Clubs Fair

Find out everything you need to know about Fall and Winter Clubs Fair here!

Fall Clubs Fair Overview

What is Fall Clubs Fair?

Fall Clubs Fair is an event organized by Student Group Services in partnership with Week of Welcome. The event gives student groups the chance to recruit new members at the beginning of the school year, and showcases the variety of involvement opportunities we have on campus. Tables are set up in a large tent on Main Quad, in the heart of the WOW Village and Mainstage, and students are encouraged to walk through and chat with the student groups who are set up at each table.

Tabling

Tabling at Clubs Fair is open to all student groups who are recognized at the University of Alberta. Additionally, SGS has partnered with Campus Community Recreation and the Faculty of Engineering to include Club Sports and Engineering Project Groups in tabling!

If you are a new student group who has not completed registration yet, you will not be eligible to sign up to table at this time. Keep an eye on your inbox for information about free tabling opportunities!

Looking to improve your tabling game? You can read more about tabling tips here.

University departments and units can also table at Fall Clubs Fair by contacting the Conferencing & Events Department at events@uasu.ca and organizations that are external to the university can contact sponsorship@uasu.ca to get a tabling spot.

September 1 - 3, 2026: Week of Welcome

10 AM - 4 PM (3 shifts per day, 2 hours each)

Join us for Clubs Fair during Week of Welcome, the most exciting event of the year! Tabling during WOW Clubs Fair will help you meet students at all points of their degrees, so if you are looking for folks with specific interests or skills, you’ll have even more people to chat with. Students can wander through Clubs Fair at their leisure, between classes or Mainstage acts. Some folks attend one day of Clubs Fair while others come by every day looking for new opportunities to get involved.

September 2-3 2026: Low Sensory Hours

During low sensory hours, we are hoping to provide students with a new way to experience student group recruitment. If your group signs up for a shift on September 2 or 3, you can expect a quieter tent at designated hours, more volunteers to help attendees, and a time-based entry system for attendees. If your group is hoping to reach a wider demographic and include folks who may not normally attend Clubs Fair, this is your chance to meet them in a more sensory-friendly environment.

Signing Up

This process only applies to recognized student groups. If you are signing up on behalf of an Engineering Project Group, please refer to your faculty contact for more information.

Registered student groups can sign up to table via Showpass once the form launches. From there, you can choose which shifts you would like to sign up for. Groups can sign up for a maximum of 3 shifts in advance. Your group can sign up for any combination of shifts, as long as it does not exceed 3 total. 

Virtual signups are only possible via the use of a credit card! If none of your group members have a credit card they can use, you will need to sign up using an alternative process.

Sign up is on a first come first serve basis. If you cannot see a date as an option, this means it is fully booked! However, you may still be able to table on full days if you try to get a walkup shift. 

Sign Up Here

Alternate Signup 

No credit card? No problem!

If for any reason no one in your group has access to a credit card, you can fill out our alternative clubs fair sign up. This form can be accessed on campus.hellorubric.com by following these steps once signup is launched:

  1. Click the "Login" drop-down and select Student Portal.

  2. Login with your UAlberta email and password.

  3. Click the icon in the upper right-hand corner.

  4. From the options, click on the name of your student group under "Switch Accounts".

    1. You will now be viewing your club page as a club executive.

  5. In the upper navigation, select "Administration" and navigate to "All Forms"

  6. On the Forms Overview page, scroll down until you find "Other Forms"

  7. Select the "Clubs Fair 2026 Alternative Signup" form

  8. Complete the form.

  9. Make a payment using cash or student group cheque at Student Life Central Located at the lower level of SUB

  10. Secure your spot

Please make cheques out to the University of Alberta Students' Union and include "clubs fair payment" in the memo line. Student group bank accounts must have dual signing authority, so student group cheques with only one signature will not be accepted. 

Please give us at least 24 hours before coming by to make your payment at Student Life Central

Cost

Early bird Pricing: July 22 - August 5, 2026

Regular Pricing: August 6 - 21, 2026 

Walk-Up Shifts: September 1 - 3, 2026

Walk-up shifts will be made available whenever possible at Fall Clubs Fair. The availability of walk-up shifts is dependent on whether clubs who have signed up in advance show up for their shifts on time.



Deadlines

August 5, 2026 11:59 PM - Early bird pricing ends; additional tabling spots will be released
August 19, 2026 4:00 PM - Special request form closes.
August 21, 2026 11:59 PM - Sign up closes. Please note that sign up may close sooner if we run out of spots. Deadline for cancelations, payments, and for groups to return to good standing in order to keep their shifts.

Walk-up Shifts

Registered student groups have 2 options for claiming tables at Clubs Fair: they can sign up in advance via Showpass or try to by utilizing walk-up shifts. Walk-up shifts are first come, first serve and are allocated based on availability. Basically, if we have any tables that people did not sign up for, or if groups do not show up for their shifts, we will be able to assign groups to those tables right after the shift begins!

A watchlist will be made available for groups to sign up to and get notified of how many shifts are open for each day.

How much are walk-up shifts and what do we get?

Walk-up shifts will be $20 per shift during Fall Clubs Fair 2026. Payments will be processed in person at Clubs Fair. This can be done with cash, student group cheque or credit card. Student groups who come for walk-up shifts will get the same kind of table as student groups who sign up in advance. Student groups who only do walk-up shifts will still need to read and acknowledge the Clubs Fair Operating Guidelines. Special requests cannot be accommodated for walk-up shifts.

How many walk-up tables will be available?

The availability of walk-up shifts is dependent on whether clubs who have signed up in advance show up for their shifts on time. 

Clubs hoping to get walk-up shifts can come to the SGS table at the start of each shift to claim a table.SGS does not guarantee the availability of walk-up shifts; tables will be assigned on a first come first serve basis. You can also sign up for our walk-up watch list:

Walk-up Watchlist Signup

 

What time do we need to line up for a walk-up shift?

We will begin assigning walk-up shifts at:

My group is already signed up for Clubs Fair; can we do walk-up shifts too?

Yes! Although there is a maximum number of 3 shifts per student group, if we have tables available, we will be assigning them to groups regardless of how much they have already signed up to table at Clubs Fair. We want to make sure the event is vibrant and successful and if your group is keen on being there almost every day, we’re happy to have you!

Got more questions? Check out our Frequently Asked Questions below!

Frequently Asked Questions

Help! I don't know if my sign up went through. How can I check that you received it?

If you would like to check on your order status, please contact us at clubs@uasu.ca

What if my group is currently unaffiliated? Can we still sign up?

In short: yes! Groups must be in good standing by the cancellation deadline in order to maintain their tabling spots.

Why do we have to pay for a tabling spot at Fall Clubs Fair?

Fees for Clubs Fair help to cover the cost of equipment rental -- the tents that keep the weather at bay, the tables for group displays, and all of that! The actual cost of these rentals is highly subsidized already, so we just need a little extra from groups to ensure we can have the best event possible! This also ensures that groups will show up to the event; we can't have Clubs Fair without clubs!

Will tables be assigned in advance? How will I know where my group's table is at the Fair?

Tabling assignments will be announced in advance to allow groups to complete self check in each day. More information about self check-in will be released closer to the event. 

What rules are there at Clubs Fair?

All student groups participating are expected to abide by the Clubs Fair Operating Guidelines. Consequences for Non-Compliance are outlined in this document along with other important information on sponsors, selling merchandise or swag, and non-permitted items.

What do we get when we sign up for Clubs Fair?

Groups will be assigned a 2.5 ft x 6 ft table. If you need additional resources such as a chair or any other accommodations, please submit a special request form via Rubric.

Here is how to access the form on campus.hellorubric.com:

  1. Click the "Login" drop-down and select Student Portal.
  2. Login with your UAlberta email and password.
  3. Click the icon in the upper right-hand corner.
  4. From the options, click on the name of your student group under "Switch Accounts".
    1. You will now be viewing your club page as a club executive.
  5. In the upper navigation, select "Administration" and navigate to "All Forms"
  6. On the Forms Overview page, scroll down until you find the "Other Forms"
  7. Select the "Fall Clubs Fair 2026 Special Requests" Form
  8. Complete the form.

What should we bring for our table? What is allowed?

Student groups usually bring a trifold or other poster board with them to showcase what their group does. SGS is also hosting a trifold-making workshop before Clubs Fair on August 31, 2026, from 10:00 AM to 4:00 PM. You can drop in at anytime during that window. 

Trifold Workshop RSVP

Student groups usually bring a trifold or other poster board with them to showcase what their group does. If your group has awards or items relevant to your mandate, you can also use these to decorate your table! If you’re interested in making your display more accessible, read about universal design principles here!

Please make sure the items you bring fit in the space provided; if you need extra space for items such as large wire stands or banners, please submit a special request form via Rubric. Refer to the Clubs Fair Operating Guidelines for more information.

Fall Clubs Fair 2026 Link Hub

FCF Square.png

Welcome to Fall Clubs Fair 2026! This link hub contains information for student groups who are tabling and students who are attending the event.

Checking in for a student group? Head down to the student group resources section!

Attendee Resources

Live Map (currently unavailable)

Wanna know who is at which table right now? Check out our live map for the details!

Remember: shifts change over every 2 hours so some groups will only be tabling in certain times each day. If you want to know which groups will be tabling in the future, check out the list of student groups participating in the Student Group Resources section!

 

Meet Clubs, Win Prizes!

Use UASU Perks to check in at Fall Clubs Fair and collect points by talking to clubs, then redeem your points for a chance to win a Nintendo Switch 2!

 

Full Club Directory

Looking for other groups who weren't at the fair? Check out our full database of groups on Rubric, our student group platform!

 

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Low Sensory Sign Up for Attendees

Low Sensory Clubs Fair is perfect for those who want to meet clubs on campus in a sensory-friendly way.

With reduced crowds and noise, you can sign up for your timed entry in WOW Village for any of the following times:

September 2 10:00 AM - 11:00 AM

September 2 3:00 PM - 4:00 PM
September 3 10:00 AM - 11:00 AM

 

Student Group Resources

Self Check-in for Tabling Student Groups

All registered student groups must complete this form at the beginning of each shift to check in!

More information about self check in can be found here.

 

List of Student Groups Participating

This spreadsheet includes all groups participating in Fall Clubs Fair. Groups should use this spreadsheet to find their table number each day. Attendees can use this spreadsheet to discover which groups are available and when.

 

Clubs Fair Operating Guidelines

These guidelines contain important information for all student groups who are participating in Fall Clubs Fair!

 

Fall Clubs Fair Overview

This page has information about Fall Clubs Fair for student groups who are tabling, including details about walk up shifts.

 

Static Map

Please refer to the list of student groups participating to find out which group is at which table each shift!

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Fall Clubs Fair 2026 Meet Clubs, Win Prizes!

Last Updated: August 18, 2026

Read the instructions. Play by the rules. Meet some clubs & have fun!

What is Fall Clubs Fair?

Fall Clubs Fair is an event organized by Student Group Services. The event gives student groups the chance to recruit new members at the beginning of the fall term and showcases the variety of involvement opportunities we have on campus. Tables are set up in the big tent on Main Quad, and students are encouraged to walk through and chat with the student groups who are set up at each table.

Meet Clubs, Win Prizes!

Fall Clubs Fair 2026 is getting closer and closer each day! This is your chance to learn more about the many clubs we have on campus, meet friends, grow skills, and gain unique experiences outside the classroom. Plus, chatting with clubs could win you a prize! From September 1st-3rd, collect Perks points to enter an exclusive raffle for Clubs Fair attendees!

Prize Draws:

For students:

  1. Check in at Fall Clubs Fair! Find the Perks QR code in the Clubs Fair tent to check into the event, and gain access to the raffle.
  2. Meet clubs at Fall Clubs Fair! Each club you meet will have Perks vouchers worth 10 points! Collect a voucher from each group you speak to and redeem your vouchers to get your points.
  3. Collect at least 5 different groups’ vouchers: To enter the prize draw, you need 50 Perks points. So, you will need to collect and redeem 5 different groups’ vouchers to earn enough points for 1 entry in the raffle.
  4. Student Group Draw: When 5 people redeem a group’s vouchers, the group will also be entered into a separate draw.
  5. Redeem your Perks points for Raffle entries: Remember to enter the raffle on the same day you check into the event. You can redeem more points for multiple entries!

For clubs:

  1. Collect your group's perks vouchers: when you check in at your table an SGS staff member will arrive and provide you with your unique vouchers. The voucher will be unique to your group.
  2. Talk to students: Tell them about your group, what you do, and how to join. When you’re finishing up with someone, offer them a voucher. Be sure to tell them how to play and enter the raffle.
  3. Maximize your conversations: For every 5 voucher redemptions, your group is entered once into a separate raffle for group prizes.
  4. Return your vouchers to the SGS tent at the end of the event.

Contest rules and regulations:

    1. Entrants must be current University of Alberta undergraduate students.
    2. Each group’s voucher can be redeemed only ONCE per student.
    3. Each voucher will get you 10 Perks Points
    4. You will need 50 Perks points to get 1 entry into the prize draw.
    5. There is no limit to the number of entries for each individual student playing the game.
    6. Prizes will be drawn from entries collected throughout the Fair.
    7. Student Groups will receive one entry for every 5 students that redeem their vouchers.
    8. Student Groups will be contacted via the group's primary email address as listed on Rubric

NOTE: For any questions/concerns, please visit the SGS table or email clubs@uasu.ca for assistance.

Low Sensory Clubs Fair

What is Low Sensory Clubs Fair?

Large crowds and loud sounds can be overwhelming—that’s why we are creating a couple low sensory times during the event itself. Clubs Fair will be redesigned for students who prefer a calmer experience. The most significant difference is that we will have timed entry into the Clubs Fair tent, so students will be required to register in advance and select what time they're coming. This cap on the number of people will reduce crowds in the tent during these hours, and will hopefully allow you to have more meaningful and accessible conversations with students. 

Your feedback on this process is welcome and if you have any questions or concerns, please don't hesitate to reach out to clubs@uasu.ca and events@uasu.ca.

The low sensory experience will occur at these times:

How will students sign up to attend low sensory hours?

To attend, students will have to pre-register for a specific time slot. Information will be shared on the Orientation website, during UAlberta 101 sessions at New Student Orientation, on social media, on WOW branding, and on posters in locations intended for folks who are looking for specific accommodations during Orientation and Week of Welcome.

What’s our responsibility as a group tabling during our shift?

If you are tabling during any of these shifts, please consider the following tips and strategies to support a sensory-friendly experience for students:

We want to learn more about making things accessible! What can we do?

If you’re a student group executive, you know the benefits of being part of extracurricular activities! Everyone deserves an opportunity to engage meaningfully in the operations and activities of clubs, and there are steps you can take to make this easier. Read up on Universal Design to explore different factors you should consider when running your group—these principles apply to everything from event planning to website design to how you share information during meetings!

Accessible spaces are also safe and diverse spaces. Consider taking our GLO Skills module on Creating Safe(r) Spaces, brought to you by The Landing, to learn more about the history of “safe(r) spaces,” oppression and anti-oppression, transformative justice and accountability, and allyship and advocacy.

Clubs Fair Operating Guidelines

Effective Date: July 1, 2010 - Edited November 2024

Definitions 

Clubs Fair: The display of student groups during the Students’ Union’s Week of Welcome in Main Quad or the Students’ Union Building (SUB) at the beginning of the school year, and the display of student groups at the start of the Winter Term in SUB. Also includes any other event designated as a Clubs Fair by Student Group Services. 
Recruiters: Any person who is standing, monitoring, or working at a Clubs Fair table affiliated with the organization at an assigned table. Does not include non-affiliated visitors to the table (i.e. Clubs Fair patrons).
SGS: Any staff member of Student Group Services (SGS), including the Program Lead, Engagement Lead, Coordinators, and SU Services Manager. 
Organization: A student group, service, or sponsor who has opted for a display in Clubs Fair.
Student Group: Any group that is registered as such with the University of Alberta, the Students’ Union, the Graduate Students Association, and/or Campus & Community Recreation Services. Engineering Project Groups registered with the Faculty of Engineering may be included at the discretion of SGS.
Service: Any group (other than a registered Student Group) that has registered for Clubs Fair, including University of Alberta or Students’ Union services, departments, DFUs, etc. 
Sponsor: Any organization sponsoring Week of Welcome or Winter Clubs Fair, who, as part of their sponsorship agreement with the Students’ Union, has opted for a display in Clubs Fair. 
Vehicle: Any mode of transportation used for carrying people/goods or for promoting a student group. This does not include small wagons used to transport tabling items.
Solicitation: Solicitation refers to any type of unwanted or unrequested communication, either written or verbal, that is used by a person in order to promote their group.

General Guidelines

  1. Recruiters
    1. Each recruiter must be aware of the Clubs Fair Operating Guidelines;
      1. One representative from each organization must have signed a Clubs Fair contract or otherwise verified their understanding of the Clubs Fair Operating Guidelines in order for recruiters to be present at a table.
    2. At least one (1) and no more than two (2) recruiters are allowed at a table, unless otherwise arranged with Student Group Services (SGS).
      1. Organizations who request permission to have more than two (2) recruiters at a table must outline (in writing) the reasons for the need for more recruiters and the roles of each recruiter at the table. Student Group Services must agree that these reasons are legitimate and approve the alternate maximum number of recruiters for that table.
      2. Organizations who require more than two (2) recruiters at a table must submit their requests no later than one (1) week prior to the first day of Clubs Fair.
      3. Student Group Services reserves the right to request fewer recruiters be present should the organization’s presence be disruptive and result in complaints from organizations tabling nearby.
  2. Solicitation & Distribution 
    1. No recruiter is permitted to approach other patrons at Clubs Fair in order to promote their organization, unless approached first. In other words, solicitation is prohibited during Clubs Fair. For more on solicitation, please see the Students Union Operating Policy 2.12.
    2. Food or beverages for distribution must be pre-packaged and produced in a facility that is compliant with AHS regulations.
      1. Homemade food is not permitted.
      2. At no time will the distribution of non-Coca-Cola beverages be allowed, as per the Single-Source Cold Beverage Agreement.
    3. All regular University of Alberta and Students’ Union policies apply during Clubs Fair, including regular advertising policies.
    4. Organizations wishing to sell items (including swag, memberships) from their table, can request permission to do so by submitting a request to SGS at least one (1) week prior to the first day of Clubs Fair.
  3. Conduct
    1. All present at Clubs Fair must not act in a way which could result in substantial risk or harm to others or property
    2. Disruptive behaviour, including but not limited to harassment, sexual misconduct, public shaming, bullying, loitering etc, will not be tolerated in any form, may it be physical, verbal, or communicable. Student Group Services reserves the right to determine what constitutes disruptive behaviour.
    3. No person shall obstruct organization(s) and/or other patron(s) and/or remain in the Clubs Fair area while participating in activities unrelated to Clubs Fair.
    4. Organizations are responsible for all items brought to Clubs Fair.
      1. Any items left behind by the tabling organization are subject to disposal by SGS and/or Students’ Union Staff at the end of each day of Clubs Fair.
    5. All present at Clubs Fair must assist in keeping the area clean by making full use of the garbage cans and recycling bins.
      1. Organizations repeatedly leaving behind garbage or mess at Clubs Fairs may be subject to consequences outlined in section 12 of this document.
  4. Noise Levels
    1. Organizations are expected to keep the sound level at their table at an appropriate level that is not disturbing to the tables nearby.
    2. Organizations wishing to play music or other media at their table during Clubs Fair must submit a request no later than one week prior to the first day of Clubs Fair.
      1. SGS staff will set the sound level and the student group must comply with that level. Organizations may be asked to control the sound/noise coming from their table if it is deemed disruptive/inappropriate.
  5. Non-permitted items
    1. No vehicles of any kind operated by a tabling organization are permitted to be in the Clubs Fair tent or in SUB.
      1. Organizations wishing to bring vehicles onsite must submit a request to SGS at least one (1) week prior to the first day of Clubs Fair. This includes, but is not limited to, vehicles that are built and maintained as part of the group’s mandate.
      2. Applying for permission to bring a vehicle onsite does not guarantee that it will be granted. Requests will be approved at the discretion of the SGS Program Lead or more senior staff in the Students’ Union, and will be contingent upon space being available.
  6. Organization Benefits
    1. Each tabling organization will be provided with one (1) table and will be allotted an additional 1 foot of space in front of the table. Organizations are not permitted to move or rearrange the table in any way shape or form.
    2. Organizations are responsible for providing their own display items which should fit on the table provided or within the 1 foot of floor space in front of the table.
      1. All display items, with the exception of roll up banners and trifolds, must not be taller than 7 feet.
      2. Organizations wishing to use or display any materials that will take up more space than is initially allotted to them must submit a request to SGS at least one (1) week prior to the first day of Clubs Fair. This includes, but is not limited to, items taller than 7 feet, tents, large wire displays, over-sized table displays, or other equipment relevant to the organization’s mandate.
      3. Applying for extra space does not guarantee that it will be available. Requests will be approved at the discretion of the SGS Program Lead or more senior staff in the Students’ Union.
    3. Chairs may be requested and provided by SGS. If an organization has an appropriate reason for needing a chair at their table, they can make a request at least one (1) week prior to the first day of Clubs Fair.
  7. Non-Compliance
    1. Violation of any part of this policy by an organization during Clubs Fair will result in the following consequences.
      1. First violation: Verbal warning from Student Group Services followed by a written warning at the end of the day to the organization primary contact.
      2. Second violation: Removal from Clubs Fair for one day (either immediately or the next day that the group is signed up for, at the discretion of Student Group Services), OR, if the organization has no further days of tabling, a $20.00 fine.
      3. Third violation: Removal from Clubs Fair for the remainder of the week, OR, if the organization has no further days of tabling, a $60.00 fine and potential for further consequences at the discretion of Student Group Services.
    2. Infractions of different types may be considered collectively when leveraging fines or consequences
      No refunds will be given for any days missed by organizations due to violation of Student Group Services’ policies.
    3. Organizations who have had three violations recorded in one academic year will not be allowed to table at the next Clubs Fair event.
  8. Complaints
    1. Any complaints a student group may have during Clubs Fair must be made to the Program Lead, Engagement Lead, or Coordinators of Student Group Services.
    2. Any complaints a sponsor/service may have during Clubs Fair must be made to a lead in SGS or staff from the Conferencing & Events department. 

Student Groups

  1. Claiming Spaces at Clubs Fair
    1. Student Groups wishing to claim a table during a Clubs Fair shift should register at their earliest convenience, using the process specified by SGS, which will be announced publicly by SGS prior to the event.
    2. Space claims for Student Groups will be made priority during Clubs Fairs.
    3. Student Groups that do not show up for their reserved shift(s) by 30 minutes past the shift start time will be charged a no-show fee by SGS.
      1. Any unclaimed reservation tables will be made available to Walk-Up Shifts (1.d.)
      2. SGS will inform the group of outstanding no-show fees within two weeks of the conclusion of the applicable Clubs Fair.
      3. Fees will be payable to the Students’ Union by cash or cheque at Student Life Central in the Students’ Union Building (SUB) by a deadline specified by SGS.
    4. During Clubs Fairs, Walk-up Shifts will be available to groups that do not already have a table space claimed for that shift.
      1. The price for a Walk-Up Shift will be specified by SGS and must be paid by cash or cheque on the spot by the group walking up.
      2. Student Groups cannot claim more than one walk-up shift at a time.
      3. Student Groups who were late to a reserved shift may claim a walk-up shift at the same cost.
    5. Student Groups with outstanding fees will not be permitted to participate in the subsequent Clubs Fair event until the outstanding fees are paid in full.
    6. Student Groups are expected to be present throughout their entire shift. If a student group is unable to be present during the entire time slot they signed up for for any reason, they will be charged an absentee fee by SGS.

  2. Recruiters

    1. Any student group recruiter during Clubs Fair must be a student at the University of Alberta. While recruiting, a recruiter’s identification, in the form of a student ONEcard or other proof of membership in the student group may also be requested at any time during Clubs Fair by SGS.
      1. If a recruiter cannot provide proof of their student status (in the form of a student ONEcard or similar), SGS reserves the right to ask that person to leave Clubs Fair.
  3. Sponsorship & Advertising
    1. Student Groups with sponsorship agreements with organizations external to the University of Alberta and Students’ Union may display their sponsor’s name, logos, or materials, provided the sponsor’s identifiers are not the most prominent object on the group’s table at Clubs Fair.
      1. Student Groups must disclose the name(s) of their sponsor(s) prior to Clubs Fair to SGS, to ensure no conflicts with Week of Welcome or Winter Clubs Fair sponsors.
      2. Student Groups sponsored by competitors to Week of Welcome or Winter Clubs Fair Sponsors may be barred from displaying the competition’s name/logo/branding for the duration of the event, but will not be barred from participating in the Clubs Fair.
    2. A student group may not hand out items solely branded with sponsor names or logos at Clubs Fair (such as promotional stickers or swag).
    3. A student group may list the sponsor name and logo on small handbills or pamphlets relating to the student group.
  4. Staging Area and Performances
    1. Student Group Services may provide a performance/exhibition space (“staging area”) to student groups during Clubs Fair.
    2. Student Groups wishing to perform or set up an exhibition in the staging area must submit an application to SGS within the timeline established and communicated by staff.
    3. Groups not tabling at Clubs Fair may still be allowed to perform/demonstrate, provided they are a registered student group in good standing with the University and/or Students’ Union.
      1. SGS will not approve performances/demonstrations that present an adverse risk to property or persons in attendance at Clubs Fair.
      2. Groups that are approved to perform will be responsible for setup and take-down of any equipment belonging to the group within the allotted time given.
  5. Refunds
    1. Refunds to payments for Clubs Fair may be given if a student group cancels its attendance prior to the refund deadline specified by the Students’ Union.
    2. Other refunds may only be given at the discretion of the Student Group Services Program Lead or more senior staff of the Students’ Union.

Services and Departments

  1. Claiming Spaces at Clubs Fair
    1. Students’ Union Services and Departments have the right to reserve one (1) table per unit at Clubs Fair, at no up-front cost.
      1. For Fall Clubs Fair, Services should contact the Students’ Union Conferencing & Events department.
      2. For Winter Clubs Fair, Services should contact Student Group Services.
    2. Services and departments are expected to be present throughout their entire shift. If a service/department is unable to be present during the entire time slot they signed up for for any reason, they must notify SGS at least one (1) week in advance of Clubs Fair.
    3. If a service/department is unable to fulfill the time slot they signed up for, and does not inform SGS by the specified deadline, their table may be given away to another organization wishing for the space at Clubs Fair.
  2. Recruiters
    1. Any service/department recruiter during Clubs Fair must be a student at the University of Alberta or staff member at the Students’ Union. While recruiting, a recruiter’s identification, in the form of a student ONEcard or UASU staff ID may also be requested at any time during Clubs Fair by SGS.
      1. If a recruiter cannot provide proof of their student or staff status, SGS reserves the right to ask that person to leave Clubs Fair.

Sponsors

  1. Claiming Spaces at Clubs Fair
    1. Sponsors wishing to claim a table during a Clubs Fair shift should contact Students’ Union Staff prior to the event.
      1. For Fall Clubs Fair, Sponsors should contact the Students’ Union Conferencing & Events department.
      2. For Winter Clubs Fair, Sponsors should contact Student Group Services. 

Self Check In for Student Groups at Clubs Fair

Introduction to Self Check-In 

Self-check-in is a required process for all student groups participating in Fall Clubs Fair (FCF). Check-ins at the SGS table will only be done for walk-ups.

Self check-in is easy! Just scan the code, find your table number, fill out the Google Form, set up at your table, and a staff member will come directly to you to give you your lanyards before the end of check-in time!

Self Check-in Times:

Groups with consecutive tabling shifts must check in for each shift separately, but do not need to visit the SGS table until they are ready to check out.

Walk-up Shift Times:

Instructions for Pre-Signed Up Groups 

  1. Arrive at Main Quad - Fall Clubs Fair 2025 will be located at the North end of Main Quad, by the Centennial Centre for Interdisciplinary Science (CCIS). We're located inside the big white tent!

  2. Scan the QR Code - Look for a Clubs Fair QR code located on posters, banners, or tables. Scan it with your phone to access the Clubs Fair Link Hub.

  3. Complete “Student Group Check-in” form - To find the table number assigned to your group, select the option for “List of Student Groups Participating”  to access the spreadsheet. Then, access the check-in form and select the relevant shift and group name. If everything matches our records for pre-registers, you’ll receive a confirmation at the end of the form.

  4. Set up your table - SGS staff will drop by your table to hand over your lanyards. 

    • You can stay at your table until a staff member arrives.

    • Make sure you have your OneCard or class schedule (on Beartracks) ready in order to verify your status as a student

    • Please note that these materials must be returned at the end of your shift to SGS; otherwise there will be a penalty, and potential fine.

You must check-in for all consecutive shifts.

Check-in Form

Instructions for Walk-Up Groups 

Walk-ups must manually check in with SGS; there is no self-serve option for walk-ups at this time.

    1. Arrive at Main Quad - Fall Clubs Fair 2026 will be located at the North end of Main Quad, by the Centennial Centre for Interdisciplinary Science (CCIS). We're located inside the big white tent!

    2. Optional - Scan the QR Code - Look for a Clubs Fair QR code located on posters, banners, or tables. Scan it with your phone to access the Clubs Fair Link Hub. To find out how many walk up shifts are available, select the option for “List of Student Groups Participating” to access the spreadsheet

    3. Line up at the SGS tent - Head to the SGS tent at the northwest corner of the Clubs Fair tent. Ensure you are lined up by: 10:00 AM for morning walk ups, 12:00 PM for noon walk ups, and 2:00 PM for afternoon walk ups.

    4. Check in with Student Group Services - If we have space available, we will begin checking in groups for walk up shifts. Shifts will be assigned on a first-come, first-serve basis.

      • Make sure you have your OneCard or class schedule (on Beartracks) ready in order to verify your status as a student. 

      • You will need to read through the updated operating guidelines and sign the Clubs Fair contract

      • Pay your $20 walk up fee, via cash, cheque, or card.

      • At the SGS tent, you will receive your table number, and receive 2 lanyards that will denote a maximum of 2 representatives at your table at a given time.

      • Please note that these materials must be returned at the end of your shift to SGS; elsewise there will be a penalty, and potential fine.

    5. Find and Set up your Table - You may only set up at a table once you have checked in at the SGS table and received your table number.

More walk-up shifts may become available at the 30 minute mark if groups fail to arrive at the end of their check-in window.

Checking Out

Please make sure that you are packed up at least 5 minutes before the end of your final consecutive shift for the day, so the next group can begin setting up after they have checked in. If you have an afternoon shift, please make sure to begin packing up by 3:50 so SGS staff can close the fair at 4:00 PM. All groups must return their lanyards at the end of their shift to avoid penalties.

FAQ and Troubleshooting

For assistance with the self check-in process, please see the following troubleshooting tips, or seek out one of our representatives at the SGS table by the stairs and across from the elevators!

Q: What if my group’s name is not on the form?
A: Make sure you're checking in at the correct time. If you're a walk-up shift, go to the Clubs Fair Lounge for assistance. If your group is pre-registered and still not listed, we’ll help you troubleshoot at the SGS table.

Q: I accidentally selected the wrong shift time. What should I do?
A: If you select the wrong shift, you can go back in the form to find the correct shift time. Check the tabling spreadsheet if you are unsure if you are supposed to be tabling at this time.

Q: What if the form isn't working or I have technical issues?
A: If the Link Hub or form is down, please visit the SGS table for troubleshooting. We can assist with checking in manually if needed.

Q: What happens if I go to the wrong table?
A: If you mistakenly go to another group's table, or someone is occupying your spot, SGS staff will assist you in finding your correct location. You can also check the tabling spreadsheet if you are unsure if you are supposed to be tabling at that table.

Q: Can I participate if I didn’t pre-register?
A: If you did not pre-register, you can join as a walk-up. Head to the SGS table for a walk-up shift, pending availability. Check in times are included in the walk-up instructions 

Q: What happens if I miss my check-in time even if I pre-registered?
A: If you miss your check-in time, please go directly to the SGS table, as your table may have been given away, resulting in a fine. We can help you troubleshoot and may offer you a walk-up shift if there’s availability.

Q: What if I don't return my materials at the end of the event?
A: Materials must be returned to the SGS table after your shift. Failure to return items will result in potential penalties and fines.

Q: Is there a limit to how many walk-up shifts my groups can claim?
A: There isn't! As long as we have tables available, you can claim as many walk-up shifts as you would like.

Clubs Fair Tips: Frequently Asked Questions

Last Updated: July 22, 2026

Got questions about Clubs Fair? We have answers!

What is Clubs Fair?

Clubs Fair is an event organized twice a year by Student Group Services, in collaboration with Week of Welcome. The event gives student groups the chance to recruit new members at the beginning of Fall and Winter term, and showcases the variety of involvement opportunities we have on campus. During Fall Clubs Fair,  tables are set up in a large tent on Main Quad, in the heart of the WOW Village and by the Mainstage. During Winter Clubs Fair, tables are set up in the Students' Union Building. Students are encouraged to walk through and chat with the student groups who are set up at each table.

Who can table at Clubs Fair?

Tabling at Clubs Fair is open to all student groups who are recognized at the University of Alberta. Additionally, SGS has partnered with Campus Community Recreation and the Faculty of Engineering to include Club Sports and Engineering Project Groups in tabling!

If you are a new student group who has not completed registration yet, you will not be eligible to sign up to table at this time. Keep an eye on your inbox for information about free tabling opportunities!

University departments and units can also table at Fall Clubs Fair by contacting the Conferencing & Events Department at uasuevents@su.ualberta.ca and organizations that are external to the university can contact sponsorship@su.ualberta.ca to get a tabling spot. During Winter Clubs Fair, all interested parties can contact clubs@su.ualberta.ca to discuss tabling.

How do registered student groups sign up to table at Clubs Fair?

Registered student groups can sign up to table via the Showpass. From there, you can choose which shifts (up to 3) you would like to sign up for. There are a maximum number of 3 shifts per group.

Help! I don't know if my sign up went through. How can I check that you received it?

If you would like to check on your order status, please contact us at clubs@su.ualberta.ca.

What if my group is currently unaffiliated? Can we still sign up?

yes! But your group must be in good standing by the cancellation deadline in order to maintain a tabling spot. 

How can I pay for my shift for Fall Clubs Fair?

You have two options: either pay with a credit card during your order, or you can opt to pay with cash or student group cheque at the Student Life Central desk in SUB basement.

If for any reason no one in your group has access to a credit card, you can fill out our alternative clubs fair sign up. This form can be accessed on campus.hellorubric.com by following these steps:

  1. Click the "Login" drop-down and select Student Portal.
  2. Login with your UAlberta email and password.
  3. Click the icon in the upper right-hand corner.
  4. From the options, click on the name of your student group under "Switch Accounts".
    1. You will now be viewing your club page as a club executive.
  5. In the upper navigation, select "Administration" and navigate to "All Forms"
  6. On the Forms Overview page, scroll down until you find "Other Forms"
  7. Select the "Clubs Fair 2026 Alternative Signup" form
  8. Complete the form.
  9. Make a payment using cash or student group cheque at Student Life Central Located at the lower level of SUB
    Secure your spot
  10. Please make cheques out to the University of Alberta Students' Union and include "clubs fair payment" in the memo line. Student group bank accounts must have dual signing authority, so student group cheques with only one signature will not be accepted.

 Please note that we will not accept personal cheques. Student group bank accounts must have dual signing authority, so student group cheques with only one signature will also not be accepted.

Why do we have to pay for a tabling spot at Fall Clubs Fair?

Fees for Clubs Fair help to cover the cost of equipment rental -- the tents that keep the weather at bay, the tables for group displays, and all of that! The actual cost of these rentals is highly subsidized already, so we just need a little extra from groups to ensure we can have the best event possible! This also ensures that groups will show up to the event; we can't have Clubs Fair without clubs!

Will tables be assigned in advance? How will I know where my group's table is at the Fair?

Tabling assignments will NOT be announced in advance and will only be available when your club checks in.  It is important that you make sure you (and the other members of your group that will be recruiting) come to check in with SGS Staff at the start of your time slot on each day of Clubs Fair to find out your table assignment.

What rules are there at Clubs Fair?

All student groups participating are expected to abide by the Clubs Fair Operating Guidelines. Consequences for Non-Compliance are outlined in this document along with other important information on sponsors, selling merchandise or swag, and non-permitted items.

What do we get when we sign up for Clubs Fair?

Groups will be assigned a 2.5 ft x 6 ft table. If you need additional resources such as a chair or any other accommodations, please submit a special request form via Rubric.

What should we bring for our table? What is allowed?

Student groups usually bring a trifold or other poster board with them to showcase what their group does. If your group has awards or items relevant to your mandate, you can also use these to decorate your table! If you’re interested in making your display more accessible, read about universal design principles here!

Please make sure the items you bring fit in the space provided; if you need extra space for items such as large wire stands or banners, please submit a special request form via Rubric. Refer to the Clubs Fair Operating Guidelines for more information.

Is there anything else we can do to prepare?

Student Group Services will be hosting additional workshops and adding more resources to this page prior to the start of the event. To get the most of the event, keep an eye out for our newsletter and our Clubs Fair page on DOCS.SU.

Make sure to sign up to the SGS Newsletter to stay up-to-date on Clubs Fair and other student group information!

Clubs Fair Tips: Tabling

Last updated: August 5, 2026

Feeling unsure about tabling at Clubs Fair? Read through this guide to learn some new skills!

Tabling

Most of us who are members of student groups have been to Clubs Fair and seen tabling happen in person, and some of us have even tabled ourselves. Tabling can seem daunting and challenging if you’ve never done it before, though. It can be hard to talk to so many different people, while also trying to sound interesting, engaging, and pitching your group’s value. So in a sea of tables, how are you supposed to grab people’s attention? Definitely not by soliciting!

Soliciting

Per the Clubs Fair Operating Guidelines, no monitor is permitted to approach other patrons at Clubs Fair in order to promote their service, unless approached first. In other words, solicitation is prohibited during Clubs Fair. So what counts as solicitation? This list isn’t exhaustive, but you cannot do the following:

If an attendee comes up to you and says hi, this is your chance to start a conversation! Not sure where to start? We have three great steps for this: Ask, Respond, and Conclude, also known as the ARC Method.

ARC Method

Ask: Learn More and Listen Actively

Asking open ended questions helps you tailor your recruiting efforts to the person in front of you. Learning more about the potential member can help you figure out if they’re a good fit for your group, too. Consider questions like these:

Active listening goes beyond just hearing what someone is saying. It also covers paying attention to non-verbal cues from yourself and from them. Make sure your body language is open and inviting when you’re tabling so you can have an engaging conversation with your potential members. Remember the acronym SOLAR:

Respond: Answer Questions and Provide Information

Once you know a bit more about the person and you’re both comfortable, you can provide responses that fit what they’re looking for! Try to be clear, concise, and connect your response back to what the person told you. If you are talking to a first year student who is looking to make friends, make sure you emphasize the social aspects of membership and how they can last throughout their degree. If they are an upper year student who wants to volunteer more, talk up the service opportunities you provide and discuss how it can fit into their schedule as they finish their degree.

They may even respond to you by asking YOU questions about your group. Sometimes, people have tough questions. It’s helpful to plan in advance and come up with answers to frequently asked questions and some that may be harder to answer for your regular members. Here are some potential questions you can prep for:

Conclude: Collect Information and Follow Up

Students have a lot of things going on in their lives. They might be interested in your group, but then the chaos of syllabus week carries them away! You should always ensure you can contact every single person that was interested in your group. Invite them to leave their contact information, and be sure to contact them in a timely manner and with details about how to get involved so you stay on their mind!

Whether you are collecting emails for a mailing list or asking people to commit to being a member on the spot, you need to keep privacy laws in mind. When you invite people to provide you with their information, you must ensure you tell them what it will be used for, how it will be stored by the club, and how long the club will use the information. These details should be written down for students to make it easier for them to understand. For example, if you are using a Google form, include this in the opening description.

As per the University of Alberta’s Information and Privacy Office (IPO) on Campus, you should only collect, use and access the least amount of information to perform your duties. Ask yourself, is this something I “need to know” or is it something “nice to know”? For example, if you only need to know if a student is an undergraduate or graduate student, collect that instead of their year of study. There are also some things you simply cannot collect, such as healthcare numbers, social insurance numbers, or student ID numbers.

Tabling is a fantastic way to get more members for your student group, and by preparing in advance, you can set your group up for success!

Tabling Workshop

We know that tabling can be quite challenging, this year we are offering student group leaders the opportunity to attend a workshop to give you the skills you need to get the most out of your time at Fall Clubs Fair.

The workshop will take place on August 31, 2026 at the Orion room, located on the lower level of SUB and will take place from 1:00 PM - 3:00 PM.

Tabling Workshop Sign Up

Make sure to sign up to the SGS Newsletter to stay up-to-date on Clubs Fair and other student group information!

Clubs Fair Tips: Make It Pretty!

Last Updated: August 5, 2026

How can you attract folks' attention in the midst of all the other tables in Club’s Fair? You make it visually appealing or as I like to say make it pretty!

At SGS we want nothing more than for you to have an amazing experience at Clubs Fair and accomplish all the recruitment goals you set out with. To help you out, we’ve put together some suggestions and examples to take your table to the next level. As the first thing that students see, it is important to have your table set up to be enticing to attract new members.

Here are some general tips to set up an attractive table!

If you have any questions with what are things you could do or any other questions related to recruiting through clubs fair, shoot your questions to clubs@uasu.ca