Event Form

This form is to be used for approval of all Society and sub-society events, whether virtual or in-person. Please allow ideally 7 business days between submission of the form and approval of the event. Note that approval time may be longer or shorter than this window depending on the nature of the event.

For follow-up questions regarding Society events, please contact the Society Relations Officer, soc.coord@wusa.ca.

For AV (audio visual) questions, please contact WUSA AV staff at avsupport@wusa.ca. Note that approval of this form is required for any AV requests.

For website uploads, marketing, or communications questions, please fill out a Jira Request. Note that approval of this form is required for any marketing/communications requests.

For questions regarding the collection of information on this form, please contact the form administrator at a3chaban@wusa.ca.

Student Society (parent)

Sub-society/Society Club Name

N/A, This event is owned by parent Student Society
This event will be ran by a sub-society/society club

Contact Person's Name

First

Last

Contact Person’s UWaterloo Email

This field will only accept @uwaterloo.ca emails.

Phone Number

Society/Sub-society Official Email

Alternate Email

Name of the Event

Event Start Date/ Time

Date

Time

Event End Date/ Time

Date

Time

Dates, if recurring:

If your event is recurring, please provide the frequency and the range here, e.g., every Monday at 9 PM – 10 PM from January 15 – February 29.

Type of event

In-person, on-campus
In-person, off-campus
Virtual
Other

Event location(s)

For multiple locations, please separate by a comma. All student groups 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 result in additional cleaning fees and/or/ loss of booking privileges.

Do you require assistance with booking the location(s)?

Yes
No

being “Who recurring:

Expected Attendance

Event Description

Provide as much information as possible, 50 characters minimum.

Is food/drink being served? Note that food/drink being served for longer than 2 hours requires additional approval from the Region of Waterloo.

No
Yes, Please describe the food and drink being served

Note that food truck events require additional coordination between UW Catering and Parking Services. Please reach out to the Societies Relations Coordinator for confirmation.

Target Audience “Who is invited to this event?

Restricted to Society/sub-society members only
Open to the University of Waterloo community
Open to the general public beyond the University of Waterloo Community

Are you spending Society/sub-society funds on this event?

No
Yes

Have you ensured this event is properly budgeted for, approved, etc.?

No
Yes

Please indicate your total budged/projected expense for your event:

Do you require a Square terminal for your event?

No
Yes

If yes, please read below carefully.

Square Terminal Required

Please submit all Square terminal requests to accounting@wusa.ca in the form of a Outlook calendar invite. Please include the following details in your submission.

Please note that any requests that fail to follow this procedure will not be processed.

Student name:

Student number:

Parent society name:

Sub-society/society club name:

Item price:

Pickup time (pickup is in WUSA Accounting office):

Drop off time (drop off is at Turnkey desk):

Do you require tables/chairs for your event?

No
Yes

Tables/Chairs Required

Please submit all requests for tables/chairs to Central Stores using this form. Please note that an approved societies event form is required.

Do you require any audio visual (AV) assistance?

No
Yes

AV Required

Please select the AV resources you’d like from the WUSA AV Catalogue. Once completed, please email avsupport@wusa.ca to request these resources.

Transportation

No transportation is required
Individuals will make their way to the event on their own (e.g. public transit)
Travel via chartered bus

Please ensure that you have provided a copy of the bus insurance, with WUSA named as insured.

Event Form

Event Form

Societies Event Form