Club Events

To plan for a successful event or meeting, follow the steps below. 

Step 1: Event Plan 

This should happen at least 30 + days before the event. Brainstorm event ideas well in advance of the event, to apply for any needed funding, purchase the required materials, and prep roles. Not sure where to start? Click here for an event planning check list. 

Step 2: Apply for Funding

Clubs are eligible to apply for two categories of funding: Special Event and Club Activity Funding. Learn more here. Upon receiving your approval, the funds will be deposited directly into the club Scotiabank account during the next possible payment cycle.

Step 3: Room Bookings

Find and book your venue before submitting the SERMA/Risk Management form. On-campus room bookings typically take 7 - 10 business days, so plan for that time; leave extra if you are booking an off-campus venue. 

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

Step 3: Table Bookings

Brock Tabling

To book a table at Brock, please fill out the Brock Tabling Bookings Form. Please allow 5 business days for processing. 

Step 4: Food and Space Booking Rules

Homemade food is not permitted at sanction events. All food served at events must be from a licensed kitchen or grocery store. You must ensure food can be stored at appropriate temperatures, especially if it will be served over a long period of time.

Events being held in the Brock University Students’ Union Student-Alumni Centre or BUSU space shall be subject to food restrictions as determined by BUSU. Clubs who wish to bring food from off-campus must provide a kitchen license. Clubs should email clubsmgr@brockbusu.ca to receive further information. 

Events being held on the main University campus in any building other than in the BUSU Student-Alumni Centre or BUSU space are subject to food restrictions as determined by Brock University Hospitality Services. To request for food and beverage, please email Catering Services. To have food provided by a caterer outside of Brock University, please email Brock Dining for permission. Be sure to include the event’s date and time, the on-campus location, and details about the food being served, including the name of the caterer.

Visit the SERMA website for rules and policies surrounding food.

Step 5: Additional Equipment

If applicable, your event may require audio visual equipment or additional tables and chairs. 

Accessing AV Services

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

Club Resource Inventory

Clubs can use the Clubs Resources Inventory Rental Request Form to request short-term rentals of shared items from the Clubs Resource Inventory to support their events and activities.

All large-scale purchases made using approved clubs funding will be added to the shared Clubs Resource Inventory.

Available Items Include (but are not limited to):

• Banner Stands
• Cash Boxes
• Tablecloths
• Spin the Wheel (Click here for inserts template)
• Plinko Board (Click here for inserts template)
• S’mores & Fondue Maker
• Chocolate Fountain
• Nintendo Switch (limited to BUSU Club House use only)

Note: Some items may be restricted to use within the BUSU Clubhouse.

Rental requests must be submitted at least 5 business days before the intended pickup date.

Items are loaned out for a maximum of 5 business days, unless special arrangements are made.

Clubs are responsible for returning items in clean and functional condition. Replacement fees may apply for any items that are lost, damaged, or returned in poor condition.

Step 6: 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: 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 Happened 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.

Step 7: Advertising

Please note that SERMA must be approved before your club begins promoting your event, this includes social media marketing. We recommend leaving a buffer of a few days to get the most out of your advertisements and reach as many people as possible. 

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.

FAQ’s

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.

What Approved Events Can Students Have?

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.

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.