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Begin Your Event Success Process

We want to make sure all Haskayne student club events are a success!

Before a Haskayne student club can start marketing and promoting any event, their event needs to be approved by the Haskayne Undergraduate Office and any respective Haskayne areas affected. It is required that student clubs apply for event approval a minimum of 6 to 8 weeks before the scheduled event date.

If this is a NEW event, then approval from the office of the Associate Dean, Undergraduate Programs is required prior to starting the event success process.

To begin your event planning process, you must first apply for Students' Union Event Approval by completing and submitting their event proposal form (found on the SU website). If required for your event, create an event budget using the easy Haskayne budget template found here.

Fill out the Haskayne Student Clubs Event Approval Form (below) only after you've completed the form for SU Event Approval and completed your budget (if necessary). This finished form will be sent to the Haskayne Undergraduate Office, and your respective faculty advisor for approval, after which you will be provided with further instruction.

If you have any questions about this process, please refer to the Haskayne Student Clubs Executive Desire2Learn page, or contact the Haskayne Undergraduate Office via email at hscevent@ucalgary.ca, or in SH 358 during regular office hours (Monday-Friday, 9:30am-12pm, 1:30pm-4:30pm, closed Wednesday mornings).

Haskayne Student Clubs Event Approval Form

Contact Information
Name of person who is the primary contact for the event.
Phone number for primary contact.
Email address for primary contact.
Event Information
Proposed Date and Time
:
:
Proposed Event Location
Request certain HSB room bookings from Jackie Hunt via email at jackie.hunt@haskayne.ucalgary.ca - request at least 2 to 4 weeks in advance.
Include address and rooms/areas being booked for example: Spectrum 5 room, Hotel Arts, 119 - 12th Avenue SW Calgary, Alberta
Information for Faculty Advisors
Important note: your event cannot be approved unless you have received SU approval as well. Haskayne automatically is sent a copy of your event approval from the SU, this form component is just to ensure that the you have submitted your event to the SU for approval.
Expected Participants/Attendees
Indicate the number of expected participants from each category. Note: If individuals outside of your student club or the Haskayne staff/faculty are attending then you will be required to later fill out the Marketing and Communications form.
Includes any student from Haskayne or another faculty at the University of Calgary who is not a member of your student club.
Includes staff and faculty within HSB
Note: If you intend to invite alumni to your event, you will be required to speak to someone in the Alumni Relations office prior to contacting any alumni. You will be sent further information regarding this.
Note: If you intend to invite industry representatives to your event, you will be required to speak to someone in the Career Centre prior to contacting any industry representatives. You will be sent further information regarding this.
Please indicate group(s) name(s) along with expected numbers, for example: Mount Royal Business Students, 20
Logistics
Please indicate all logistics you will require for your event. If you answer yes to any of the following questions, you will be sent a more detailed form to submit to the Event Logistics team for follow-up.
If you intend to serve alcohol at your event, two of your club executives must have the ASIP/Pro-Serve certification and be present at the event.
If Yes, ensure Students' Union Event Approval is attached and submit a business letter to the Associate Dean which includes a signed Haskayne Student Code of Conduct document from each attendee.
If Yes, attach a Students' Union Waiver below.
If Yes, attach a copy of proof of insurance as provided to the Students' Union below.
For contracts, please attach the unsigned contract for the Events Logistics team to review; only once the Event Logistics team has approved the event and the contract can you sign it. If you need to attach multiple files, please use a zip file.
Files must be less than 100 MB.
Allowed file types: gif jpg png txt pdf doc docx xls xlsx zip.
Files must be less than 100 MB.
Allowed file types: gif jpg png pdf doc docx xls xlsx zip.
If you indicated in your event proposal that your event requires a budget, please attach it here.
Files must be less than 100 MB.
Allowed file types: gif jpg png txt pdf doc docx xls xlsx zip.
These documents may include, but are not limited to, the Students' Union Waiver or the Students' Union insurance forms.
Files must be less than 100 MB.
Allowed file types: gif jpg png txt pdf doc docx xls xlsx zip.
Promoting Your Event
Financing Your Event
Note: If you plan to seek sponsorship for your event and it was not included in the CPP, you will be required to speak to the Development Office prior to contacting anyone about sponsorship for your event.
If needed, create a budget using the easy Haskayne budget template found under the Student Club Events 101 area under services.