Executive Tools
Your all-in-one resource centre to help you confidently plan events, manage finances, collaborate with partners, and keep your student group running smoothly.
Event Fundamentals
Understand classification and core planning principles before you build out the rest.
Event Levels
Levels determine processing time & documentation requirements.
Level 1
- On-campus events
- Under 100 attendees
- Ontario Tech students only
Level 2
- On-campus events
- 100–200 attendees
- Ontario Tech students only
- External guests allowed with prior approval
Level 3
- On-campus events or off-campus events
- Over 200 attendees
- Ontario Tech students only
- External guests allowed with prior approval
Planning Essentials
Timelines, detail quality, and flexibility drive approval speed.
Minimum Processing Times
- Level 1: 5 business days
- Level 2: 20 business days
- Level 3: 45 business days
Maximize Detail
Provide plenty of detail to help process your form. Make sure all required documents are submitted.
Be Flexible
Space is limited on campus, so have a backup plan.
Event Considerations
Strengthen outcomes by budgeting smartly, amplifying visibility, and planning logistics.
Strategic Budgeting
Map every expense early and challenge each line—can you achieve impact with fewer or reusable materials?
Effective Market
Plan promotion channels before approval so you can launch fast. All print & digital media must be approved first.
Travel & Logistics
For off-campus or multi-site activities: outline transport mode, start/end points, and whether waivers are needed.
Off-Campus Events & External Guests
When planning events outside campus or inviting external guests, additional documentation and approvals are required to ensure safety and compliance.
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.
Request from venue/vendor with ALL of the following:
- Ontario Tech Student Union is listed as the Insured
- Ontario Tech University is listed as Additionally Insured
- A minimum of 5 million dollars for insurance
Contract
Not all off-campus events require contracts, but be aware:
- All contracts must be reviewed by the C&S Coordinator
- Students cannot sign contracts
- Students cannot create 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 C&S Office that includes:
- Addressed to Ontario Tech Student Union
- Contact info
- HST & invoice number
- Include Third Party Payment form
External Guests
To ensure all events with external guests are properly assessed, please adhere to the following protocol when submitting your event forms.
Required Documentation
Event forms missing this information will be denied.
- LinkedIn or business profiles for all external guests
- Organization/affiliation details
- Relevant certifications or qualifications
- Certificate of Insurance
- External Guest Indemnification Form (PDF Form)
Event Details for Risk Assessment
This information is required by the Risk Department, and event forms lacking these details will also be denied.
- A general overview of the topics the external guest will address
- An agenda or key talking points
Timeline for Submissions
Events involving external guests requires a minimum of:
- 10 business days notice for Level 1
- 20 business days notice for Level 2
- 45 business days notice for Level 3
Event Form Library
Centralized access to all event submission and marketing forms.
Event Form
This form helps ensure proper coordination of campus resources, room availability, and necessary approvals for your event.
Print & Digital Media Approval
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 Prize/Award and Gift Reimbursement form if you purchased the prize yourself.
As a note, executives of your group cannot win prizes, the true prize is simply getting involved!
Finances
Managing your club or society's finances effectively is crucial for successful operations. Review our financial procedures and access all necessary forms to manage your funding properly.
Finance Form Library
Process reimbursements, payments, transfers, and prizes correctly.
Reimbursement of Funds
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)
Third Party Payment
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' contact information
Purchase Request
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.
Transfer of Funds
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!
Prize/Award & Gift Reimbursement
If you have purchased prizes, awards, or gifts that qualify for reimbursement, please complete this form. Additionally, prize recipients will need to complete a Prize Claim form. For any non-prize related expense reimbursements, please use the standard Reimbusement of Funds form instead.
Prize Claim Form
Each Prize Claim form has to be submitted alongside a Prize/Award and Gift Reimbursement form if you purchased the prize yourself.
As a note, executives of your group cannot win prizes, the true prize is simply getting involved!
Charitable Donations
Follow these steps when donating proceeds from approved fundraising initiatives. Base funding cannot be donated.
1. Choose a Licensed and Approved Charity
Ensure the charity is licensed and approved in Canada. You can verify this through the Canada Revenue Agency (CRA) website or the charity's official website.
2. Use Fundraiser Profits Only
You are not allowed to donate your base funding. Funds used to create your fundraiser (e.g., purchasing ingredients for a bake sale) must come from the funds raised, not from your base funding.
3. Reach Out to the Charity
Contact the charity you wish to donate to. Obtain written acceptance from the charity confirming the amount being donated.
4. Confirm Charitable Receipt and Direct Deposit Information
Ensure the charity provides a confirmation that they will issue a charitable receipt in the name of the Ontario Tech Student Union (OTSU). Obtain the charity's direct deposit information that matches the charity's name for sending the funds.
5. Documentation and Submission
Submit a third-party payment request form to OTSU, and provide PDF copies of the following documents:
- Acceptance letter
- Receipt confirmation
- Deposit information
6. Sending the Funds
Once all documentation is received and verified by OTSU, the funds will be sent to the charity's provided direct deposit information.
Additional Resources
Sponsorship Agreement Template
This agreement outlines the terms, conditions, and mutual obligations between student organizations and sponsoring entities. It ensures a clear understanding and smooth collaboration between both parties.
Ledgers
Review the latest financial records and transaction history for your club or society.
Get In Touch
Can't find what you're looking for? Submit your question here (monitored by C&S assistant).