Student Club Event Proposal Form

Club Event Proposal

Please provide the following information to describe your event, request the use of space or resources, and get your event approved.
Club name*
Event title*
Date of event*

YearMonthDay
Please refer to the guidelines around event submission timelines on page 20 of your Clubs Handbook. If your event does not fall within these minimum notice requirements, it may not be approved.
Time of event*

Hour Minutes

AM/PM Option

Until
until
Hour Minutes

AM/PM Option
Name of Primary Event Organizer (PEO)*

First NameLast Name
PEO cell phone number*
Please enter a valid phone number.Format: (000) 000-0000.
PEO email address*
example@example.com
Event Elements
Where is the event taking place?*
Describe your event, including any activities you plan on having and the purpose of the event.*
For example: Dinner, live music, dancing, etc.
Describe the location of the event.*
i.e. on-campus room number, off-campus street address, facility name, etc.
Does this event involve collecting funds?*

YesNo
Do you need a float and cash box for this event?*

YesNo
Attendees at this event will be participating in activities with a higher risk threshold.*

YesNo
Expected number of attendees*
There will be food present at this event.*

YesNo
There will be alcohol present at this event.*

Yes, vendor operatedYes, student operatedNo
My club is providing transportation to/from this event.*

YesNo
Does your club require the use of any additional services from SAOC?
Including but not limited to: space bookings, furniture, equipment, decorations, digital liability waivers, printing services, etc.
I've already created a poster for this event and need to upload it to this submission.*

YesNo
Event Financing
Please share a rough budget for this event. Alternatively, you can share a link to a Google Sheets file if you have prepared a detailed budget.*
If no event-related expenses or earnings are anticipated, please write "N/A"
For this event: have you applied for an SAOC grant, or will you be applying for a grant?*

Yes - my grant application has been approvedYes - my grant application is pendingNo
Will this event happen if grant funding is not secured?*

Yes - we can find another source of fundingNoN/A
Additional Information
Is there a cost to attendees associated with this event? (i.e. ticket price, travel costs, etc.) If yes, list the price below. If no, please write N/A.*
Alternate location in the event of inclement weather:
Is your event open to the public, open to all students, or only open to club members?*
Do you want SAOC to help you promote this event?*

Yes please, shared publicly!Yes please, to students only!No thanks
Upload supporting documents.

For example: quotes from food & beverage service providers; rental agreements for the use of an off-campus space; etc.
Facility/space use

Cancelof
Food & beverage services

Cancelof
Posters/promotional materials

Cancelof
Other files

Cancelof
Primary Event Organizer (PEO) affirmation
I agree to...*

Be present throughout the function.Ensure that all club bylaws, and Olds College, SAOC, and AGLC (if applicable) laws, bylaws, policies, and regulations are observed and followed during this event.Address all inquiries and concerns with the Student Experience Manager.Distribute and collect waiver forms and present them to the SAOC office (if applicable).
PEO Signature
Please have one authorized signatory affirm that this is an official club event.

The authorized signatory may be a different individual than the Primary Event Organizer (PEO).
Authorized Signatory: Name*

First NameLast Name
Authorized Signatory: Email address*
example@example.com
Signature*
Should be Empty:

Club Event Proposal

Event Elements

Event Financing

Additional Information

Upload supporting documents.

Primary Event Organizer (PEO) affirmation

Please have one authorized signatory affirm that this is an official club event.