Overview
To host an event during Welcome Week, campus partners must complete the Event Information Form, which includes the Special Event Form.
This guide clarifies:
- The role of the Student Success and Leadership Centre
- The role of the Event Organizer
- The step-by-step process to get an event approved and delivered
1. Roles & Responsibilities
The Student Success and Leadership Centre (SSLC)
The SSLC provides oversight, coordination, and promotional support.
Responsibilities include:
- Reviewing and approving events submitted through the Event Information Form
- Ensuring events meet health, safety, and programming standards
- Promoting approved events on the Welcome Week website and social media channels
- Providing guidance and support to event organizers when needed
- Coordinating with campus services (e.g., grounds & maintenance for garbage, power, water)
Event Organizer (Campus Partners)
The Event Organizer is fully responsible for planning, logistics, and execution of their event.
Core Responsibilities:
- Complete the Event Information Form and include the Special Event Form, fire plan (as applicable)
- Secure and confirm room bookings (can be submitted via Catering Services, Registrars Office)
- Secure and confirm food orders via Food Services
- Secure equipment, rentals and other event needs
Health & Safety Compliance
- Complete required documentation (e.g., fire safety plan if applicable)
- Ensure accessibility considerations are reviewed
- Use approved materials (e.g., SDS-approved paint only)
- Plan for environmental considerations (e.g., wasp traps for outdoor food events)
Risk Management & Event Safety
- Identify and mitigate risks (crowd size, hazards, equipment, etc.)
- Ensure staff/volunteers are trained on:
- Emergency procedures
- Incident reporting
- First aid locations
During & After Event
- Ensure safe execution of the event
- Report any accidents or incidents as required
- Maintain documentation if requested by Safety & Wellness
Step-by-Step Event Process
Complete the Event Information Form and Special Event Form
Include detailed descriptions of:
- Activities
- Setup
- Attendance
- Food
- Equipment or vendors
- The Welcome Week Committee reviews submissions
- Health & Safety and Risk Managemetn review Special Event Forms
- You may be contacted for clarification or required adjustments
Once approved, Event Organizers must finalize:
- Room and space bookings
- Food and vendors
- Equipment and setup
- Safety documentation
- The Welcome Week Committee will promote your event
- Organizers are encouraged to also promote within their own networks
- Follow approved plans and safety measures
- Ensure staff/volunteers are briefed and prepared