Centre (MCEC) at 403-210-9375.
4) Discounts for MacEwan Conference & Events Centre catering services will not exceed 25%
of the current menu rates.
5) The SU must be recognized in all promotional materials used to publicize the event you are
hosting.
6) SU sanctioned clubs may be eligible for Partnership funding in extraordinary circumstances
and upon referral by the Clubs Committee.
All partnership arrangements are considered and approved by the SU Operations and Finance
Committee. A successful application will demonstrate a clear benefit for undergraduate students.
All partnership decisions made by Operations and Finance Committee are final.
Partnership with the SU does not absolve you from additional costs incurred after this application
has been submitted for consideration, nor are partnership arrangements renegotiable after the
fact. The onus is on the applicant to consider and include all potential costs before submitting an
application package.
If a partnership application is granted, recipients must follow all MacEwan Conference & Events
Centre regulations that pertain to their event, including payment and cancellation schedules and
penalties, and food and beverage restrictions. Under no circumstances should a partnership
arrangement be interpreted as exempting you from these requirements.

Application for the Partnership Procedure 67.56
Passed by Operations and Finance Committee on January 19, 2010
STUDENTS’ UNION, UNIVERSITY OF CALGARY
PARTNERSHIP APPLICATION
Applicant Group Name
Event Title
Event Dates & Times
Contact Name
Contact Phone
Contact Email
Mailing Address
Please indicate if you are a:
Student Group University Department External Group
Event Statement (Outline the purpose of the event and make an argument for why the SU should
sponsor it. How will undergraduate students benefit directly from the event?
Organization Background (Provide information about your organization. Supply your charity or nonprofit
business number (if applicable)
Requested SU Resources ( Provide a list of requested SU resources)
Communication and Dissemination Strategy (Identify all activities you will undertake to promote this
event and advise how the SU will be recognized as a partner)
Event Budget (Detail all estimated costs for your project, showing other sources of funding. Budgets
that appear to be inaccurate or misleading will be rejected by Operations and Finance Committee.)
Item Description Costs Funding Source
Be thorough with costs; list all possible expenses in order to give a true idea of the cost of the
event. Possible costs could include:

Application for the Partnership Procedure 67.56
Passed by Operations and Finance Committee on January 19, 2010
Site
• Venue Fees
• Labor
• Equipment
• Table/chairs
• Audio-video
equipment
Catering
• Food
• Drinks
• Gratuities
• Labor
Miscellaneous
Decorations
• Flowers
• Lighting
• Supplies
Program
• Speakers/ Facilitators
• Travel
• Lodging & meals
Promotion
• Web Design
• Posters /flyers
• Media advertising
• Printing/copying
• Postage
Prizes
• Gifts
• Plaques/trophies
• Fees /Honoraria
• Door Prizes
Partnership Application Checklist
The completed Partnership Application
A complete, tentative MacEwan Conference & Events Centre contract for the event. (including
any pre-established discounts provided to your group)
Please forward your completed application to:
Attention: Joann Weston
251 MacEwan Student Centre
2500, University Drive NW
Calgary, Alberta T2N 1N4
Phone: 403-220-2901
Email: jweston@ucalgary.ca
Office hours: Monday – Friday 8:30 a.m. – 4:30 p.m.
Website: www.su.ucalgary.ca
Students’ Union Partnership Report

Your report will helps us monitor the effectiveness of the Partnership program. It also enables
the Students’ Union to honor its obligations of accountability to students of the University of
Calgary.
Failure in returning this report with 20 business days of the completion of
your event may delay any further requests from your organization.
Group Name
Event Title
Event Dates & Times:
Submitted by:
Phone:
Email:
EVENT SUMMARY (Provide a summary of the event. Was your event a success?)
EVENT OUTCOMES (Please explain whether your event was a success, as well as what your
indicators of success were. Please also identify how many students attended your event, and
share any student feedback you received.)
EVENT IMPACT (Describe how your event contributed to improving the quality of student
life or educational experience. Provide details as appropriate. Explain what methods were
used to assess your event’s impact on students’ experience.)
FUTURE PLANS (What, if any, changes would you make to improve this event?)
RECOGNITION ACTIVITIES (Please indicate all activities you undertook to recognize SU
funding support.)
Recognized SU funding support in print and promotional materials used to publicize the
project
Gave verbal acknowledgement of SU funding support during public presentations
Other, please specify

OPTIONAL COMMENTS (Use this area to provide any other project information you wish
to convey.)