top of page

Club & Associations Resources

Looking for support in managing your Club/Association? Look no further! Below you will find resources and support tools to help guide you through managing all aspects of your Club/Association. Click the box below to be taken to the specific section for the resources you are seeking. 

Contact
Neelesh Rehal.jpg

Neelesh Rehal

VP: Clubs & Associations

Office: Waterloo

Neelesh Rehal.jpg

Ben Jesseau

AVP: Clubs & Associations Waterloo (Faculty-Based Clubs)

Office: Waterloo

Neelesh Rehal.jpg

Riya Lalji

AVP: Clubs & Associations Brantford

Office: Brantford

Neelesh Rehal.jpg

Kay Lavery

AVP: Clubs & Associations Waterloo (SU-Based Clubs)

Office: Waterloo

Timelines and Deadlines

Fall Term

Budget Allocations (SU-Based Clubs only) - Friday, August 25 - Wednesday, September 20

  • *Faculty-based clubs, please reach out to your respective Faculty Association for timelines/process

Get Involved Fair:

  • Brantford: Friday, September 8, 11am - 3pm 

  • Waterloo: Thursday, September 7, 10am - 2pm

Presidents Training:

  • Monday, September 11: SU-Based Clubs. 10:00 pm - 11:30pm 

  • Tuesday, September 12: Faculty-Based Clubs - 10:00 pm - 11:30pm

  • Finance Training should be completed by Presidents/Treasurers by Sunday, September 17

Roster/Membership Requirements updated on Nest - October 16

New Club Registration: End of October/Early November

  • October 23 - November 12

SU-Based Clubs & Associations Resources

These resources will help guide you through the management of your SU-Based Club/Association. If you have any questions or concerns related to this, please reach out to your respective (A)VP who can answer your questions or direct you to the right resources for support!

SU Based Club Specific Resources

SU Based Clubs Executive Training Slide Deck

SU Based Clubs Executive Training Zoom Recording (Password: .q+m?8%0) 

Clubs & Associations Policy

Clubs & Associations Procedures Manual

Budget Allocation Policy

Poster Policy

Social Media Policy

Constitution Template

Advisor Agreement

Logos (Blue PNG, White PNG, Blue JPEG, Blue PDF)

Sponsorship Agreement

Financial Resources

Expenditure Form

  • Complete to submit reimbursement request/process payments

  • Expenditure Form Tutorial

Finance Training Form

  • Complete once a year to access club finances permissions (i.e.: submit expenditures)

 

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 

Budget Allocation Form

  • Complete once every term to request a budget

  • Budget Allocation Tutorial

Special Event Funding Form

  • Completed through Event Registration Form (can be found under Event Resources) - to request additional funding

  • Must meet requirements as outlined here (section 8.10) 

Cash Box/Float Request Form

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

Sponsorship Template

  • Complete for any club sponsorships (email to your respective AVP) 

Event Resources

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 travelling Outside Ontario, you are required to submit your event ninety (90) days in advance.

When to 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. 

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 

Cash Box/Float Request Form

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

Event Considerations/Requirements

Event Waivers

Complete the applicable form(s) above 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).

Questions or Concerns? Contact The Following People:

Waterloo Campus: Kay Lavery, AVP: Clubs & Associations Waterloo at suavpcaw@wlu.ca

Brantford Campus: Fiza Iqbal, AVP: Clubs & Associations Brantford at suavpcab@wlu.ca

 

Faculty Association & Faculty-Based Clubs Resources 

These resources will help guide you through the management of your Faculty Association/Faculty Based Club. If you have any questions or concerns related to this, please reach out to your respective AVP who can answer your questions or direct you to the right resources for support.

 

Faculty Association/Faculty Based Clubs Specific Resources

Faculty-Based Clubs Training Slide Deck

Faculty-Based Clubs Training Zoom Recording (Password: @8NzPxd$) 

Clubs & Associations Policy

Clubs & Associations Procedures Manual

Faculty Association Financial Policy and Procedures Manual

Faculty Based Clubs and Faculty Associations Executive Training

Poster Policy

Social Media Policy

Constitution Template

Advisor Agreement

Logos (Blue PNG, White PNG, Blue JPEG, Blue PDF)

Sponsorship Agreement

 

Financial Resources

Expenditure Form

  • Complete to submit reimbursement request/process payments

  • Expenditure Form Tutorial

Finance Training Form

  • Complete once a year to access club finances permissions (i.e.: submit expenditures)

 

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 

Special Event Funding Form

  • Completed through Event Registration Form (can be found under Event Resources) - to request additional funding

  • Must meet requirements as outlined here (section 8.10) 

Cash Box/Float Request Form

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

Sponsorship Template

  • Complete for any club sponsorships (email to your respective AVP) 

  • *Your Faculty Association may have a separate Sponsorship Agreement Template

 

Event Resources

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 travelling Outside Ontario, you are required to submit your event ninety (90) days in advance.

When to 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. 

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 

Cash Box/Float Request Form

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

Event Considerations/Requirements

Event Waivers

Complete the applicable form(s) above 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).

Questions or Concerns? Contact The Following People:

Waterloo Campus: Ben Jesseau, AVP: Clubs & Associations Waterloo at suavpfaw@wlu.ca

Brantford Campus: Fiza Iqbal, AVP: Clubs & Associations Brantford at suavpcab@wlu.ca

Reporting Form

Students' Union Reporting Form

You are required to fill out the reporting form for any of these:

  • Disclosure of Gendered Sexual Violence​

  • Student of Concern​

  • Club Member Conduct​

  • Equity, Diversity and Inclusion Concern​ 

Look below and scroll through for more information about each of these.

If you are looking to access support, or resources you can refer to peers click here for a list of services and resources offered at Laurier.  

Disclosure of Gendered and Sexual Violence

If you receive a current of historical disclosure of gendered and/or sexual violence you must inform the Students’ Union so that they can provide support and resources to the student(s) should they need it.

Marketing Committee

Follow our Clubs & Association Instagram Accounts, and tag us if you want us to re-share your posts/events!

 

Waterloo: @WACAMPUSCLUBS

Brantford: @LBCAMPUSCLUBS

Have more questions visit our FAQ for answers to commonly asked questions & inquiries. If you still have questions, reach out to us! 

bottom of page