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 for review by the Student Affairs Team. The Student Affairs Team assists Student Groups in navigating various university and external policies and processes, including, but not limited to, Alberta Gaming, Liquor, & Cannabis, Alberta Health Services, the University’s Outdoor Site Booking and Office of the Registrar Room Bookings 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. We strongly encourage you to submit your application as early as possible once you have the majority of your planning details in place. Approval may take 1-3 weeks and must be granted prior to the group announcing or advertising the event/activity. If you wish to advertise your event weeks in advance of the event, please submit it earlier than the minimum timeline.

Every event/activity that student groups hold (or participates in as members of the group) must be submitted, with the exception of regular meetings, annual general meetings, and elections that are open only to members of the group. If your group partners with an external organization to host an event, or your group is advertising or promoting an event under your group name, the event must be submitted for review and approval. If you have any questions, please email sgevents@ualberta.ca, and the Student Affairs 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, Speakers, and Minors pages.

How to Submit an Event for Review

1. Log into BearsDen using your CCID and password.
2. Click on your group’s icon on the left hand corner of the screen.
   1. A gear will appear when you hover over this icon.
3. When you click the gear, there will be a drop down menu. Click “Event” in the dropdown.
4. Click the “Create Event” button, fill out the form, and submit it.

If you cannot see the “Create Event” button, you may need your permission settings updated so that you are given the position “Executive 20 - Event Coordinator”. To do this, please have the Primary Contact listed on your group’s BearsDen page:

1. Log into BearsDen using their CCID and password.
2. Click on your group’s icon on the left hand corner of the screen.
   1. A gear should appear.
3. Click “Roster” in the dropdown.
4. If the person needing their permissions updated is not in the roster click “Invite People” on the top right of the page.
5. Once the person is listed in the roster, click the pencil next to the person’s name.
6. Select “Executive 20 - Event Coordinator” and then “Save”.
7. If you experience any difficulties with this process, please reach out to the Student Affairs Team for support.