The UAPPOL Student Groups Procedure states that all events organized or planned by a student group must be submitted for approval to the Office of the Dean of Students via the online platform BearsDen. The Student Event Risk Management (SERM) Coordinator then assists Student Groups in navigating various policies and procedures both on and off-campus, including processes from the Alberta Gaming and Liquor Commission, Alberta Health Services, Facilities and Operations Outdoor Site Booking, the Office of the Registrar Room Bookings, etc., to ensure they are organizing safe and fun events. Events are to be submitted during the planning phase of the event process, and approval must be granted prior to the group announcing or advertising the event.
Events must be submitted a minimum of 15 full business days prior to the event. It is better to submit your event earlier than that deadline, as soon as you have decided on the details for your event. All event submissions are reviewed by the SERM Coordinator in the Office of the Dean of Students.
Your student group needs to get approval for your event if:
- it involves alcohol, travel and/or physical activity,
- you are advertising or promoting the event under your group’s name, or
- your executive team is working together and using group resources to plan it
Meetings, Annual General Meetings, and Elections are considered regular group business and do not need to be submitted for approval. Every activity/event that your group holds (or participates in as members of your group) must be submitted. If you have any questions, please email email@example.com and the SERM Coordinator will clarify if your event needs to be submitted and answer any questions relevant to your event.
For additional information and resources for organizing different types of events, view the Alcohol, Travel, or Physical Activity pages for more detailed information to assist in your event submission.