Student Societies 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:
Event End Time:
:
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.
Do you require assistance with booking the location?
If the event is free, insert value as "0".
$
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?
1. Date
1. Start Time
:
2. Date
2. Start Time
:
3. Date
3. Start Time
:
Advertising:
How will you advertise the event? Note: For Poster, Flyers and/or SLC Banners, please ensure you submit request to marketing@feds.ca OR if this is a larger event, you must submit using the "Marketing Menu plan" available on the Sharepoint site
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 marketing@feds.ca 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.
Are you charging admission for your event? * (required)
To set up online ticketing please contact the Services Manager at services.manager@feds.ca.
Do you require printed tickets?

Your tickets must be printed through the Feds Marketing Department (with the exception of performance events selling tickets through the Hagey Hall Box Office). Please fill out this ticket request form to get tickets printed for your event.

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?

Note: Mileage will be paid at a cost to your service of 45 cents/km. Please ensure you have the budget prior to authorizing this method of travel. Reimbursements will be made via cheque request and you must attach a google directions map of your travels that indicated the Kilometers used.

Bus booked through Feds
Must be requested at least 1 week in advance
Bus Pickup Time
:
Bus Return Time
:
Bus Type

School Bus seats 48 People and all buses pick up from and return to the Davis Center only

Note: Coach Bus costs are higher than school bus costs
Note:Above options will be quoted first to you for approval

Rental Vehicle through Feds
Note: Options will be quoted first to you for approval
Date of Pickup:
Pickup Time:
:
Date of Return:
Return 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 $100. 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: recept@feds.ca, 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.

Are you spending Society funds on this event? * (required)

Please ensure the event is within your operating budget.  For questions about your finances, please see your Society or the Feds Societies Accountant.

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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