SFU Space Bookings

There are several options for booking meeting rooms on different SFU Campuses.

• Requests for meeting rooms within SFU spaces (WMC, AQ, etc) can be booked through your club portal
• The executive with room booking authority must submit through the club portal and be responsible for any communications with the SFSS Student Centre regarding the booking

 

Meeting Room: Classrooms, tutorial rooms, lecture halls

Meeting rooms are available for bookings within SFU owned spaces and requests can be submitted through your club portal

• Includes: WMC Tutorial Rooms, AQ Tutorial Rooms etc.
• Must be made a minimum of 5 business days prior to the booking 

 

Open Space: Larger SFU spaces for events that are not classrooms

Open space rooms can be booked through your club portal. 

• Includes: Convocation Mall, WMC Atrium, Saywell Hall Atrium etc.
• Must be made a minimum of 10 business days prior to the requested booking date

 

Audio Visual Equipment

Audio Visual Equipment can be requested at the time of the booking submission through your portal. 

Services include but are not limited to:

• Microphones
• Speakers
• Projectors 
• Extension Cords

All AV requests will require a set-up diagram to be submitted. The SFSS Student Centre will facilitate communication for your set-up diagram.

 

Facilities

Services include but are not limited to: 

• Rolling Boards
• Tables
• Chairs

All facilities requests will require a set-up diagram to be submitted. The SFSS Student Centre will facilitate communication for your set-up diagram.

See here for information on catering.

Activity	Required Processing Time
Meeting Room Booking	5 Business Days
Open Space Bookings	10 Business Days
SUB Boardroom & Table Bookings	5 Business Days
Grant Submissions (<$1000)	10 Business Days
Grant Submissions (>$1000)	20 Business Days
AV*	5 Business Days
Facilities*	5 Business Days
SFU Catering	10 Business Days

*Set up diagrams must be submitted when your space/ booking is confirmed.

Where To Start

When starting your event planning, ask and answer the following questions:

Why

• Why are you running the event?
• Why will attendees attend?

What

• What is the purpose?
• What type of event is this for?
• What will attendees get out of it?
• What resources do you require?

Where

• Where will you be hosting this event?

Who

• Who is needed to run this event?
• Who is your target audience?

How

• How are you going to make this event happen?

 

Determining Your Event Type

It is important to determine what type of event you want to host. Below are several event types you may want to consider depending on your group’s goals. 

Sample Event Types
Networking	Provides guests with the opportunity to connect with each other for mutually beneficial relationships
Fundraising	Raising funds or awareness for a cause
Socials	Socialise, mingle, have fun – can be used to help create community or stronger connections
Team Development	Building team trust, making connections, recognizing accountability
Workshops	learning from industry professionals or other experienced individuals
Competition	Opportunity to engage in activities competitively
Recognition & Appreciation	Give credit/ recognition and celebrate a person, groups of people or the team

 

Timeline Creation

Selecting an event date may be the most important part of your event planning. When considering when to host your event, review the following:

• Academic Calendar – is there a prime exam time, when students would not want to attend events? 
• SFU Events Calendar – are there any other major events on campus at the same time?
• Your team’s availability – when is your team available to plan and execute the event?

 

Set Event Goals (SMART GOALS)

Setting S.M.A.R.T goals are essential to your planning. The solution is to structure your goals by being as clear and specific as possible. 

SMART GOALS
Specific	Clear and specific event goals. Make sure your goals are effective for planning.
Measurable	Your goals should be tracked. Have a clear definition of success that helps you evaluate achievement and progress.
Achievable	It is important to set a goal that you can actually achieve with the resources you have available.Your goals should be realistic and attainable – don’t stretch the possibilities.
Relevant	Your goals need to be relevant to you and what you set out to achieve. Make sure the goal has value and also matters to you.
Timely	Your goals need a deadline, and you need to give yourself enough time to plan. Set an end point that isn’t too far in the future to also keep you motivated.

 

Project Planning

Project planning has four core components of planning, managing, controlling, and monitoring the associated activities with your event or project.

Planning	Defining clear objectives and goals, and the timeline that is needed to get there
Managing	Overseeing and supporting those working on and executing tasks within your team
Controlling	Ensuring there is control over the project and that what needs to be done can be without disruption
Monitoring	Monitor the progression of tasks and actions, make sure targets are being hit and the project is moving towards the goal

Marketing Your Event

When marketing your event, it is important to understand your own target market. 

• Who is your audience; is the event open to all SFU students?
• What are all the communication channels for potential guests?

Brainstorm all of the possible channels and try to use as many channels as possible in order to reach a wider audience.

 

Online Strategies

SFSS Bi-Weekly Newsletter
The SFSS sends out a bi-weekly newsletter to all students in their membership on Fridays. Requests to be featured within the newsletter can be sent to [email protected] with your event details and a marketing graphic.

 

Social Media

Utilizing your group’s social media pages provides a great opportunity to spread awareness about your event or group’s presence.
Good opportunities for social media promotion include:

• Setting up an event page on Facebook or Instagram
• Inviting students to the event page
• Asking your executives and members to share on their personal accounts
• Hosting social media giveaways to increase your reach

Tip: prepare your marketing material in advance rather than creating while posting. Pre-scheduling posts and creating a content posting calendar can help with the effectiveness of your marketing.

 

SFSS Event Calendar
You can request for your upcoming event to be featured in the SFSS online events calendar

https://sfss.ca/calendar/.

 

In-Person Promotion

Tabling
Booking a table and sitting there pitching to students presents a great opportunity for ticket sales and visibility.

• Possible locations on SFU Burnaby Campus include Convocation mall, inside or outside of the Student Union Building, and inside West Mall Centre. 
• In preparation for your tabling, it is good to come prepared with the following materials:
  • Club Banner
  • Event posters, handouts 
  • Laptop for in-person sign-up/registration 
  • Cashbox & change if you are collecting ticket sales 
  • Swag/candy for to incentivize people to chat with you 
  • Props 
• Tips: Know your pitch! Make sure all members who are pitching with you know all the necessary event facts.

Selling Event Tickets

When selling virtual tickets for the event, it is necessary to set up a secure method for people to purchase tickets through systems.

• Possible event ticketing platforms include: EventBrite, Bounce 
• Keep in mind that there are service fees and credit card processing fees that you need to take into account.

 

1. Connect your ticket sale system to your event website.
2. Promote ticket sales for your event through social media, email, posters, and table/booth.
3. Have a system in place to be able to accept cash payment, as many students may prefer to pay this way so they don’t have to pay for service fees. 
4. Ensure there is a safe place to keep the cash.
5. Set up a float and schedule for when people can buy tickets in person. 
6. You can set up separate early bird ticket prices or day-of ticket prices, but make sure you account for these differences in your budget and set a cap on the number available.
7. If you allow people to register online and pay in person, ensure that you set up a way to collect payment prior to the event.  If you leave it to the day of the event, plan for the possibility of the person not showing up and not paying.  It is highly recommended that you do not leave payment collection until the day of. 

Selling Strategies

Ensure you have a maximum number of attendees set prior to opening ticket sales.

• Confirm the capacity limit with the venue.
• Consult with your event caterer your expected number of attendees.
• Calculate your break even point for ticket sales.

Pricing Strategies
Using pricing strategies at the beginning of your ticket sales can help increase the number of total tickets sold, and tickets sold with the special promotion. 

• Early bird: special purchase price offered to those who purchase at the start when sales open.
• Bring a friend: buy two tickets at a discounted price or certain percentage off

The following types of contracts must be signed by the SFSS:

• External Venues (Ex. Hotels)
• SFU Recreation Gym Contracts
• Restaurant Agreements
• Community Centre Rentals
• Contracts that additionally need to be reviewed: 
  • Contracts exceeding venue costs > $1,000.00
  • Events exceeding 50 attendees

Notes about Contracting:

• Approved SFSS Club and DSU Contracts are required to be signed by the SFSS
• Unauthorised individuals who sign contracts will assume full responsibility for meeting the terms of the contract including all financial obligations
• All contracts must be received by the SFSS at least 14 calendar day prior to the event
  • Failure to submit on time will result in postponement or cancellation of the activity or event
  • Other disciplinary action for the club may be discussed under appropriate circumstance

Contract Submission

SFSS Club/ Union Executive submits contract, invoices, contact information for venue to SFSS Generalist Coordinator at [email protected]
a. Include the following information:

i. Event information:
1. Event date
2. Type of event
3. Associated grant
4. Room Bookings
5. Projected attendee count
6. Attendee Fee
7. Budget
8. Other supplementary documentation

ii. Contract Contact Information:
1. Name
2. Position
3. Company
4. Email address
5. Phone Number

iii. Contract due date

iv. Required Certificate of Insurance (Y/N)

• SFSS Generalist Coordinator reviews for proper paperwork and funding
• SFSS Generalist Coordinator inquires to group for any other additional information and screening questions as required, and updated contract signing information
• SFSS Generalist Coordinator and SFSS Executive VP approve and sign the contract
• SFSS Generalist Coordinator sends contract directly to the venue CC-ing the student group to confirm the booking

A sponsorship agreement governs the relationship between a sponsor and a student organisation and the entitlements of sponsoring your event. This may be a monetary or in-kind agreement.

Notes about Sponsorship Agreements:

• Once a sponsorship agreement has been received by your organisation, it must be signed by the SFSS. 
• All sponsorship agreements must be received by the SFSS 10 business days (minimum) prior to the due date. 
• If you are submitting a grant request you must disclose all sponsorship amounts/ external funding received from organizations other than the SFSS
  SFSS Club/ Union Executive submits contract, invoices, contact information for venue to SFSS Generalist Coordinator at [email protected]

a. Include: 

i. Sponsorship Information:

1. Type of sponsorship (monetary, in-kind)
2. Sponsorship amount or items

ii. Sponsor/ Company Contact Information:

1. Contact name
2. Company name
3. Email
4. Phone

iii. Signing due date

• SFSS Generalist Coordinator reviews for proper paperwork and funding
• Generalist inquires to group for any other additional information and screening questions as required, and updated contract information
• SFSS Generalist Coordinator and SFSS Executive VP approve and sign the contract
• SFSS Generalist Coordinator sends contract directly to the agreement with the venue CC-ing the student group to confirm the agreement. If your sponsor is providing a cheque, it must be written out to:
  Pay to the Order Of: Simon Fraser Student Society
  Memo: Club Name
• If your sponsor is providing funds through a bank transfer, please inquire for more information at [email protected]

Student organization travel for the 2022 – 2023 Academic year is considered and approved on a case by case basis and must be approved by the SFSS Member Services Team, prior to the student organization leaving and booking any lodging and transportation accommodations.

Before Travel
Prior to requesting for travel, include the following information in your grant request:

• Travel Destination
• Dates
• Purpose of travel
• Attendee List
• Travel accommodations
• Transportation
  *If you are not submitting a grant request, please provide this content through email to the SFSS Generalist Coordinator prior to embarking on your travel.
  

During Travel

• When your organization is travelling, ensure you keep track of supporting documentation (itemised receipts) for all incurred travel expenses before and during travel. 
• If you have a grant, you will not be able to be reimbursed afterwards if the receipts are missing or not itemized.   
• Have a plan in case of an emergency. Know who to contact them, and the local emergency contact information in case it may be necessary

After Travel
After your group returns from travel, submit your receipts and documentation to receive reimbursement if your event was sponsored by the SFSS. If there were any incidents that happened between your members or the public, please refer to the SFSS Incident Support Guidelines 

Event waivers are not required for all events but student groups planning to organise non-routine or meeting activities and events should consider having attendees sign waivers

• Examples of activities that may require waivers include: hikes, camping, other physical activities

Waiver signing ensures that participants are aware of the potential risks with attending and participating in the event and provide protection to the group and participants

• Risk notices can be shared with event attendees or activity participants through email, advertisements, or webpages
• Acknowledgement of risk forms share information with participants to ensure they understand any risks associated with their participation
• Waivers can be provided by the SFSS. Clubs & Student Unions should not use self-made waivers

Overnight event requests can be submitted to the SFSS Generalist Coordinator at [email protected] Overnight events are subject to approval by the SFSS, SFU Meeting Events & Conferences (MECS), and the SFU Sexual Violence Prevention Office. When emailing to inquire about overnight events, please provide:

1. Event date
2. Type of event
3. Associated grant
4. Room Bookings
5. Projected attendee count
6. Attendee Fee
7. Budget
8. Plan for attendee rooming
9. Risk & mitigation plans

Consent is required if you are taking photos or posting photos of your attendees at your event.

Consent can be provided to your attendees in one of the following ways:

• Photo Release Forms: photo release forms can be provided by request from the SFSS Generalist Coordinator. These forms have event participants sign to provide written consent to their photo being taken and posted prior to the event.
• Email Notification: can be sent to attendees prior to the event. 
• Photography Signage at event: attendees can be advised at the time of the event with posted signage notifying them of photos that will be taken 
• Event Announcement: an announcement can be made at the time of the event informing attendees that their photos will be taken and posted. If attendees do not wish to have their photos taken, they can then advise the photographer/ videographer at that time

Posting Event Photos

• If consent to post photos from the event is given by event attendees through one of the above means, the image can be posted by your student group through print formats, digital posting to websites, social media, etc
• If consent has not been obtained by a person who is featured in a photo, respect the attendee’s privacy and blur the face or crop the photo so the person is not recognizable

• Ensure that you have provided information and received the approvals for your event and that adequate and appropriate insurance is in place
• Book the venue and organize your room set-up with the vendor
• Create a reasonable ad realistic budget
• Plan your transportation to and from the venue
• Receive approval by the SFSS

Ideas for Dry Events on/ off of campus:

• Networking
• Socials
• Karaoke Night
• Board Game night
• Movie nights
• Olympics/ sports days

Scavenger Hunts:

• Do you have a list of items/ locations where attendees will be going?
• Has this list been provided to the SFSS?
• Have you booked out appropriate spaces through the SFSS?

Food Events:

• Have you worked with the Student Centre to confirm you catering order?
• Are you following the SFSS restrictions for food in spaces?
• Did you plan to order enough food per person?
• Have you considered dietary restrictions of attendees?
• Does your event need a food permit? ( Required if you are serving food to the public) 
• Does your event an executive with a valid food safe certificate (Required if you are serving food to the public)

Physical Activity Events:

• Have you inquired to the SFSS about signing waivers for your attendees?

Off Campus Events: 

• Is the venue accessible?
• Have you visited the venue to confirm all the details?
• Has the venue drafted a contract?
• Does the venue require liability insurance?
• Have you followed the SFSS guidelines for approval and contract signing?
• How will you ensure safety and responsibility for attendees at your event?

Events with Alcohol: (off campus)

• How will you ensure that only participants of age will be drinking? (Using wristbands is not flawless)
• Do your staff/ volunteers know that they are required to remain sober throughout the event?
• Does your venue require security?
• Have your staff/ volunteers received the appropriate training prior to the event?
• Have you informed the SFSS?

Parking passes cannot be provided for speakers by the SFSS. For more information on day parking at SFU Burnaby Campus, please refer to: https://www.sfu.ca/parking/Parking/visitors.html