Event Planning Resources

Please refer to the Events Planning Guide below, or for more information on event planning, please refer to this link.

Events Planning Guide

Step 1: Read the Event Checklist to determine if you need to fill out the Event Planning Form. These events include those that are off-campus or include alcohol. Please note that all off-campus and/or events serving alcohol must be organized with a form submitted a minimum of 6 weeks in advance. For all other events, they must be submitted to BearsDen a minimum of 3 weeks in advance.

NB: all events must be submitted to Student Group Events via BearsDen. 

Step 2: To ensure there are no conflicts for event planning, you must include your event in the MSA Scheduling Spreadsheet. 

Step 3: If you would like to submit an event to the MSA Calendar, please fill out the MSA Calendar Event Submission Form. Events submitted via this form will be added to the MSA Google Calendar (pending MSA approval) and to the Calendar in The Steth.

Note: Events submitted via this form will not have an article on The Steth. Please see Step 5 if you wish to add an article to The Steth.

Step 4: For on-campus events, please complete the appropriate Room Bookings Procedure.

Step 5: If you would like to market your event, you may submit to "The Steth" via The Steth Submission Form. Events submitted to The Steth are automatically included in the MSA Calendar. For other social media inquiries including Facebook, Twitter, SUTV, local media, or related, please e-mail the VP Administration, msavpadm@ualberta.ca. Click here to find out more about event promotions.

Step 6: Complete the post-event report by filling out the Post Event Report. This step MUST be done for ALL EVENTS within 24 hours of the event occurring.

Step 7: If you require reimbursement for costs incurred, please fill out the reimbursement form. You can email the MSA VP Finance (msavpfin@ualberta.ca) if you have any questions.

Please note, to access the above links requires you to be signed in with your UAlberta account. If you have any questions about the Event Planning Guide, please email the VP Student Affairs, msavpstudentaffairs@ualberta.ca. 

For more information and resources for club/initiative leaders, please refer to the links below:
  1. BearsDen - event planning and submission via Student Group Services: https://alberta.campuslabs.ca/engage/ 
  2. Event Organizer Training - all group leaders must complete this before they can submit events to Student Group Services: https://www.ualberta.ca/current-students/student-groups/event-organizer-training.html 
  3. ProServe Training - all group leaders running events involving alcohol service must complete this training: https://proserve.aglc.ca/index.aspx?tabid=1 
  4. UofA Central Room Booking Server: https://ca.aaiscloud.com/UA/default.aspx?home 
  5. UofA Students Union Equipment Rentals: https://www.su.ualberta.ca/services/studentgroups/perks/equipment/ 
  6. Insurance Policy - please contact msavpstudentaffairs@ualberta.ca if you need a copy of the insurance policy to share with external third parties
  7. Sponsorship of Events - for more information on how to obtain funding / sponsorship support for your events, please refer to our Sponsorship Guidelines page