Club Toolbox

As a BUSU ratified club, you have access to many resources and perks to help run your club. This includes access to funding, event planning resources, room bookings and more!

Club Perks

Utilize all the free perks available to BUSU club leaders throughout the school year. Click the links to go directly to the section.

Funding

Print and Design Button Making
Booking BUSU Space BrockTV

Club Swag

Booking Brock Space Banking

Club Lockers

Tabling Volunteer

Club Partnership

Booking Community Spaces Marketing and Promotion

Items for Rent

Resource and Information Hub

Refer to the Resource and Information Hub to learn how to run a club, as well as gain access to tools exclusively available to BUSU club leaders. Click the links to go directly to the section.

 

 

 

 

 

 

 

 

 

 

 

Funding

 

What is Club Funding

All undergraduate students pay into a Clubs Levy which provides funds available for all undergraduate clubs to access. Funding is only available to undergraduate student clubs.

Clubs can request for funding once a semester or once for the entire school year.

Questions? Email clubs@brockbusu.ca. Some items commonly requested for funding are conference fees, event/meeting supplies, prizes for events, etc.

 

Creating a Budget

Use the Budget Template on ExperienceBU to create a budget for all the items you will need for your events and club activities.

Not too sure what to ask for? Check out the Example Funding Request Budget on ExperienceBU. 

Never planned an event or created a budget before? Watch the Event Planning and Financial Management Seminar to learn more.

 

How to Apply for Funding

1. Create a Budget

Clubs have the opportunity to request for funds once a year OR once a semester. Use the Budget Template on ExperienceBU to create a budget for all the items you will need for your events and club activities.

It is recommended that students plan all of their events using the Event Planning Template before creating the budget to ensure all costs are calculate in advance.

2. Submit Club Funding Request Form

The Funding Request Form can be found in the Clubs Portal on ExperienceBU. In the form you will need to provide a Budget Template and a Presentation for the Clubs Policy Committee (CPC) to review. Both of these items are available in the Clubs Portal.

Upon submitting your request, the Clubs Coordinator will be in touch with details of when you can meet with CPC to present. Please note, CPC meets once a week and can take up to 2-3 requests at a time. Be sure to submit your request for funding 10-21 days in advance.

Wait times to present are dependant on volume requests. We appreciate your patience.

3. Presentation – Clubs Policy Committee

At your scheduled CPC presentation, your club will have the opportunity to present your case and request for the funds required to run your club activities. The more detail provided, the better!

Be sure to provide research into the purchases your club wants to make. Having 3 quotes for every item is recommended. Eg. If your club wants to host an event off-campus, please provide 3 different pricing options for that event venue.

4. Notification of Approval

After your presentation, the Clubs team will notify your club of their funding approval within 1-3 business days. Upon receiving your approval, your club may purchase the items requested and apply for reimbursement.

 

Reimbursement System Explained

All CPC approved club purchases must be completed by the club and reimbursed through BUSU.

1. Purchase Approved Club Items

When your club receives approval from CPC, you are free to purchase the items requested. Your club must keep all original receipts, e-receipts and invoices to request for reimbursement.

2. Request for Reimbursement

Once your club has purchased all the items needed for your club activities, you can request for reimbursement using the Cheque Requisition Form on ExperienceBU. You must submit all proper documentation to receive a cheque.

Please note, all purchases made in-person where physical receipt is obtained must be handed into the BUSU Club House. Pictures of these receipts will not be accepted. Last minute requests for cheques will not be issued due to high demand. The Clubs team appreciates your patience.

3. Receiving Reimbursement

Once the Cheque Requisition Form is submitted, your cheque will be ready for pick-up or mail within 7-10 business days. You must submit all proper documentation to receive a cheque.

 

Making Large Purchases

The Clubs team can help make large purchases on behalf of clubs. Please fill out a Direct Payment to Vendor Form on Clubs Portal to request for a cheque to your vendor. Please note, last minute requests for cheques will not be issued due to high demand. The Club team appreciates your patience.

 

Rules Surrounding Funding

All clubs must adhere to the funding rules listed in the Clubs 500 Policy. Questions? Email clubs@brockbusu.ca.

Take me back to Club Perks.

 

Print and Design

Digital and print media is a great way to promote your club, recruit members and advertise for events. 

 

How to Access Free Print and Design

All design requests forms can be found in the Clubs Portal on ExperienceBU. If you have questions, email clubsdesign@brockbusu.ca.

 

Posters

All clubs are entitled to two hundred and fifty (250) free poster prints a year. Posters can be used to advertise your club or promote an event!

All printed posters must be stamped for approval at the Student Success Commons in TH129 before posting on the bulletin boards. Click here to see a list of bulletin boards and Campus Promotions Rules.

Poster Request Forms:

 

Logos

Every club needs a great logo to stand out to other Brock students. The Clubs Graphic Designer is here to help assist with logo creation.

Logo Request Forms:

 

Banners

Each club is entitled to one (1) printed banner as part of their ratification. Banners are great to use at events and tabling promotions. Replacement banners can be purchased for a fee at the club’s expense.

Banner Request Forms:

 

Who to Contact

Need help with social media or other marketing requests? Email clubsdesign@brockbusu.ca for assistance.

Take me back to Club Perks.

 

Button Making

Button making for clubs is available as a walk-in service Monday-Friday from 9 am - 4 pm (excluding 12-1 pm) in the Club House (TH 252A - beside Scotiabank). Grab some friends and stop by to make buttons!

Need a template for button making? Click here to download a blank PDF. All buttons need to be printed to 1.5 inch round circles.

Please note: Clubs must have their buttons design and printed before coming to the Club House to make buttons.

Need your button design printed? Fill out the Button Print Request Form in the Clubs Portal. If using the Button Making Template, the limit per club is 60 buttons (3 pages).

Take me back to Club Perks.

 

Booking BUSU Space

Clubs can host events in BUSU spaces free of charge. Clubs are subjected to the rules set by the Clubs Team in each space.

 

Union Station Food Court

How To Book

Go to the Clubs Portal on ExperienceBU and fill out the Union Station Booking Form to request for space.

Please do not email Isaac's directly for booking. All space bookings must fall outside regular hours of operation.

Operating Hours
Monday - Wednesday: 11 am - 7 pm
Friday: 11 am - 5 pm
Weekends: Closed

Bookings for Union Station Food Court must be done 28 business days in advance. Once completed, please submit an event on ExperienceBU for SERMA approval.

 

The Club House

How to Book

Go to the Clubs Portal on ExperienceBU and fill out the Club House Request Form to request for space.

Bookings for the Club House must be done 28 business days in advance. Once completed, please submit an event on ExperienceBU for SERMA approval.

 

Food and Space Booking Rules

Clubs can choose to have catering provided by Isaac's or external businesses. To have an external business cater your event, the club must provide a proof of kitchen license with an expiry date. If your club is providing store bought snacks and drinks, no kitchen license is required. All food and beverage bookings are subjected to fees.

The club is responsible for setting, cleaning and tearing down all event spaces. 

Take me back to Club Perks.

 

Booking Brock Space

Clubs can host events in Brock spaces free of charge. Clubs are subjected to the rules set by Brock University in each space.

 

Walker Complex

Fill out the Facility Rental Request Form to book Walker Complex spaces. This includes fitness studios, dance studios and the Alumni Turf Field. Once booked, please submit an event on ExperienceBU for SERMA approval 10-21 business days in advance.


Please note, food is not permitted in Walker Complex Facilities. Water and sports drinks are permitted.

 

Seminar and Lecture Rooms

Go to the Clubs Portal on ExperienceBU and fill out the Room Booking Form to request for space. Once booked, please submit an event on ExperienceBU for SERMA approval 10-21 business days in advance.

 


Specialty Event Spaces

To book Pond Inlet, Sean O'Sullivan Theatre, Fire Pit or David S. Howes Theatre, please fill out the Brock Specialty Room Bookings Form on ExperienceBU.

Note: These spaces may be booked 6 months in advance and are subject to availability. Once booked, please submit an event on ExperienceBU for SERMA approval 10-21 business days in advance.

 

Rankin Family Pavilion

TBD

 

 

 

 

 


International Centre 

To book a room at Brock International or request for collaboration, please fill out the Brock International and BUSU Clubs Collaboration Form.

 

Food and Space Booking Rules

To request for food and beverage, please email Catering Services. Only food from Catering Services is permitted in Brock University spaces. Visit the SERMA website for rules and policies surrounding food. Food and beverage is subjected to fees.

To have food provided by a caterer outside of Brock, please email Tanya Thorp for permission.

The club is responsible for clean up and tear down of the event area (excluding catering and AV services).

 

Accessing AV Services

Not all rooms on campus have access to AV equipment. To request for AV equipment (microphones, etc.) fill out the AV Request Form to inquire for additional AV services.

 

Requesting for Additional Tables and Chairs

If the room requires additional tables and chairs for your event, please email Conference Services to put in a request.

Take me back to Club Perks.

 

Tabling

Booking a table is a great way to promote your club, sell event tickets or host small games.

BUSU Tabling Locations

  • Union Station (In front of Alumni Donor Wall)
  • Advocacy Corner (Mackenzie Chown A Block)
  • Student-Alumni Centre (across from the Daily Grind)

How To Book

Email Ron Bauman 7-10 business days in advance. Each club gets 1 table per booking.

Rules

The club is responsible for pick up/drop off the table from the BUSU office and clean up and tear down of the tabling area. Tables that are booked can be picked up at the BUSU office Monday-Friday from 9 am - 4:30 pm.

Table bookings need to be completed 7-10 business days in advance. Once completed, please submit an event on ExperienceBU for SERMA approval.

Brock Tabling Locations

  • Computer Commons
  • Thistle 'Eye'
  • Computer Commons Water Fountain
  • MCA Hallway

To book a table at Brock, please fill out the Brock Tabling Bookings Form on ExperienceBU. Please allow 5 business days for processing. Once booked, please submit an event on ExperienceBU for SERMA approval 10-21 business days in advance.

Take me back to Club Perks.

 

Booking Community Spaces

When hosting events off-campus, you must have proof of booking prior to submitting your event through SERMA. Once confirmed, please submit an event on ExperienceBU for SERMA approval 10-21 business days in advance.

Suitcase in Point
Local theatre company located in downtown St. Catharines. Great for larger event space, dance rooms, rehearsals, and events!

Address: 36 James St, St. Catharines, ON L2R 5B8 (located on the 3rd floor)
Contact Info: James james@suitcaseinpoint.com or Deanna deanna@suitcaseinpoint.com
Fees: Yes – booking required 3 weeks in advance (click here for pricing – subject to changes)
Special Notes: No elevators available

Score Pizza
New local pizza shop located downtown St. Catharines. Great for small events and meetings!

Address: 211 St Paul St, St. Catharines, ON L2R 3M6
Contact Info: Stuart scorepizzastc@gmail.com
Fees: No – food purchase is required with pre-booking
Capacity Limit: 20 
Special Notes: 15% off discount for student groups of 10 or more
Booking Availability Schedule:
Mon & Tues: 12 – 9 pm
Thurs: 2 – 4 pm
Weekends: subject to availability

Fine and Grind Café
Local coffee shop located downtown St. Catharines. Great for small events and meetings!

Address: 37 James St, St. Catharines, ON L2R 5B4
Contact Info: Robert fine grindcafe@gmail.com
Fees: No – food purchase is required with pre-booking
Special Notes: Great space for clubs surrounding anime and games

Mahtay Café
Local coffee shop located downtown St. Catharines. Great for small events and meetings! Common events: socials, music, and games

Address: 241 St Paul St, St. Catharines, ON L2R 3M7
Contact Info: Graham or Prutha hello@mahtay.ca
Fees: Yes – food purchase is required with pre-booking (contact for details)
Special Notes: Community Room available for booking

Foundry Lofts
Student living located minutes from Brock University. Amenities available: gaming room, lounges, dance studio and movie theatre

Address: 3490 Schmon Parkway, Building 1, Suite 1B, Thorold, ON L2V 0C4
Contact Info: Melissa mlake@myfoundrylofts.ca
Fees: No – Fill out this form for pre-booking: Lofts Booking Form
Special Notes: Community Room available for booking

Step Youth Resource Centre
Located in downtown St. Catharines, a friendly welcoming space for youth ages 14-24. Great for crafting, small events, meetings, and games.

Address: 83 Church St, St. Catharines, ON L2R 3C7 (located at the back of St. George’s Anglican Church) – 5 minute walk from the bus terminal
Contact Info: Carrie carrie@stepniagara.ca Katherine katherine@stepniagara.ca
Fees: No – contact for pre-booking 3 weeks in advance
Resources: Step Poster and How to Find Us

Silver Spire United Church
Located in downtown St. Catharines. Great for small events and meetings.

Address: 366 St Paul St, St. Catharines, ON L2R 3N2
Contact Info: office@silverspire.ca 
Fees: No – contact for pre-booking 3 weeks in advance
Special Notes: Various rooms available – health room, auditorium, library, etc.
Resources: How to Find Us

Take me back to Club Perks.

 

Club Swag

TBD for Winter 2023

Take me back to Club Perks.

 

BrockTV

Clubs can create one (1) promo video for free with the help from BrockTV. Please email Matt Scott to arrange your club promo video.

Take me back to Club Perks.

 

Club Lockers

Clubs are allowed one (1) locker free of charge to house their club items on campus. All club lockers are located in Welsh Hall. Please visit the BUSU office reception desk to sign up for a club locker.

The BUSU office is open Monday-Friday from 9:00 am - 4:30 pm (excluding holidays).

Take me back to Club Perks.

 

Banking

Clubs have the opportunity to open up a Scotiabank account to house all of their club membership fees, revenue and donations. This includes basic banking and a chequing account.

To open up a Scotiabank account for your club, please email clubsmgr@brockbusu.ca. You will need at least 2 signing officers (executives) to manage the club account.

Please note: Bank accounts are used to house the revenue of the club. Clubs will not be reimbursed through club funding to their club bank account. It is not mandatory to have a club bank account.

Take me back to Club Perks.

 

Volunteer

As a club leader, your hours can be used towards your Campus Wide Co-Curriculum and your Co-Curricular Record. Both of these can be used to show future employers of the experience you have gained outside of the classroom.

 

Marketing and Promotion

The BUSU Clubs Instagram is your social media hub for all things BUSU Clubs. Follow us on Instagram @brockbusuclubs to stay up to date on the latest club news and tag us to be featured!

Weekly Features

The BUSU Clubs Instagram features clubs and activities once a week. Want to be featured? Fill out the BUSU Club Diaries Form.

Clubs Newsletter

The Clubs Newsletter is sent out once a month at the beginning of the month. The newsletter is used to educate club leaders on:

  • Updates within the BUSU Clubs department
  • Opportunities available to club leaders
  • Promotion of BUSU and Brock events

Requests will be reviewed on a weekly basis and approved if eligible in the newsletter. Click here to submit a Request for Clubs Newsletter Promotion.

Take me back to Club Perks.

 

Club Partnership

BUSU loves to collaborate with clubs to bring their event ideas to life. Have an event idea? Fill out the Clubs Partnership Form to request for BUSU and BUSU Clubs partnership.

If you have any questions, reach out the the Vice President, Student Services at vpss@brockbusu.ca.

Partnerships Outside of Brock University

Partnerships is another great way to raise funds for your club. Below are some tips and tricks to assist you when seeking partnerships.

  • Understand what you have to offer
  • Create a wish list of partners, once created send to the Clubs Manager
  • Contact the right person from the company
  • Build a relationship with your partner
  • Know the partner’s marketing objectives
  • Keep your proposal short and sweet
  • Be sure to get any transaction in writing
  • Follow up with partners
  • Be sure to say Thank You

Take me back to Club Perks.

Items for Rent

BUSU clubs can rent the following items for their events for free. Email the Clubs Coordinator (clubs@brockbusu.ca) your name, club name and the items you want to rent. Please allow 1-3 business days for process.

  • Board Games
  • Banner Stands
  • Cash Box
  • Folding Tables
  • Spin the Wheel and Plinko Board (please email clubsmgr@brockbusu.ca to request this item)
  • Ping Pong Tables (only for use in the Club House - please fill out a Club House Booking Form to request for space use)

Take me back to Club Perks.

Year in a Glance

The clubs year runs from May 1 – April 30 with all club activities happening during the Fall/Winter term. Please see below for important milestones for club leaders.

Summer (May – August)

Club Strategic Planning - Start to decide on the events and programs you would like to run during the upcoming year. BUSU's office is open all year round and we would love to help! Think of what you will need from BUSU for the year (funding, supplies, etc.). Requests for funding for the Fall semester will open in the summer months prior to the first week of school.

September

BadgerFest Clubs Fair  – The main club event of the year. Your opportunity to advertise your club to the 4,000 first year students. Sign up for the Clubs Fair will be in the summer months.

Fall President Meeting – All club presidents are required to attend an information session in September. We will review what to expect for the upcoming year.

October

Clubs Week – Clubs week is built to help promote clubs across campus. Sign up for Clubs Week will start in the Fall semester.

Fall Ratification – The ratification period for new clubs will be open for 3 weeks. Upon approval, the club is considered ratified for the current school year.

December

Last Call for Funding – Clubs who want to request for funding for club activities have until mid-December to submit a budget and presentation. All approved funding requests must submit for reimbursement before the end of the Fall term.

Exams/Holiday Break – Club activities and funding to resume in the Winter term.

January

Frost Week Clubs Fair – An additional mini Clubs Fair to help new clubs advertise.

Winter President Meeting – All club presidents are required to attend an information session in January to prepare for club election season.

February

Executive Elections Open – Each year clubs are required to elect their executive members for the upcoming year. For more information on club elections, please see the Clubs 500 Policy.

March

Executive Elections Close – All club elections must conclude before March 1.

Clubs Summit Training – Full day summit for all newly elected club executives. Attendance is mandatory for all new and existing clubs.

Winter Ratification – The ratification period for all new and existing clubs will be open for 3 weeks. Upon approval, the club is considered ratified for the upcoming school year (official start date is May 1).

April

Last Call for Funding – Clubs who want to request for funding for club activities have until early April to submit a budget and presentation. All approved funding requests must submit for reimbursement before the end of the Winter term.

Clubs Banquet – End of year celebration and awards show! An opportunity to thank the clubs for their dedication to BUSU and the student experience.

Exams/End of School Year – Club activities to resume in the Fall term.

Take me back to the Resource and Information Hub.

 

Club Events

All Club Events are posted on the Clubs Portal in ExperienceBU.

Important Events for Club Leaders

  • Presidents Meetings (September and January)
  • Clubs Summit Training (March)
  • Clubs Banquet (April)

Other Club Events

  • Training seminars
  • How to start/join a club
  • Networking hours
  • Club open houses

Take me back to the Resource and Information Hub.

 

Documents and Resources

See below for the policies and guides surrounding clubs. All clubs must uphold the policies and rules outlined by BUSU.

Please see below resources that are available to your club to use for planning and guidance.

Take me back to the Resource and Information Hub.

 

Event Planning

 

What is Event Planning

Event planning is fun and exciting for clubs. It gives your club a chance to bring awareness to the Brock community, make new friends and recruit club members. Depending on the scope and size of your event, clubs will need to prepare ahead of time to ensure event success. As club leaders, you have the opportunity to create events that cater to your club that benefit all Brock students.

 

Event Planning Template

Use the Event Planning Template to help your club plan your next meeting/event. Once completed, reach out to your desired vendors and collect information on cost and items needed from your club in order to execute your event. You will also receive a copy of your responses to your email. Use the Event Planning Checklist to ensure your club has planned everything for your event.

All events and meetings must be fully planned and booked in order to submit to risk management (SERMA) on ExperienceBU. Submitting to SERMA is a requirement for all BUSU clubs. Events and activities cannot be promoted until they are approved through the Student Event Risk Management Approval process. This includes social media marketing.

Never planned an event before? Watch the Event Planning and Financial Management Seminar to learn more.

 

Approved Events for Students

Please read the Policy and Planning Page to learn about events and activities approved for students to host.

If the event you want to plan is large scale and requires assistance, please email clubsmgr@brockbusu.ca.

 

Event Time Frames

If you are planning an event for your club, please keep in mind the time frames needed to use the services provided by Brock and BUSU.

SERMA Submission

Minimum 10-21 business days in advance (4-10 days for virtual events)

Events outside of the Niagara Region (28 days in advance)

Brock Room Bookings

10-21 business days in advance

Brock and BUSU Table Bookings

10-21 business days in advance

Brock and BUSU Event Space

10-21 business days in advance

Brock AV Services

21 business days in advance

Brock Catering

21 business days in advance

BUSU Poster Printing

7 business days in advance

CPC Funding Requests

Minimum 10-21 business days in advance. Presentation availability is dependant on request volume.

Take me back to the Resource and Information Hub.

 

Contact Information

Below is contact information of departments on campus who may aide in the event planning process for your club. Be sure to specify what club you belong to and provide as much detail as possible for your inquiry.

Room and Table Bookings

Room Booking Request Form

Walker Complex Bookings

Facility Rental Request Form

SERMA (Risk Management)

SERMA Website

Catering Services

Conference Services Website

AV Services

AV Service Request Form

Poster Approvals

Campus Promotion Rules

Take me back to the Resource and Information Hub.

 

Events with Food

Please visit the SERMA website to read about the rules and policies surrounding catering and food on campus for events.

If you are planning events with food, you must adhere to the rules of Brock and BUSU. 

Rule of thumb, if you are planning an event with food in BROCK SPACE, you must use Brock Catering to host your event. If you want to have non-Brock food at your event, please email Tanya Thorpe for permission: thorp-tanya@aramark.ca

If you are planning an event with food in BUSU SPACE, clubs can choose to have catering provided by Isaac's or external businesses. To have an external business cater your event, the club must provide a proof of kitchen license with an expiry date. If your club is providing store bought snacks and drinks, no kitchen license is required. 

 

Fundraising

Looking to generate funds for your club? Try fundraising, many clubs have great success with fundraising for their club or charity. Please be sure to connect with SERMA and the Clubs Manager for fundraising approvals or recommendations.

 

Steps to Plan an Event

Steps

Description

Deadline

Availability

1.      Complete the Event Planning Template

The Event Planning Template is designed to help your club determine what resources are needed for your club events and activities.

Use the template as many times as you need for your events. When completed, your responses will be sent to your email. Be sure to refer to your answers during the planning process. Use the Event Planning Checklist to ensure your club has planned everything for your event.

Complete this item the semester before to ensure you have enough time to book your events!

This template will be available all year round.

2.      Complete a Budget Template

Once your club has determined the events you want to execute, reach out to your vendors to gather pricing.

Put all those items into the Budget Template to determine how much money your club needs. Be sure to calculate any revenue your club will be making throughout the school year.

Complete this right after you finish deciding on your events.

This template will be available all year round.

3.      Submit to SERMA

Once you have all your event plans set in stone, go to your club’s ExperienceBU page and create an event.

By creating an event you will be prompted to go through the risk management process (SERMA). Once approved, your club will be advertised on ExperienceBU and are free to promote it on your social media pages.

Complete this when your event plans are solidified.

Clubs cans submit events all year round.

4.      Complete and Submit a Funding Presentation

If your club would like to apply for funding to use for your club activities, you can do so by completing the Funding Presentation Template and submitting a Funding Request Form on ExperienceBU.

Once approved by CPC (this can take up to 7-10 days once you submit the form and/or present to CPC) your club can start purchasing items for your event. Be sure to keep all receipts for reimbursement.

Complete this at least 30 days prior to when you need money for your events.

Club Funding will resume in the summer months (TBA).

5.      Submit for Reimbursement

Once your event ends, submit a Cheque Requisition Form on ExperienceBU. Your club will then be reimbursed for the money spent at your event. This can take up to 7-10 days after submitting the form.

Complete this once your event concludes to ensure your club is reimbursed before the end of the semester.

Cheque Requisitions will be collected during the Fall/Winter semester.

6.      Conclusion and Thank Yous

Be sure to wrap up all your events and finances before executing a new event. Also say thank you to those who have helped bring your event to life!

Complete this before creating a new event.

Take me back to the Resource and Information Hub.

 

Risk Management

All clubs must risk manage (SERMA) their meetings and events through their club's ExperienceBU page.

Please submit all SERMA requests 10-21 days prior to your event occurring. 

 

What is Risk Management

Risk management is the process of planning, leading, organizing and controlling your activities to minimize risks, including injury or harm to students, event participants, or property.

Risk Management is your responsibility as a student organization. You are expected to plan your events in advance and to consider and understand all associated risks with your event and take steps to prevent or mitigate them. You are also responsible for ensuring you adhere to Brock University policies.

Resources:

 

The SERMA (Risk Management) Process

Brock University strives to strike a balance between providing space for meaningful, fun, engaging and inclusive activities, and ensuring that the potential for harm to students is low. The Student Event Risk Management and Approval (SERMA) process has been established to create an awareness of planning/safety issues and to protect both the attendees and the organizers of the event.

All students and student clubs must adhere to the SERMA process to use University resources and to conduct/promote events and activities as a student organization.

SERMA must be completed 10-21 days in advance prior to your event/meeting. Events/meetings cannot be advertised until SERMA approval is received.

 

How to Submit an Event for Risk Management

The risk management process for clubs is built right inside your club ExperienceBU page. Each time you create an event in ExperienceBU, your club will be guided through the SERMA process in the event creation form.

Please Note: In order to create events on your club ExperienceBU page. You must be the Primary Contact or have executive access. Please email experiencebu@brocku.ca if you need assistance.

  1. In the top left, click on the 3 lines, which will bring up the Explore/Manage Menu.
  2. Click the gear next to your club page to bring up the Settings.
  3. From the Settings, click on Events.
  4. Click on Create Event.
  5. As you complete the event submission on ExperienceBU, not only will you be submitting your event for approval through the required channels, but your event will also be advertised on ExperienceBU.

 

What Happens if I Don’t Get an Event Approved?

If you do not receive event approval, your event cannot move forward.

Failure to adhere to the SERMA process, including a failure to properly risk manage your event, promoting your event prior to approval, or holding an event without approval, is a violation of the Student Code of Conduct and as such can result in a Class A offence notice, possible de-ratification and/or charges under the Student Code of Conduct.

Upon approval of your event, your club can promote it through social media, email marketing or through approved posters on campus.

Have a question about risk management, policies, rules and approvals? Email serma@brocku.ca or visit the SERMA website.

Take me back to the Resource and Information Hub.

 

Ratification for Existing Clubs

All existing clubs must re-ratify every March in order to be considered a club for the following year.

Next Ratification Period for Existing Clubs: March 6 - 26, 2023

 

What is Ratification

Club ratification means having an official agreement between BUSU and your club to become a recognized entity of BUSU and Brock University.

 

What Do I Need to Do Before I Re-Ratify My Club?

Review the Clubs Handbook and Clubs 500 Policy yearly to stay up to date on policies, rules and guidelines

 

Undergraduate Clubs

  • Have a minimum of 3 executives (president, vice president and treasurer)
  • A minimum of 10 members (including the 3 executives)
  • 80% of club membership must be current Brock University students (20% can be community members or Brock alumni)
  • Executive members must be undergraduate students
  • Offer services that are different than the clubs that currently exist (no duplicate clubs)
  • Adhere to the rules and regulations in the Clubs 500 Policy
  • Reviewed the Clubs Summit Training Materials on the BUSU website before submitting a ratification package
  • Participate in club elections (only applicable to re-ratifying clubs)

 

Graduate Clubs

  • Have a minimum of 3 executives (president, vice president and treasurer)
  • A minimum of 10 members (including the 3 executives)
  • 80% of club membership must be current Brock University students (20% can be community members or Brock alumni)
  • Executive members must be graduate students
  • Offer services that are different than the clubs that currently exist (no duplicate clubs)
  • Adhere to the rules and regulations in the Clubs 500 Policy
  • Reviewed the Clubs Summit Training Materials on the BUSU website before submitting a ratification package
  • Participate in club elections (only applicable to re-ratifying clubs)
  • Must have the word “graduate” as part of the club name to identify as an entity associated with the GSA

 

Documents Needed for Ratification

  • Membership list
  • Club email and social media pages
  • Executive names and Brock emails
  • Club guide
  • And more!

Take me back to the Resource and Information Hub.

 

Elections

Club Elections only occur every year in the month of February. See below for election resources.

Please submit your Simply Voting Form by February 24, 2023 at 12:00 am. The Clubs Team will create your election within 1-2 business days.

 

Importance of Club Elections

Club elections are held to ensure that members are democratically elected to positions that are required to operate the club. Correctly running an election allows the members to vote in the students they believe are best suited to the role, which can result in the club operating more professionally and remaining active and engaging on campus.

Elections are also important for longevity of the club. Having an annual election will ensure that your club will be able to grow and prosper after you finish your time at Brock.

 

What Are The Rules Around Elections?

The all rules are outlined in the Clubs 500 Policy

 

Election Do’s and Don’ts

Do:

  • Post/tell club members about open positions and their requirements
  • Be clear about the responsibilities of the positions
  • Set clear deadlines for applications, campaigning, and election periods
  • Send out instructions to club members (how to apply, where to apply, etc.)
  • Be present for your members: monitor direct messages and emails for any questions they may have
  • Once your election concludes, you can start training your newly elected executives

 Don’t:

  • Do not delay it, start as soon as possible (submit your Simply Voting Form early)
  • Don’t run an election in person
  • Don’t make elections public; all election votes should be anonymous
  • Don’t recruit new members at the last minute for the sake of voting

 

Frequently Asked Questions

 

How do I apply to run?

Each club has a different application process. All clubs should provide clear guidelines to their members on where and how to apply to run.

 

Why should I run?

Holding an executive position is a great way to develop soft skills and leadership skills for the future. It can also make a great addition to your resume!

We recommend running for a position in a club that you have been a part of for at least one semester as your previous experience could help you in your position.

 

Should we run an online election or in person?

Starting Fall 2022, all club elections are to be conducted online using Simply Voting as the voting platform. Clubs are encouraged to promote elections and campaigns through their social media (Instagram, Facebook, emails, etc.). All club elections will remain open for a minimum of 48 hours to give all members a chance to cast their vote.

 

How will we elect the new executives?

All club members will have a ballot sent to their Brock email to vote. If you are in multiple clubs, you will be given a ballot for each club you participate in. Only active members are allowed to participate in elections.

The positions that are mandatory to be elected are: President, Vice President and Treasurer/Secretary, all other positions can be determined by the executive team on an as needed basis.

Elections receipts will be given to the club upon conclusion of their election.

Take me back to the Resource and Information Hub.

 

Clubs Summit Training for Existing Clubs

Next Clubs Summit Training: February 28 - March 3, 2023

Need a refresher on Clubs Summit Training? Watch the recordings down below.

Clubs Training 1
Clubs Training 2 
ExperienceBU and SERMA Training

Take me back to the Resource and Information Hub.

 

ExperienceBU

ExperienceBU is the hub for club management. On your club ExperienceBU page, you can manage your club roster, post events and much more.

Be familiar with the Clubs Portal on ExperienceBU as it is a resource hub exclusive to club leaders. There you will find forms to access club perks such as room bookings and poster printing.

Need help navigating your club ExperienceBU page? Use the resources down below or email ExperienceBU.

Additional club resources and perks can be accessed in the Clubs Portal on ExperienceBU.

Take me back to the Resource and Information Hub.

 

HRE and Accessibility 

For more information, please visit Human Rights and Equity and/or Student Wellness and Accessibility.

Take me back to the Resource and Information Hub.

 

Contact Us

Celyn Talaue
Clubs Manager
clubsmgr@brockbusu.ca
 
Yasmine Hejazi
Vice-President, Student Services
vpss@brockbusu.ca
 
Karyssa Chan
Clubs Graphic Designer
clubsdesign@brockbusu.ca
 
Katie Vandongen
Clubs Coordinator
clubs@brockbusu.ca
 
Benji Fernandes
Clubs Coordinator
clubs@brockbusu.ca
 
Ron Bauman
Senior Manager, Student Engagement
rbauman@brockbusu.ca
 
SERMA
Co-Curricular Engagement Coordinator
serma@brocku.ca
 
ExperienceBU
Co-Curricular Engagement Coordinator
experiencebu@brocku.ca

Take me back to the Resource and Information Hub.

Our Trusted Partners