Student Group events

• All student group events must be approved by the Student Groups Department before they take place. To request approval, groups must submit an Event Approval Form outlining the event details and requirements.
• Once reviewed, the group will be notified if the event is approved, additional information is required, or the event has been denied.

Why get an event approved? Event approval helps SAMU track events and plan budgets and resources to support student groups. It also helps ensure an event may be covered under SAMU’s liability insurance if something goes wrong.

Groups are strongly encouraged to submit their Event Approval Form well before the required deadline. Forms submitted outside of the required timelines will be immediately rejected and must be resubmitted according to the timeline requirements.

Submit early: Giving the Student Groups Department more time to review your event helps ensure any necessary requests and approvals can be completed before the event.

Unapproved Event – Any event that does not go through the Event Approval Process or does not receive official approval from the Student Groups Department. 

Protests – A protest is an organized gathering where individuals express collective support for or opposition to an issue or figure. SAMU Student Groups Department cannot approve or authorize protest events requested by student groups because SAMU’s liability insurance does not cover protests.  

*** Students retain the right to protest under the Canadian Charter of Rights and Freedoms, subject to compliance with MacEwan University’s Free Expression on Campus Policy. Non-compliance may result in disciplinary action under that policy. *** 

SAMU IS NOT RESPONSIBLE FOR ANY CLAIMS, DAMAGES, INJURIES, LOSSES, OR LIABILITIES CONNECTED TO AN UNAPPROVED EVENT.  

To book a classroom at MacEwan University for an event, groups must identify which space they are interested in booking on the Event Approval Form.

Once the request is received, the department will book the room and provide email confirmation within 5 business days, if the space is available.

To book a Special Function Space, groups must fill out the Lookout and Special Function Space Request form before submitting the Event Approval Form. If the space is available, the room will be booked on the group’s behalf and any applicable rental costs will be shared with the group.

Click Here to see The Lookout Resource Guide

Please note: Groups cannot book the following rooms: CN Theatre (5-142), Kule Theatre (9-323) and any classrooms in Allard Hall

Events with alcohol in Special Function Spaces need to be booked 30 business days in advance. Events without alcohol need to be booked 20 business days in advance.

Student groups can request display tables in the SAMU building or other MacEwan buildings through the Event Approval Form for promotions, fundraising, ticket sales, or passive events. All table bookings are considered events.

Groups who no-show or fail to cancel their table bookings at least 24 hours in advance will lose the right to book a table in the future.

Towers Pub

• Events with alcohol held on MacEwan or SAMU property must be catered through Aramark. Special occasion permits are not allowed on campus.
• Aramark requires at least 3 weeks’ notice to extend their liquor license to SAMU.
• All executives and volunteers must remain sober during the event.
• Events with alcohol require an enhanced risk management plan.

When hosting an event off campus that involves alcohol, the group must send the following contracts to the Student Groups Department and include them in the Event Approval Form.

• Venue rental agreement
• Catering contract
• Venue or Catering Company’s license to serve alcohol
• Security contract

Student groups must hire external security for all social events in SAMU and MacEwan involving alcohol. This helps ensure the safety of attendees and the venue.

External security is required as MacEwan Security does not have the capacity or training to supervise student group social events involving alcohol.

The Manager of Student Groups can provide a list of recommended security companies upon request.

Student Groups must hire CAES personnel to be present at ALL social and professional events in MacEwan involving alcohol. These personnel will help ensure that the event runs smoothly and can serve as the main point of contact between MacEwan and the Group as it relates to the venue, AV, and other event logistics.

Travel Approval Timeline

• All travelers must be registered student group members.
• Travel requires prior SAMU approval and signed participant waivers.
• Groups are encouraged (or required, where applicable) to use common carriers such as planes, trains, buses, or taxis.

The Student Groups Department has POS machines that groups can request for selling tickets. See below for booking instructions

Booking a POS Machine:

• Requests must be made by 4:30pm, two business days in advance, or the request will be denied (e.g. to use on Monday, the request must be made Wednesday before).
• POS machines must be picked up and returned to the SAMU front desk (SA-301) during operational hours.
• Groups are NOT ALLOWED to program the machines themselves. The Finance Department will program the machine and instruct the group members on its use at the requested pick-up time.

Showpass is the only online event and ticket organizer student groups are permitted to use. Through Showpass, groups can:
• Create and customize event tickets
• Issue refunds
• Access invoices and sales reports

To sell tickets for events via Showpass, groups will need to register as a suborganization under SAMU. To create a suborganization, groups must complete the registration form. When filling out the form, students must use the group’s account number for the organization code.

Once the group has registered as a suborganization, they will be able to create an event by selecting “Create Event” on the lefthand drop down menu.

Any student group event or meeting held on campus (aside from in the SAMU building) must use the university’s on-site catering company, Aramark, when providing food, in accordance with MacEwan Food Service Policy. Groups can contact the catering department directly at 780.497.5028 or catering@macewan.ca to set up an appointment. The Catering Manager can suggest menu items for group events based on their budget.

 When emailing Aramark, let Aramark know that you are a student group. Groups are responsible for submitting Purchase Requests to pay Aramark invoices after an event. For Aramark invoices that are being paid from more than one account, all Purchase Requests must be submitted at the same time.

In addition to ordering catering from Aramark, student groups can also order from any of Aramark’s food providers on campus, such as:

• Tim Hortons
• Booster Juice
• Subway
• Starbucks 

   

  please Note: SAMU vendors and the Bean’s List in Building 5 are not Aramark food providers. Your group cannot provide food from these vendors at group events.

While there are no food restrictions in the SAMU building, there are beverage restrictions due to SAMU’s contracts with Coca-Cola. Student Groups may serve non-Coca-Cola beverages, but they may not promote or sell any beverages that are not Coca-Cola products at events or meetings. This includes soft drinks, water, juice, dairy products, iced tea, and sports drinks.

View a complete list of Coca-Cola brands here.

If the equipment a group requires for an event is not available from the Student Groups Department, they may need to rent the equipment from MacEwan, which may come with a rental fee.

The MacEwan Library has an inventory of technological equipment that groups can rent.

Some MacEwan classrooms are already equipped with technology. If an event has specific audiovisual or technology requirements (such as podiums, televisions, microphones, etc.), ensure this is indicated on the Event Approval Form when submitting.

Groups may not move or use the university’s equipment or furniture without authorization or assistance from a booked technician servicing the event. If a group needs equipment moved, or access to specialized equipment, they must specify so in their Event Approval Form.

• Requests must be made by 4:30pm, 2 business days in advance, or the request will be denied (e.g. to use on Monday, the request must be made Wednesday before).
• POS machines must be picked up and returned to the SAMU front desk (SA-301) during operational hours.
• Groups are NOT ALLOWED to program the machines themselves. The Finance Department will program the machine and instruct the group members on its use at the requested pick-up time.

As part of EVERY Event Approval Form, groups MUST complete a Risk Management Plan. Risks may include:

• Physical injuries
• Weather
• Transportation
• Event logistics
• Participation numbers
• Alcohol consumption
• Location hazards
• Reputational concerns

Events involving travel or alcohol will require the completion of an additional risk planning chart to identify and analyze risks specific to the higher risk elements.

Although SAMU insurance covers most events, some events may not be covered. The higher risk the event is, the less likely it will be covered (i.e. sky diving). If it appears that SAMU’s insurance does not cover an event, SAMU must decline the event.

Please NOTE: SAMU cannot approve or authorize Student Group protests, as SAMU’s liability insurance does not cover protest-related risks. Any protest organized by a Student Group will be considered an “Unapproved Event.”

Some events may be deemed higher risk, such as those involving physical activity. These higher risk events will require participants to sign a waiver prior to engaging in the activity. Upon reviewing the Event Approval Form, the Manager of Student Groups will notify the group if a waiver is required.

If your group is required to collect waivers, use this link to access the waiver.

To secure a booth at the Student Groups Expo, groups should keep an eye out for an RSVP email from the Student Groups Department in August (Fall Expo) and December (Winter Expo).

Space is limited at the Expo and groups are encouraged to RSVP early to secure a spot!