Student Groups

The University recognizes that participation in the activities of student groups is a beneficial aspect of the student experience. The University environment encourages the formation of different student groups. These groups may be defined in a variety of ways, according to:

  • a shared program of study, 
  • a commitment to service, 
  • a common activity, philosophy or background, or 
  • a particular perspective. 

When approving (or disapproving) a group’s application for registration, the University takes into account the group’s stated purposes, goals, activities, membership criteria, and other attributes. The University also recognizes its obligation to support the activities and regulate the conduct of student groups, for the benefit of the groups themselves and the University Community. When a student group, through registration, enters into a formal relationship with the University, responsibilities and benefits result for both.

Student Groups are registered and supported through Student Group Services and the Office of the Dean of Students. Student Group Services is a collaborative service provided by the University of Alberta, the Students' Union and the Graduate Students' Association.

Event Planning and Approval

Your student group needs to get approval for your event if:

  • it involves alcohol, travel and/or physical activity,
  • you are advertising under your group’s name, or
  • your executive team is working together and using group resources to plan it.

Submit an event for approval

To start the approval process, you must create an event on BearsDen:

  1. Log into BearsDen.
  2. Go to your student group page (under your name in the top right hand corner, then "Involvement").
  3. Click on Events in the menu bar at the top.
  4. Click on the 'Create Event' button at the top of that page.
  5. Fill out the form and submit it by clicking the green "submit" button at the end.

If you can't see the 'Create Event button', you may not have the right permissions within your group. Ask your group executive to add you as an officer with full events access. You may also not yet be registered. Talk to Student Group Services about this by emailing

If you don’t know where to start, you can check out the event planning pages on the Student Group Services website.

You can contact the Student Event Risk Management Coordinator for help at or 780-492-1396.

Resources for Planning an Event
  • Bus Monitor Guidelines
  • Emergency Action Plan Template
  • Event Evaluation Form
  • Kitchen Safety
  • Quad Event Checklist
  • Quad Map
  • Risk Assessment Plan
  • Showing a Movie on Campus

    Student groups who wish to show a movie on campus are responsible for acquiring the necessary rights to perform the film in public prior to hosting their event. Any performance in a non-domestic setting needs performance rights, even if the event itself is non-profit and no admission is being charged.

    To show a Hollywood type feature-film, an event license can be acquired from either Audio Cine Films or Criterion Pictures. For independent movies, it is best to contact the studio/producer directly as they usually hold the rights and can authorize the performance, or they can redirect the request to the appropriate contact.

    Cindy Paul is happy to provide students with information on copyright compliance if they have any questions. Contact, Copyright Officer, U of A Copyright Office, Learning Services, 780-492-0151, 

  • Site Plan Resource
  • Student Event Incident Report Form
  • Ticket Disclaimer Template
    Include the following disclaimer on the back of your event tickets. Be sure to fill out the full name of your student group where indicated.

    Ticket holder voluntarily assumes all risks and dangers incidental to any games or events for which this ticket is issued and waives all claims against the [FULL STUDENT GROUP NAME], the Governors of the University of Alberta and the Students’ Union, University of Alberta or the owner of the facility whether or not such claims arise from the negligence of any of the said parties. Admission is subject to compliance with all laws and facility rules. Failure to comply with laws or facility rules may result in refusal of admission or expulsion. Ticket holder consents to reasonable examinations and searches to ensure compliance with laws and facility rules, and acknowledges illegal substances are not permitted on premises.