Student Groups

Event Planning

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 sgevents@ualberta.ca 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.

  • Submit an Event for Approval
    To start the approval process, you must create an event on BearsDen.
    1. Log in to BearsDen with your CCID credentials.
    2. Click on the grid icon in the top right-hand corner. Then click on the Manage (gear) button.
    3. Find the organization for which you would like to create an event. Click on its name to be brought to its management home.
    4. Click on the three-bar icon in the top left-hand corner, then click on Events. This will bring you to a list of all events hosted by this organization, and the Create Event button will be on the right-hand top corner.

    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. Contact Student Group Services about this by emailing clubs@su.ualberta.ca.