Event Planning and Approval Process for Student Groups

The Student Groups Procedure states that all events/activities 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) Team assists Student Groups in navigating various University and external policies and procedures, including processes from Alberta Gaming, Liquor, & Cannabis, Alberta Health Services, the University’s Facilities and Operations Outdoor Site Booking, the University’s Office of the Registrar Room Bookings, etc., to support student groups in organizing safe and fun events. 

Events must be submitted during the planning phase and a minimum of 15 full business days prior to the event. Approval must be granted prior to the group announcing or advertising the event/activity. 

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

  • it involves alcohol, travel, minors, and/or physical activity,
  • you are advertising or promoting the event under your group's name, 
  • your executive team is working together and using group resources to plan it, or 
  • your group is partnering with an external organization to host the event. 

Meetings, Annual General Meetings, and Elections 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 Team will clarify if your event/activity needs to be submitted.

For additional information and resources for organizing different types of events, view the Alcohol, Travel, Physical Activity, and Minors pages.

How to Submit an Event for Review
  1. Login to BearsDen with your CCID and password.
  2. Click on the grid icon, “Switch Views”, in the top right corner. Then click on “Manage”
  3. Click on the organization (student group) for which you are submitting the event. 
  4. Click on your student group’s “Menu”, in the top left-hand corner (three-bar icon). 
  5. Click on “Events”
  6. Click on the blue "Create Event" button in the top right-hand corner. 
  7. Fill out the event form and Submit the form for review. 

If you cannot see the “Create Event” button, you may not have the privacy settings or permission settings.