Frequently Asked Questions (FAQs)
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Q: I have a question about clubs, who do I contact? A. Email your respective Associate Vice-Presidents (AVP) with the subject line including your 4-digit club number and club name (i.e. 9999 - Baby SU Fan Club) - Brantford SU-Based Clubs & Faculty-Based Clubs/Faculty Associations: stsui@wlu.ca - Waterloo SU-Based Clubs: aasmith@wlu.ca - Waterloo Faculty-Based Clubs & Faculty Associations: ishah@wlu.ca - You can also reach the Vice-President (VP) Clubs & Associations: kbrady@wlu.ca
Q: Why do I need to submit an Event Registration form and have my club’s events approved by SU? A. There are a variety of reasons for this process. The first is to give us time to review the event to ensure it follows our policies and address any potential liability or insurance issues. The 3-week timeline also gives us the opportunity to coordinate with other campus partners if your event requires additional resources (such as tables, chairs, safety planning, security, etc.) or other accommodations. With the timeline, we also aim to give your club enough time to market the event before it happens, and for Room Bookings to confirm the room for your event, should you need one.
Q: When do I need to submit an Event Registration form? A. You need to submit an Event Registration form any time your club meets. An activity, event, or gathering of any kind is considered an event and needs to be approved by the Students’ Union.
Q: What is the difference between SU-Based and Faculty-Based Clubs or Associations? A. An SU-Based Club or Association is funded under the Students Union campus clubs fee that is formed around a student’s common interests with things such as recreation, mental health, social value, etc. Any undergraduate student registered at Wilfrid Laurier University is eligible to be a member of an SU-Based Club or Association, if they are in good standing and have paid the relevant fees. A Faculty-Based Club or Association is funded under the Students Union faculty association fee, that is formed around a student’s interests and is also relevant to the faculty with which it is associated. Faculty-based club memberships must include more than 50% of students from that faculty, and Executive members of faculty associations and faculty-based clubs must be students registered in programs of study in that faculty.
Q: I want to have food at an event, what do I do? A. If you are serving individually pre-packaged food or drink (granola bars, juice boxes, etc.), you can do so at your event. If you are wanting any food that needs to be served at a particular temperature or isn’t individually pre-packaged, you must follow the following guidelines: Hosting on the Waterloo campus and NOT in the Turret or Wilfs? (any University owned spaced) - Place an online order with Food Services at https://wlu.catertrax.com (at least 5 Business Days in advance) Hosting on the Waterloo Campus in Wilfs or the Turret? (Students' Union spaces) - Contact Wilfs Catering at wilfs@wlu.ca (minimum 3 weeks prior to the event) Hosting Off Campus or on the Brantford Campus? - Include your catering plans in your event request and contact your respective AVP if you have any questions!
Q: I want to secure a sponsorship, what do I do? A. A sponsorship agreement needs to be completed any time your club is being provided something by or providing something to a third party. This does not have to be monetary. - The club must fill in the Sponsorship Template and complete the Clubs and Associations Sponsorship Form. - The agreement will be reviewed by the Clubs and Associations department. - When all parties are ready to proceed with signatures, the agreement will be uploaded to Consigno, and an email requesting signatures will be sent out. - Contracts must include the following signature: - Signing Authority from Sponsor - Club President(s) Wilfrid Laurier University Students’ Union on behalf of ‘Club X’. The club does not have signing authority. - The cellphone number provided should be that of the individual signing authority, NOT the company’s general contact number. - Parties have two weeks from the date the contract is uploaded to ConSigno to sign. Sponsors have 30 days from the date the invoice is sent to make the payment
Q: How do I edit forms I submitted on the Nest? A. Option #1 1. Go to http://laurierstudentsunion.presence.io and in the top right corner there is a rectangle box with a circle that has a people icon in it. Click this box and then select login. 2. Once logged in, go back to the top right corner and this time select your Profile. 3. Once on the profile page click Responses (it is a navigation bar towards the left-hand side) 4. Once in the responses section, click on the form you are trying to edit 5. You should be able to click edit from there. Option #2 1. Go to http://laurierstudentsunion.presence.io and in the top right corner there is a rectangle box with a circle that has a people icon in it. Click this box and then select login. 2. Once logged in, go back to the top right corner and this time select your Admin Dashboard. 3. Click on the Forms tab 4. Then Responses then Outbox 5. You should see the form you submitted and be able to click edit as an option.
Q: How do I book a room for my event? A. Rooms can be booked when you fill out the Event Registration form for your event. Depending on the event/spaces you need, the form will direct you to either book your room yourself or inform you we will be booking the room on your behalf. If booking a room, please ensure you list the type of room you need (projector, type of tables, etc.). You can list options if you're looking for a specific room, but please note that spaces will be prioritized for academic purposes by the Room Bookings Department. The Students’ Union is not responsible for Room Bookings and has no control over when you hear back about room bookings. To best position your club to receive a room booking, you should submit the Room Booking request at the same time as your Event Registration. The amount of notice Room Bookings requires to approve your request is 15 business days. If you receive a room for an event that hasn’t been approved, you are not allowed to run the event and are expected to cancel the booking.
Q: I haven’t heard back from Room Bookings, what do I do? A. If your event is a week (7 days) away, you submitted your room booking request at least 15 business days prior to the event date, and you haven’t heard back yet with a confirmed room, please send an email to your AVP with the following information included: - Club Name & Number - Event Name - Date you submitted room booking request - Event Date & Time - Room Booking ID (found in the confirmation email you received when you submitted the booking request) Your AVP will follow up with Room Bookings, but there is no guarantee that you will receive a room in time for your event.
Q: How do I use the SU Credit Card? A. The process is the same as when you fill out an Expenditure form, but instead of selecting Reimbursement for Personal Money Spent, select SU Credit Card Authorization/Use of SU Credit Card. Please note, we will make all payments with the credit card, it is not a physical card that we give out to clubs to use. To use the credit card, you need to submit an expenditure form 2 weeks before the invoice due date to ensure timely payment.
Resources
Support tools & resources to help guide you through managing all aspects of your Club/Association.
Have a question? Check our our Frequently Asked Questions!