Welcome to the Brock University Students’ Union Clubs Page
BUSU Clubs is home to over 100+ student run clubs. Clubs are an essential component of the Brock student life and one of the most important services given by BUSU.
Please view the Clubs Directory for a complete list of clubs. Email the club directly or send them message on social media to see how you can get involved.
If you think we are missing a club, feel free to create it! There's information below on how to start your own club! If you have any questions email the Clubs Coordinator at [email protected]
See below for all club perks and resources available to club leaders.
Follow us on Instagram for the latest updates from BUSU clubs @brockbusuclubs
Club Pillars
Join a Club
What Are BUSU Clubs
BUSU Clubs are student run groups overseen by the BUSU Clubs team. As a student run organization, we empower club leaders to create and build programming for students based on your club’s interests, goals and, providing fun and engaging experiences.
BUSU provides training, resources, funding, and perks for club leaders to use to successfully run their club. With over 100+ student clubs ranging from academics to general interests, there is something for everyone to get involved in.
Club Pillars
We have 9 club pillars that identify areas of interests for students.
Academic |
Advocacy |
Arts |
Cultural |
Community Development |
General Interests |
Political |
Religious/Faith |
Well-being |
Club Importance and Benefits
Clubs and organizations are formed based on leisure and recreational interest. Students may wish to pursue membership in these types of clubs for personal enjoyment, as well as an opportunity to meet people with the same interest.
Networking Opportunities
Networking allows a student to meet other students and professionals who share similar goals and interests. Students can also get knowledge and tools that will help them achieve their current and future interests and ambitions.
Share New Ideas
Participating in clubs and organizations can provide you with useful expertise in implementing procedures and regulations. These systems aid in the comprehension of organizational structure as well as the development of these crucial skills.
Resume Builder
Being in a club is a great piece experience to put on your resume. After your graduation, when you apply for jobs, you will stand out amongst your peers.
Teamwork
Being a member of a student organization teaches you how to work within a team by putting you in scenarios where you must both accept and give guidance. Joining a club can help you expand your network while also teaching you valuable skills.
Skill Building
Joining student clubs allows you to meet a diverse group of people, allowing you to broaden your horizons and interests. It promotes personal growth by encouraging conversation and the exploration of various interests.
Clubs Directory and ExperienceBU
Joining a club is a great way to get involved and meet new people! To join a club, use the following resources.
- Reach out to the club you want to join via email or message them on their social media page to see how you can get involved.
- Not too sure you want to join a club just yet? Attend one of their events! All club events are posted on the club's page in ExperienceBU. See all the Club ExperienceBU Pages here.
Do I have to join a club to attend a club event?
Nope! All club events are open to all Brock students.
Do I have to join a club for the whole year?
Depends, ask the club you are interested in joining to see what membership status looks like. Most clubs, you can join and unjoin as you wish.
I joined a club, now what?
As a club member, you will have access to attend club events, meetings and participate in club elections. If you enjoy the club, you can run in the election to become a club executive.
Start a Club
Starting a new club is a fun and easy process! Follow the 6 easy steps below to start your own club. Follow @brockbusuclubs on Instagram to find out when the next ratification period starts.
Next Ratification Period: October 17 - November 6, 2022 and March 6 - 26, 2023.
Contact the Clubs Manager
The Clubs Manager should be your first contact for questions about creating a club, the steps involved and potential partners around Brock. They will provide you with important ratification details such as ratification periods.
Attend an Information Session
Each semester BUSU will hold an information session for anyone interested in starting a club. At the session you will be given all the information required to start a club. Find out the next information session date on the Clubs Portal – Events Page.
Missed the Information Session? Email [email protected] for more information on how to start a club.
Complete Clubs Summit Training
The Clubs Team will provide the club with clubs training. This includes event planning, risk management, marketing and much more.
Next Clubs Summit Training: February 28 - March 3, 2023
Clubs Summit Training is also available on demand in the Clubs Portal on ExperienceBU. Click here to start Clubs Summit Training.
Pro Tip: Break up training modules amongst your executive team to make it easier for your club to learn!
Complete the Ratification Form
Club ratification means having an official agreement between BUSU and your club to become a recognized entity of BUSU and Brock University.
Next Ratification Period for New Clubs: Oct 17 - Nov 6, 2022 and March 6 - 26, 2023
When submitting a ratification package, you will need to complete a club guide, membership list and signing officers forms. BUSU also requires clubs contact information and description for our Clubs Directory.
Click here to fill out the Ratification Form. Only one submission per club.
Ratification
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!
Ratification Submission is Reviewed by BUSU
After your submission, the BUSU staff will review all of your ratification details.
Notice of Approval
Congratulations, you are now a BUSU ratified club! BUSU’s clubs team will be in contact to talk about next steps. This includes helping you arrange your first meeting and setting you up with an ExperienceBU page.
Below are clubs that have existed in the past. Some clubs have funding for students to use for events and club activities. If you and 9 other friends are interested in bringing one of these clubs back, please email [email protected].
Aftershock |
All Kings of Men |
Archeological Society |
Canadian Obesity Network |
Creative Writing |
East African Students' Association |
Enactus |
Fashion HQ |
Free the Children |
International Students' Association |
Italian Club |
Middle Eastern Students' Association |
Law Society |
Pre-Med |
To Write Love on Her Arms |
Vinyl Club |
War Child |
Women in House |
I have an idea to start a club, what do I need before I go through the first initial steps?
Yay! You are starting an official BUSU ratified club. You will need at least 10 people (yourself and 9 others). Your club name and concept (e.g. Brock Sewing Club). Once you have established this, follow steps 1-6 on the website.
How do I run a club?
Clubs are social groups for students who share common interests. Based on that interest, your club may decide to host meetings, events or club activities. The sky is the limit! Under Perks of Running a Club on the BUSU Website, clubs can utilize these resources to build club activities.
I am starting a club, how do I determine who the executives are?
When forming a club, you automatically pick who will be the President, Vice President and Treasurer/Secretary. The following year in February, your club will conduct a club election to determine who will be the next set of executives. Read more about this in the Elections section on the BUSU Website.
What do I have to do as a club?
All clubs must:
- Risk manage all club events and meetings using their club ExperienceBU page (see the Risk Management section on the BUSU website for details)
- Attend important club events (Presidents Meetings and Clubs Summit Training)
- Host an election every February to determine the executive team for the following year (see the Elections section on the BUSU Website for details)
I just ratified my club, now what?
Yay! Starting a club is a fun and exciting process. Now that you have your club, you can start hosting and risk managing events/activities. We recommend having a welcome meeting for everyone to get to know each other and see what you want to accomplish as a club.
Need help planning events, meetings and club activities? See the Event Planning section on the BUSU Website or use the Event Planning Template to guide you through the process.
Perks of Running a Club
Planning club events and activities is one of the most exciting parts of being a club leader. Utilize the free perks down below to enhance the club experience.
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.
For information on how to request funding, see below or email [email protected]. Some items commonly requested for funding are conference fees, event/meeting supplies, prizes for events, etc.
Not too sure what to ask for? Check out the Example Funding Request Budget on ExperienceBU.
How to Access Club Funding
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.
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.
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.
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.
Navigating the Reimbursement System
Purchase Approved Club Items
When your club receives approval from CPC, you are free to purchase the items requested. Your club must keep all receipts, e-receipts and invoices to request for reimbursement.
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 office. 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.
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.
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.
Digital and print media is a great way to promote your club, recruit members and advertise for events. Some items clubs can utilize to promote your club are:
Posters
All clubs are entitled to 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 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 as well as updating it on the Clubs Directory.
Looking to update your club’s logo? Please fill out the Clubs Directory Update Form.
Logo 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 Forms:
Button Making for clubs is available on a first come first serve basis, please use the Club House Booking Form to book a time at the Club House to make buttons for your club.
The Club House is available for booking Monday-Friday from 9 am - 4 pm (excluding 12-1 pm).
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 - Thursday: 11 am - 7 pm
Friday: 11 am - 5 pm
Weekends: Closed
Food 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.
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: New Location in Thistle!
How to Book
Go to the Clubs Portal on ExperienceBU and fill out the Club House Request Form to request for space.
Food 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.
Bookings for the Club House must be done 28 business days in advance. Once completed, please submit an event on ExperienceBU for SERMA approval.
Tabling
How To Book
Email Ron Bauman 21 business days in advance. Each club gets 1 table per booking.
Tabling Locations:
- Union Station (In front of Alumni Donor Wall)
- Advocacy Corner (Mackenzie Chown A Block)
- Student-Alumni Centre (across from the Daily Grind)
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.
Walker Complex
Fill out the Facility Rental Request Form to book Walker Complex spaces. This includes fitness studios and dance studios. 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.
Brock 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.
Food and Beverage
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.
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.
Additional Tables and Chairs
If the room requires additional tables and chairs for your event, please email Conference Services to put in a request.
Rules
The club is responsible for clean up and tear down of the event area (excluding catering and AV services).
Specialty Spaces
To book Pond Inlet, Sean O'Sullivan Theatre or David S. Howes Theatre, please email the Clubs Manager. 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.
Brock Atrium
TBD
Brock International Centre
To book a room at Brock International or request for collaboration, please fill out the Brock International and BUSU Clubs Collaboration Form.
Tabling
TBD for 2022-23
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 [email protected] or Deanna [email protected]
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 [email protected]
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 [email protected]
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 [email protected]
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 [email protected]
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 [email protected] Katherine [email protected]
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: [email protected]
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
Clubs can purchase club swag from $5-$10 per club member. All swag items will have the club logo and the BUSU Clubs logo on the item. Swag items for purchase include:
- Hoodies
- T-shirts
- Baseball caps
- Water Bottle
- Tote Bags
- Pens
Clubs can request for swag in September 2022 and January 2023. To purchase club swag, please fill out the Club Swag Form (launching September 2022).
Want to bulk order swag for your club? Email [email protected]
How do I get money for club activities?
Clubs have access to apply for Club Funding to get their club activities and events covered by BUSU. Read the Funding section on the BUSU website to request for Club Funding.
Not too sure what to ask for? Check out the Example Funding Request Budget on ExperienceBU.
What can I use club funding for?
Clubs can use approved club funding for club events/meetings, food, prizes, etc. Read Clubs Policy 500 to learn what not to use club funding for.
Can I get branded swag for my club?
Clubs have the opportunity to order swag in September and January of every year for a small cost of $5-$10. If you want swag, fill out the order form on the BUSU Website under the Swag section.
Where can I store my club stuff?
Clubs can get a free locker through BUSU. Visit the BUSU office reception desk to learn how to get a club locker.
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).
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.
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.
Clubs have the opportunity to open up a Scotiabank account to house all of their club membership fees, revenue and donations.
To open up a Scotiabank account for your club, please email [email protected]. You will need at least 2 signing officers (executives) to manage the club account.
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.
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.
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
Resource and Information Hub
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 2022-23 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.
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
Clubs are encouraged to utilize Walk-In Hours for on-going club support.
The Club House (TH 252A - beside Scotiabank) is open Monday-Friday from 9 am - 4 pm (excluding 12-1 pm). Our Clubs Coordinators would be happy to assist your club!
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.
- Event Planning Template
- Budget Template
- Funding Presentation Template
- Goal Setting
- Steps to Partnership
- Social Media Handbook
- Club Transition Document
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
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.
Note: 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.
Approved Events for Students: Please read the Policy and Planning Page to learn about events and activities approved for students to host.
Large Scale Events: If the event you want to plan is large scale and not listed below, please email [email protected].
Brock 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 |
|
Walker Complex Bookings |
Facility Rental Request Form |
SERMA (Risk Management) |
|
Catering Services |
|
AV Services |
|
Poster Approvals |
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 |
Events with Food
Please visit the SERMA website to read about the rules and policies surrounding catering and food on campus for events.
BUSU Event Space
See below if you are using BUSU space for your event (Isaac’s or The Club House).
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.
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.
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 |
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. |
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. |
All clubs must risk manage (SERMA) their meetings and events through their club's ExperienceBU page. See below for event planning and SERMA resources.
Please submit all SERMA requests 10-21 days prior to your event occurring.
Resources:
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.
The SERMA 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 a Risk Management Form
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.
- In the top right, click on the ‘waffle’ icon, which will bring up the Explore/Manage menu and click on Manage
- Click on your club/group under My Memberships
- From the organization menu (at the top left of the page), click on Events
- Click on Create Event
- 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 [email protected] or visit the SERMA website.
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
When submitting a ratification package, you will need to complete a club guide, membership list and signing officers forms. BUSU also requires clubs contact information and description for our Clubs Directory.
Click here to fill out the Ratification Form. Only one submission per club.
Ratification
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!
Club Elections only occur every year in the month of February. See below for resources for election season.
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.
Resources and Important Documents
- Simply Voting Form
- Club Executive Transition Template
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.
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.
What are the rules around elections?
The all rules are outlined in the Clubs 500 Policy
Elections 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
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
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.
Brock WUSC Local Committee
Word University Services Canada is a global network that provides support to displaced students in post-war Europe. Each year, Brock students sponsor 1-2 student refugee(s) and supports them throughout the entirety of their studies at Brock.
The Brock WUSC Local Committee is now recruiting mentors for the 2022-23 school year. We are looking for mentors who will aid incoming refugee students with the following:
Social Support
Providing assistance with learning how to make friends, navigate through Brock and St. Catharines, making the SRP student feel welcome, helping the student to join sports and clubs.
Academic Support
Providing guidance to academic success, connecting the student to academic resources and advisors.
Health and Wellbeing
Encouraging students to reach out for help, connecting the student to mental health resources and educating them on accessing health support on campus.
Financial Support
With the help of the local committee, providing guidance on budgeting and financial literacy.
Self-Reliance
The Local Committees work with the students, provide them with sufficient knowledge, connect them to different tools and resources, and overall accompany them in their journey to build self-reliance in their new community. Providing support to help SRP students to navigate their campus and community after the sponsorship year can include connecting students to career services, appropriate housing, ongoing academic and financial guidance, and more.
If you are interested in becoming a mentor and joining the local commitee, please click here to apply.