Clubs Event Form

Information and privacy: questions regarding the collection of information on this form can be directed to the form administrator.

Event Start Date: * (required)
Event Start Time: * (required)
Event End Date: * (required)
Event End Time: * (required)
All Clubs are responsible for the cleanliness and organization of their booked space. Failure to leave the space in the original (or better) condition than found may be subject to additional cleaning fees and/or loss of booking privileges.
Reoccurring: * (required)
Will this event be recurring during this term?
Target Audience: * (required)
Who is invited to this event?
Promotion: * (required)
Do you require a table in the SLC Market Place to Promote the event?
Table Date - Day 1
Limited to 3 days per event and/or per month.
Table Date - Day 2
Table Date - Day 3
How will you advertise the event?
The Feds Marketing Department can design banners, posters and/or flyers for you for free and print for you at a reasonable price (see Marketing Communications page for pricing details). For such assistance please e-mail your request to from your UWaterloo e-mail address. Please allow 3-4 business days for your request to be complete. Remember that if you are creating your own posters, they must have the Feds club logo on them (found at the bottom of this page Important Forms. All posters must be approved by the Clubs manager or the Feds Marketing Department before being used.
If the event is free, insert value as "0".
Is this a ticketed event? * (required)
Please confirm: * (required)
Descriipt: Please ensure all revenues are deposited into the feds drop box immediately after the event. If you require a cashbox or float, please book through Feds Reception in the Main Office. If you are using physical tickets, please arrange a meeting with Accounting to reconcile your tickets after the event. To set up ticketfi please contact the Clubs Manager at
Alcohol must follow UW Policy #21 in addition to any specific venue rules and regulations.
Food Service: * (required)
Will food be served at your event?
If you are serving to the UW Community or the Public, or you are advertising an event with food to the Public, please fax a region of waterloo food vendor form. Please note the region requires two weeks' notice. Feds reception can help you fax the form. Please ensure you have a copy of the approved food form on site. If you require a cashbox or float, please book through Feds Reception in the Main Office. Please ensure all revenues are deposited into the feds drop box immediately after the event. Please Pay Strict Attention To the Safety Guidelines.
Feds Assistance in Booking Transportation
Pick up Date
Pick up Time
Return trip
Return Pick up Date
Return Pick up Time
AV Requirements:
Please come by the Clubs Community Center (SLC 2139) during office hours (10am-3pm M-F) to have an AV form approved before dropping it off to ITMS. Please note ITMS requires two business days’ notice and will charge late fees if the equipment isn’t returned before the deadline. Please confirm any details/questions/cost with ITMS you drop the form off.
Do you require a cash box for this event? * (required)
You are able to borrow a cash box and a float of up to $75. You will be required to leave a Watcard or a $60 cash deposit with Feds accounting until your cash box and float are returned. Please fill out the details below to get a cash box and float reserved for you.
If you require a cashbox or float, please book directly through Feds Reception either in person in the Feds Main Office, email:, or phone: x84042. Bookings can be made as early as the week before your event. Float requests over $75 require Clubs Manager approval. Please ensure all revenues are deposited into the feds drop box immediately after the event. Please deposit the float separately from the event revenues generated.
Is this event anticipated to have a budget over $500? * (required)
Please submit a budget to the Clubs Manager showing all expected expenses, revenues, and revenue sources.
Please confirm with the Feds Finance office that your club has enough funds to cover the cost of this event.
SUSPUR - Sustainable Campus Initiative - Sustainable Purchasing * (required)
Sustainable Campus Initiative (SCI), through its Sustainable Purchasing Service (SUPUR) can help make your events more sustainable! With an analysis of your current event uses, we then provide recommendations on how you can reduce the environmental impact from your event and be more economically efficient. In other words, we look for ways in which you can be more eco-friendly and at the same time save a little money! Please indicate if you would like to request SUSPUR's help in purchasing sustainable items for your event? PLEASE NOTE: that someone from SUSPUR will contact your event coordinator within 72 hours.
Campus Response Team (UWCRT): * (required)
UWCRT serves to increase the safety at specific events and across campus as a whole by providing volunteers who are trained in standard first aid, CPR-HCP, and who are equipped with medical supplies. PLEASE NOTE: CRT will be in contact with the event coordinator within 72 hours. All coverage requests are welcome, however, we require a minimum of two (2) weeks notice prior to the event to guarantee coverage.
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