Executive Tools
We want to make your time in Clubs and Societies a memorable one, so we’ve developed a comprehensive list of Executive resources to have your student group maximizing its impact!
Event Planning
You’ve got an idea for an event and to bring it to fruition you will need to submit an event form.
Successful events take planning
Submit your Event Form 20 business days prior to your event
It’s all in the details
Provide plenty of detail to help process your form
Flexibility is the key
Space is limited on campus, have a backup plan
Event Checklist
Here are some important things to consider when planning your event.
Budget
To get the most of your event you have to budget effectively. Have all of your expenses mapped out in your Event Form and ask yourself the tried and true question “do we really need this?”. Creativity is huge and it’s important to think of the best way to make the most of your funding!
Marketing
Once your event has been approved it’s time to market- but before even that, you should be considering the best ways to promote your amazing event. Social Media can be a huge advantage in event promotion, leverage the tools you have and be sure to have any Marketing Materials approved by the C&S Office.
Catering
Being a student can be tough, and sometimes that can be made worse when the hunger kicks in. You can cater your events using your Base Funding but there are some restrictions. Executive meetings cannot be catered and you cannot spend more than $250 per year on catering. As well, all on-campus events must be catered by Aramark, you can email us for information on how to go about ordering!
Travel
Sometimes your events may extend beyond these hallowed halls of academia, and that’s okay! If you’re planning an off-campus event, consider how you will be traveling there. Will the event begin and end off campus, will a bus be required? These answers are integral to the Event Application and will dictate if you need a Travel Waiver or not.
Off-Campus Events
If you want to host your event off campus, we may need the following documents from the venue or vendor.
Certificate of Insurance (COI)
A COI is a form that states that the venue you are at has insurance, and that insurance will cover the Ontario Tech Student Union and you, the students, should anything happen. When you ask the venue for a COI make sure the following information is present:
- The Ontario Tech Student Union is listed as the Insured
- Ontario Tech University is listed as Additionally Insured
Contract
Not all Off-Campus Events require contracts but if it is necessary be aware that:
- All contracts must be reviewed by the Clubs and Societies Coordinator
- Students cannot sign contracts
- Students cannot create their own contracts or invoices
Invoice
To execute on your unique vision, you may require access to your funding. If an invoice is required you will need to provide a copy to the Clubs and Societies Office that includes:
- Full address
- Contact information
- HST number and invoice number
Finance Form Library
If you need to access any of the finance forms, you can find them here.
Purchase Request Form
This form is designed to minimize out of pocket spending on your end by having us purchase items on your behalf.
Be sure to fill out the Form at least 5 business days before the purchase needs to be made.
Third Party Payment Form
This form allows your group to request that the Clubs and Societies Department pay a third party (venue, service provider, etc.) on your behalf. Before we can process this form, we will require:
- An invoice from the third party
- The third party’s contact information
Transfer of Funds Form
If you’re looking to collaborate on an event with another Club, you can transfer your Club’s funds using the Transfer of Funds form.
It may take up to 10 business days to process, so make sure you are submitting early!
Reimbusement of Funds Form
We are going to need:
- All original and applicable receipts attached and submitted in hard copy
- Two signing executives (which cannot be the same person to whom the cheque is payable)
Print & Digital Media Approval Form
When you need to promote your approved event, you may need some physical or digital marketing help! Any media used to promote your event must be submitted via this form to be approved.
Prize Claim Form
Each Prize Claim form has to be submitted alongside a Reimbursement of Funds form if you purchased the prize yourself.
As a note, executives of your group cannot win prizes, the true prize is simply getting involved!
