Club & Associations Resources

Transition/Registration Resources

 

Constitution Template (Word Doc)

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Clubs & Associations Advisor Agreement 

• This form must be completed if you plan on having an advisor who assists your club. Club advisors will not be recognized by the Students’ Union if there is no form filled out by their respective club. 

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Third-Party Affiliate Form

• This form must be completed if you are planning on being affiliated with an external organization. 3rd Party Affiliation organizations will not be recognized by the Students’ Union if there is no form filled out by their respective club or association.

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Event Resources

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Event Timelines

• All events should be submitted 3 weeks before the event date

• All large-scale events should be submitted 4 weeks before the event date

• If traveling Outside Canada, you must submit your event ninety (90) days in advance.

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When should you submit an "Event Registration" form? 

• Any activity that is related to your club requires an event form

• Official club socials, virtual events, off-campus events, official club meetings, boothing, etc. 

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Event Registration Form 

• Complete to submit an event request 

 

SU-Desk Ticket Request Form 

• Complete form to create a website where event tickets can be purchased, donations can be processed, or for club merchandise tickets 

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Cash Box/Float Request Form

• Complete to request cash box & float (email to your respective AVP at least 1 week in advance)

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Event Considerations/Requirements

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Event Waivers

• Clubs & Associations Event Waiver Form

• QR Code - Clubs & Associations Event Waiver Form

• International Travel: Participant Information Form​

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An Event Safety Risk Management Plan and/or Waivers may be required if any of the following apply:

• More than a hundred (100) people in attendance 

• The event is taking place off-campus 

• Features a speaker from an external organization 

• Alcohol is being served/is available to purchase 

• A sports-like (physical) activity is planned 

• Transporting students by means of personal vehicles, a chartered bus, or a rental vehicle 

• Any activity that has the potential to result in damage to the individual person or physical property 

• Any event covering topics/information that may be strongly opposed by other members of the Laurier community. 

 

If any of the above elements are a part of your event, it is important to be honest and transparent in your event submission for the following reasons: 

• The Students’ Union and the University need to know when large groups of people are gathering on campus for reasons of safety and planning purposes 

• Professional staff can offer advice or assistance in helping to organize an event and help students to assess any risks that may be associated with their activity 

• To ensure a student activity is covered by insurance; if your event is not approved by the Students’ Union, you may be personally required to accept any liabilities that result from your activity. 

 

In the event that you are unsure if your event has any potential risks associated with it, then err on the side of caution and contact Jason Verhoeve, Director, Student Experience at jverhoeve@wlu.ca (Multi-Campus).

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Questions or Concerns? Contact The Following People:

• Brantford Campus: Riya Lalji, AVP: Clubs & Associations Brantford at rlalji@wlu.ca

• Waterloo SU-Based Clubs: Aaron Smith, AVP: Clubs & Associations at aasmith@wlu.ca

• Waterloo Faculty-Based Clubs: Isabella Addorisio, AVP: Clubs & Associations at iaddorisio@wlu.ca

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