# 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 by the 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!
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](mailto:sponsorship@su.ualberta.ca) to get a tabling spot.
#### September 1, 2025: Campus Kickoff
**10 AM - 1 PM (1 shift)**
During Campus Kickoff this year, we’re giving groups the chance to meet incoming students before the school year begins! Tabling during Campus Kickoff Clubs Fair will give your group the chance to meet first year students, who are a fantastic demographic for groups hoping to gain many new members and bring folks in early on.
#### September 2 - 4, 2025: Week of Welcome
**10 AM - 4 PM (2 shifts per day, 3 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 3 and 4, 2025: Low Sensory Hours
**10 - 11 AM and 3 - 4 PM (the first hour of morning shifts and last hour of afternoon shifts)**
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 3 or 4, 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.
| [**Learn more about low sensory hours here!**](https://docs.su.ualberta.ca/books/student-group-services/page/low-sensory-clubs-fair) |
### Signing Up
Registered student groups can sign up to table via the Events Network 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 2 shifts in advance.** Your group can sign up for any combination of shifts, as long as it does not exceed 2 total. **If you sign up for more than 2 shifts, your reservation will be changed to only include the 2 earliest shifts.**
Please note that only one registration may be submitted per CCID; if you need to register multiple student groups, coordinate with other executives to have them submit via their own CCIDs. 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.
#### Cost
**Early bird Pricing: July 23rd - August 5th, 2025**
- Single shift (full day at Campus Kickoff, morning or afternoon at WOW): $12.50
- Double shift (full day at WOW): $20
**Regular Pricing: August 6th - 20th, 2025**
- Single shift (morning or afternoon at WOW): $15.00
- Double shift (full day at WOW): $25
**Walk-Up Shifts: September 1st - 4th, 2025**
- $20 per shift
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.
Please process payment for your Clubs Fair booking by August 27th, 2025 at 4 PM to secure your booking. Payments can be made via credit card during the sign up process, or by cash or student group cheque at the InfoLink desk in SUB Basement. Please wait until the next business day to make cash or cheque payments so we can ensure our records are up to date! 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.
| **Sign up is now closed!** |
**August 5, 2025 11:59 PM -** Early bird pricing ends; additional tabling spots will be released
**August 19, 2025 11:59 PM -** Sign up closes. Please note that sign up may close sooner if we run out of spots.
**August 22, 2025 4:00 PM -** Special request form closes.
**August 27, 2025 4:00 PM -** 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 the Events Network, or try to get shifts during Clubs Fair by doing a walk-up shift. 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!
**[Sign up](https://su225.activehosted.com/f/12)** to get emails about walk up shifts at Fall Clubs Fair 2025!
**How much are walk-up shifts and what do we get?**
Walk-up shifts will be $20 per shift during Fall Clubs Fair 2025, cash or student group cheque only. 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](https://docs.su.ualberta.ca/books/student-group-resources/page/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 30 minutes after the start of each shift: 10:30 AM for morning shifts ending at 1:00 PM (Sept. 1-4, 2025), and 1:30 PM for afternoon shifts ending at 4:00 PM (Sept. 2-4, 2025).
SGS does not guarantee the availability of walk-up shifts; tables will be assigned on a first come first serve basis.
**What time do we need to line up for a walk-up shift?**
We will begin assigning walk-up shifts at 10:30 AM for morning shifts, and at 1:30 PM for afternoon shifts. Please note that you cannot reserve multiple walk-up shifts at once; if your group comes for a morning walk-up shift, you will need to pack up at 12:50 PM and line up again at 1:30 PM if you would like to secure an afternoon walk-up shift as well.
**My group is already signed up for Clubs Fair; can we do walk-up shifts too?**
Yes! Although there is a maximum number of 2 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 frozen? 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](https://docs.su.ualberta.ca/books/student-group-resources/page/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.](https://portal.hellorubric.com/form?fid=5217)
**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](https://universaldesign.ie/what-is-universal-design/definition-and-overview/)!
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](https://docs.su.ualberta.ca/books/student-group-resources/page/clubs-fair-operating-guidelines) for more information.
# Fall Clubs Fair 2025 Link Hub
#### [](https://s3.su.ualberta.ca/docs/uploads/images/gallery/2025-08/S9SP7VtOi6P6EYJT-fcf-2526-digital-newsletter.png)
#### Welcome to Fall Clubs Fair 2025! 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!](https://docs.su.ualberta.ca/link/1995#bkmrk-student-group-resour)
### **Attendee Resources**
| #### [**Live Map**](https://map.proxi.co/r/Jy2bnP-1CRCiO959omzN)
Wanna know who is at which table right now? Check out our live map for the details!
Remember: shifts change over at 1:00 PM so some groups will only be tabling in the morning and some will only be tabling in the afternoon on a given 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!](https://docs.su.ualberta.ca/books/student-group-services/page/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 **digital camera** of your choosing (up to $650 CAD)!
|
| #### **[Full Club Directory](http://uasu.ca/clubs)**
Looking for other groups who weren't at the fair? Check out our full database of groups on **Rubric**, our student group platform!
|
[](https://s3.su.ualberta.ca/docs/uploads/images/gallery/2025-08/r1l54mIkSIigN7bN-fcf-low-sensory-2526-digital-newsletter.png)
| #### **[Low Sensory Sign Up for Attendees](https://www.showclix.com/tickets/WOW25CLUBS)**
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 in the morning or afternoon of September 3rd or 4th.
|
| #### [**Give us your feedback!** ](https://forms.gle/SswfKnkAoDAgARw47)
We'd love to hear from you about the event. Whether you want to share what you appreciated, highlight what stood out, or offer ideas for how we can improve future events, your insights are incredibly valuable to us.
|
### **Student Group Resources**
| #### **[Self Check-in for Tabling Student Groups](https://docs.google.com/forms/d/e/1FAIpQLSenthKtaMLSHcbKgS2lVqTrXe74lhsojd8cSbRb416aBTvc9w/viewform?usp=header)**
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.](https://docs.su.ualberta.ca/books/student-group-services/page/self-check-in-for-student-groups-at-clubs-fair)
|
| #### **[List of Student Groups Participating ](https://docs.google.com/spreadsheets/d/1Gfesxfn5VOqrPMQMrVV3Vawh88ro9PSlVpThrWW-Xlc/edit?usp=sharing)**
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](https://docs.su.ualberta.ca/books/student-group-services/page/clubs-fair-operating-guidelines)**
These guidelines contain important information for all student groups who are participating in Fall Clubs Fair!
|
| #### **[Fall Clubs Fair Overview](https://docs.su.ualberta.ca/books/student-group-services/page/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!
[](https://s3.su.ualberta.ca/docs/uploads/images/gallery/2025-08/pspWjEpQCnLxWw68-fcf-2526-map-digital-copy.png)
# Meet Clubs, Win Prizes!
**Fall Clubs Fair is here!** 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 1 - 4, 2025, collect Perks points to enter an exclusive raffle for Clubs Fair attendees!
### Prize Draws
- **Student Prize:** 1 digital camera of your choosing (up to $650 CAD)
- **Student Group Prizes:** 1 of 3 prizes worth $200 to a UASU business of your group’s choice (SUBPrint vouchers, Horowitz Events Centre credit, Dewey’s vouchers, etc)
### 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!** For each club you meet, scan their unique QR code displayed at each club’s table. Each UNIQUE Scan will get you 10 Perks points!
3. **Collect at least 5 UNIQUE Scans:** To enter the prize draw, you need 50 Perks points. So, you will need to collect at least 5 UNIQUE scans to get 1 entry in the draw.
4. **Student Group Draw:** The clubs you scan will also be entered into a separate draw for their group. When 5 students scan their QR code, a student group gets 1 entry in the Student Group draw.
5. **Redeem collected Perks points into the Raffle:** You will need 50 Perks points to get 1 entry into the prize draw. You can buy multiple entries (to increase the probability of winning the draw prizes!) using Perks points.
### For clubs
1. **Collect your group's Perks QR code** when you check in at the Student Group Services table; the code 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 the chance to scan your code. Be sure to tell them how to play and enter the raffle.
3. **Maximize your conversations:** For every 5 scans of your group's QR code, your group is entered once into a separate raffle for group prizes.
4. **Return your code** to the SGS table at the end of your shifts for the day.
### Contest Rules
1. **Eligibility**: Entrants must be current University of Alberta students.
2. **QR Code Scan Limit:** Each group’s QR code can be scanned only ONCE per student.
3. **Entry Limits:** There is no limit to the number of entries for each individual student playing the game. Each UNIQUE scan will get you 10 perk points.
4. **Collection Requirements:** Collect 5 UNIQUE scans (50 perk points) to earn 1 entry into the individual draws. You may collect as many UNIQUE scans as you can to get more perk points!
5. **Redeem collected perk points into the Raffle:** You will need 50 perk points to get 1 entry into the daily prize. You can buy multiple entries (to increase the probability of winning the draw prizes!) using perk points.
### Entry and Draw Details
- Prizes will be drawn from entries collected throughout the Fair.
- Perks use CCID, which may be collected upon entry into the draw, and will only be used to contact the winners of the draws.
- Student Groups are entered into the draw when at least 5 students scan their QR code.
- Student Groups will be contacted via the email address provided during Clubs Fair registration, along with the email of the group and the primary contact.
NOTE: If the QR code isn’t working, you can ask the Student group Executive for the URL. For further concerns, please visit the SGS tent for assistance.
# Winter Clubs Fair Overview
*Last Updated: December 23, 2025*
### What is Winter Clubs Fair?
Winter 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 Winter term, and showcases the variety of involvement opportunities we have on campus. Tables are set up in the University Commons Building (UCOMM), and students are encouraged to walk through and chat with the student groups who are set up at each table. Winter Clubs Fair 2026 will happen on January 7-8 2026, 10:00 AM - 4:00 PM.
### Get your group involved!
While Winter Clubs Fair is technically shorter than Fall Clubs Fair, there are a wider variety of ways for your group to get involved and many of these ways are FREE (with the exception of walk-up shifts for standard tabling). Whether your group benefits from showing or telling, we hope you can find the right recruiting method for you.
### Tabling
The main way student groups recruit at Clubs Fair is through tabling. Each group who signs up to table will get a designated 6 ft x 2.5 ft table to set up a trifold, banner, or anything else to help display what their group is about. Tabling is more about talking than other recruiting techniques, so this can work for all kinds of groups. 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!
#### Signing Up
Registered student groups can sign up to table via the Events Network once the form launches. From there, you can choose which shifts you would like to sign up for. Sign ups will be free but will be **limited to 3 per student group**. Each day will have 3 possible 2-hour shifts. So a group could table for a full day or spread out over the two days on times that work best for the group. **If you sign up for more than 3 shifts, your reservation will be changed to only include the 3 earliest shifts.**
Please note that only one registration may be submitted per CCID; if you need to register multiple student groups, coordinate with other executives to have them submit via their own CCIDs. 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.
For groups who miss their chance to sign up, walk-up shifts will be available if space allows. The availability of walk-up shifts is dependent on whether clubs who have signed up in advance show up for their shifts on time. **Walk-up shifts will be $10 per shift, cash or student group cheque only.**
| [**Sign Up Here!**](https://network2.su.ualberta.ca/network/sgs/apply/wcf)
|
### Student Group Showcase
During Winter Clubs Fair, we also offer student groups the chance to shine on stage! At noon from January 13-15, showcase your club on SUBstage for **up to 15 minutes** at a time! This feature for Winter Clubs Fair is exclusively available for student groups to use. It’s a great opportunity for dance, music, theatre, and even sports-related groups to show off what they have been working on during the Fall semester, and recruit more members.
This option is free and is available to all registered student groups, regardless of whether the student group is signed up for a tabling shift at Clubs Fair. Groups will be allotted **one** performance slot, unless space allows us to offer multiple slots. To accommodate staffing needs, **we will not accept walk-ups for the stage**. Submitting a proposal does not guarantee your group a performance slot.
Here's how to access the form on [hellorubric.com](http://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.
6. In the upper navigation, click "Forms"
7. On the Forms Overview page, look for the category "Other Forms"
8. Select the "Winter Clubs Showcase 2026" Form
9. Complete the form.
### When can we sign up?
##### Showcase
Proposals can be submitted via Rubric from November 5, 2025 - December 5, 2025
##### Tabling
Tabling sign ups will open on November 12, 2025 via the Events Network. Please ensure you read through [the updated operating guidelines](https://docs.su.ualberta.ca/books/student-group-resources/page/clubs-fair-operating-guidelines) before signing up to table.
**Tabling Sign up will close on December 17, 2025 at 11:59 PM**. We highly recommend that you sign up for our newsletter and keep an eye on [our website](https://www.su.ualberta.ca/this-is-how-you-get-involved/student-groups/winter-clubs-fair/) so that your student group can come prepared.
### Walk-up Shifts
Registered student groups have 2 options for claiming tables at Clubs Fair: they can sign up in advance via the Events Network, or try to get shifts during Clubs Fair by doing a walk-up shift. 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!
To get emails about walk up shifts at Winter Clubs Fair 2026, you can sign up to our watchlist.
| [**Watchlist Sign Ups**](https://su225.activehosted.com/f/12) |
**How much are walk-up shifts and what do we get?**
Walk-up shifts will be $10 per shift during Winter Clubs Fair 2026, paid via cash, cheque, or 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](https://docs.su.ualberta.ca/books/student-group-resources/page/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 Clubs Fair Lounge the start of each shift:
- 9:30 AM for morning shifts ending at 11:50 PM
- 11:50 PM for the noon shifts ending at 1:50 PM
- 1:50 PM for the afternoon shifts ending at 3:50 PM
SGS does not guarantee the availability of walk-up shifts; tables will be assigned on a first come first serve basis.
**What time do we need to line up for a walk-up shift?**
To get a walk up shift, head to the Clubs Fair Lounge, located in the hallway heading east from the SGS table. Staff will note down your information and your spot in line. We will begin assigning walk-up shifts 30 minutes after the regular shifts have started. Please note that you cannot reserve multiple walk-up shifts at once; if your group comes for a morning walk-up shift, you will need to pack up at 11:50 PM and line up again at 12:30 PM if you would like to secure a noon walk-up shift as well.
[Find more information about claiming walk up shifts here.](https://docs.su.ualberta.ca/link/1774#bkmrk-instructions-for-wal)
**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 of January 6, 2026, in order to maintain their tabling spots.
**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](https://docs.su.ualberta.ca/books/student-group-resources/page/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 on Rubric.
Here's how to access the form on [hellorubric.com](http://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.
6. In the upper navigation, click "Forms"
7. On the Forms Overview page, look for the category "Other Forms"
8. Select the "Winter Clubs Fair 2026 Special Requests" Form
9. 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 January 6, 2026, from 10:00 AM to 4:00 PM. You can drop in at anytime during that window.
| **[RSVP for the Trifold Workshop](https://docs.google.com/forms/d/e/1FAIpQLSfuMnkp-VeJreNcnckb7kEaWqUiR4yjkGCi1JdxGuBfaG7gUw/viewform?usp=dialog)**
|
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](https://universaldesign.ie/what-is-universal-design/definition-and-overview/)!
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](https://docs.su.ualberta.ca/books/student-group-resources/page/clubs-fair-operating-guidelines) for more information.
**What else can we do to recruit members in Winter term?**
Signing up for Winter Clubs Fair is just the first step towards getting more members—you need to give them something to look forward to! Consider planning some events for the first few weeks of school. This way, you’ll have something to invite people to when you talk to them at Clubs Fair. Make sure your event submission is done at least **15 business days BEFORE the event**, though; for events during the first week of classes, we recommend submitting to the Dean of Students Office at the beginning of December to accommodate the winter closure.
# Winter Clubs Fair 2026 Link Hub
#### [](https://s3.su.ualberta.ca/docs/uploads/images/gallery/2025-12/ZV3lPQUgYlXnhL5y-wcf-2526-digital-sutv-general.jpg)
#### Welcome to Winter 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 group resources section!](https://docs.su.ualberta.ca/link/1762#bkmrk-student-group-resour)
### **Attendee Resources**
| #### [**Live Map**](https://map.proxi.co/r/MaSyasuF1oPlMkPffkB5)
Wanna know who is at which table right now? Check out our live map for the details!
Remember: shifts change over every two hours so some groups will only be tabling on a specific time window on a given 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!**](https://docs.su.ualberta.ca/books/student-group-services/page/winter-clubs-fair-2026-meet-clubs-win-prizes)
Use UASU Perks to check in at Winter Clubs Fair and collect points by talking to clubs, then redeem your points for a chance to win a **Kodak Pix Pro FZ55**!
|
| #### **[Full Club Directory](http://uasu.ca/clubs)**
Looking for other groups who weren't at the fair? Check out our full database of groups on **Rubric**, our student group platform!
|
| #### [**Give us your feedback!** ](https://portal.hellorubric.com/submit_form?fid=5998)
We'd love to hear from you about the event. Whether you want to share what you appreciated, highlight what stood out, or offer ideas for how we can improve future events, your insights are incredibly valuable to us.
|
### **Student Group Resources**
| #### [**Self Check-in for Tabling Student Groups**](https://docs.google.com/forms/d/e/1FAIpQLSfMO5MzwLSuv_wIg5SC121FSiODaa-szU0z06B4cMJEs76k7A/viewform?usp=dialog)
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.](https://docs.su.ualberta.ca/books/student-group-services/page/self-check-in-for-student-groups-at-clubs-fair)
|
| #### **[List of Student Groups Participating ](https://docs.google.com/spreadsheets/d/1dczAvyDwnQEIe0oHgEM0RKUD_feN6PcbbQOupy_XAyg/edit?usp=sharing)**
This spreadsheet includes all groups participating in Winter 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](https://docs.su.ualberta.ca/books/student-group-services/page/clubs-fair-operating-guidelines)**
These guidelines contain important information for all student groups who are participating in Winter Clubs Fair!
|
| #### **[Winter Clubs Fair Overview](https://docs.su.ualberta.ca/books/student-group-services/page/winter-clubs-fair-overview)**
This page has information about Winter 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! *NOTE: This map will be updated to include the Clubs Fair Lounge and SUBSprout pop up shop in January 2026 once spaces are confirmed.*
[](https://s3.su.ualberta.ca/docs/uploads/images/gallery/2026-01/bYzo86rYiu3cr8hh-wcf-map-crop.png)
# Winter Clubs Fair 2025 Schedule
### What is Winter Clubs Fair?
Winter 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 Winter term, and showcases the variety of involvement opportunities we have on campus. Tables are set up in the Students’ Union Building, and students are encouraged to walk through and chat with the student groups who are set up at each table.
### Tabling Schedule
The main attraction at Clubs Fair is always the student groups tabling! You can find groups from 10 AM - 4 PM from January 7 - 9, 2025; some groups will be tabling all day, while others will swap in and out at 1 PM.
Looking to speak to a specific group? You can check our [full list of groups that are tabling each day!](https://docs.google.com/spreadsheets/d/1JfTE4fkS81oEz4BPJ14PLRNl4MhLr2pF7aC1pD4WkjE/edit?usp=sharing) If you can’t find the group you’re looking for at Clubs Fair, you can always try finding them on [BearsDen](http://alberta.campuslabs.ca/engage)!
Don’t forget to check into the event via [UASU Perks](http://perks.uasu.ca) to earn Perks Points! You can also participate in our coloured card game for a chance to win a Samsung Galaxy Tablet—[find more information about the contest here](https://docs.su.ualberta.ca/books/student-group-services/page/meet-clubs-win-prizes)!
### Student Group Showcase Schedule
During Winter Clubs Fair, we offer student groups the chance to shine on stage! At noon from January 7 - 9, check out the showcase on SUBStage on the main floor of the Students’ Union Building! Here’s the full schedule of groups performing during Winter Clubs Fair
January 7, 12:00 PM - 1:00 PM
- Swing-Out Edmonton - Winter Showcase
January 8, 12:00 PM - 1:00 PM
- Banzai Anime Klub - Cosplay Showcase
- University of Alberta Opera Theatre - Opera Showcase
January 9, 12:00 PM - 1:00 PM
- University of Alberta Dance Club - Dance Showcase
- Jack.org UAlberta - Jack Talk
- Video Gaming Club - Rhythm Game Showcase
# Winter Clubs Fair 2026 Meet Clubs, Win Prizes!
*Last Updated: December 10, 2025*
##### *Read the instructions. Play by the rules. Meet some clubs & have fun!*
### **What is Winter Clubs Fair?**
Winter 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 winter term and showcases the variety of involvement opportunities we have on campus. Tables are set up in the University Commons building, and students are encouraged to walk through and chat with the student groups who are set up at each table.
### **Meet Clubs, Win Prizes!**
Winter 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 January 7 to January 8, collect Perks points to enter an exclusive raffle for Clubs Fair attendees!
### **Prize Draws:**
- **Student Prize:** 1 Kodak Pix Pro FZ55
- **Student Group Prizes:** 1 of 3 prizes worth $200 to a UASU business of your group’s choice (SUBPrint vouchers, Horowitz Events Centre credit, Dewey’s vouchers, etc)
#### **For students:**
1. **Check in at Winter Clubs Fair!** Find the Perks QR code in the Clubs Fair event location to check into the event, and gain access to the raffle.
2. **Meet clubs at Winter Clubs Fair!** For each club you meet, scan their unique QR code displayed at each club’s table. Each UNIQUE Scan will get you 10 Perks points!
3. **Collect at least 5 UNIQUE Scans:** To enter the prize draw, you need 50 Perks points. So, you will need to collect at least 5 UNIQUE scans to get 1 entry in the draw.
4. **Student Group Draw:** The clubs you scan will also be entered into a separate draw for their group. When 5 students scan their QR code, a student group gets 1 entry in the Student Group draw.
5. **Redeem collected perk points into the Raffle:** You will need 50 Perks points to get 1 entry into the prize draw. You can buy multiple entries (to increase the probability of winning the draw prizes!) using Perks points.
#### **For clubs:**
1. **Collect your group's Perks QR code:** Once you complete the self check-in form at your table, a staff member will drop off your perks QR code along with your lanyards; the code 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 the chance to scan your code. Be sure to tell them how to play and enter the raffle.
3. **Maximize your conversations:** For every 5 scans of your group's QR code, your group is entered once into a separate raffle for group prizes.
4. **Return your code** to the SGS table at the end of your shifts for the day.
### **Contest rules and regulations:**
1. Entrants must be current University of Alberta undergraduate students.
2. Each group’s QR code can be scanned only ONCE per student.
3. Each UNIQUE scan 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 UNIQUE students that scan their QR code.
8. Student Groups will be contacted via the email address provided during Clubs Fair registration, along with the email of the group and the primary contact.
**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 on September 3rd and 4th, 2025 from 10:00 - 11:00 AM and 3:00 - 4:00 PM, 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.
We are excited to offer this experience to students, and have made updates to the event based on feedback from last year. 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.
### 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:
- Do not play any music or use any noise makers in your display.
- Set up tables and displays to be viewed at and accessed from different heights.
- Provide an alternative means of accessing print materials. For instance, collect email addresses to send digital materials to participants, or provide large print cards with a URL for digital access to materials.
- Display materials in an organized manner and limit the number of items on display.
### 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](https://universaldesign.ie/what-is-universal-design/definition-and-overview/) 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 Winter Clubs Fair (WCF).**
Self check-in is easy! Just scan the code, find your table number, fill out the Google Form, set up at your table, and we will give you your lanyards and QR code before the end of check-in time!
##### Self Check-in Times:
- Morning Shift: 9:30 AM - 10:30 AM
- Noon Shift: 11:50 AM - 12:30 PM
- Afternoon Shift: 1:50 PM - 2:30 PM
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:
- 10:30 AM for morning shifts ending at 12:00 PM
- 12:30 PM for the noon shifts ending at 2:00 PM
- 2:30 PM for the afternoon shifts ending at 4:00 PM
### Instructions for Pre-Signed Up Groups
1. **Arrive at University Commons -** Winter Clubs Fair 2026 will be located at the central hall of University Commons.
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 QR code and 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.**
| #### [**Access the check-in form here!**](https://docs.google.com/forms/d/e/1FAIpQLSfMO5MzwLSuv_wIg5SC121FSiODaa-szU0z06B4cMJEs76k7A/viewform?usp=dialog)
|
### 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 University Commons -** Winter Clubs Fair 2026 will be located at the central hall of University Commons
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. **Check in at the Clubs Fair Lounge -** Head to the Clubs Fair Lounge, located in the hallway heading east from the SGS table. Staff will note down your information and your spot in line
- - Make sure that your student group is affiliated on Rubric. [It should appear on this list](https://www.su.ualberta.ca/this-is-how-you-get-involved/student-groups/)
- 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](https://docs.su.ualberta.ca/books/student-group-services/page/clubs-fair-operating-guidelines) and sign the Clubs Fair contract
- While you wait, you can leave your stuff in the lounge and wait there or stroll through the event
4. **Wait for the Walk-up Start Time -** If we have space available, we will begin checking in groups for walk-up shifts.
- - Pay your $10 walk-up fee, via cash, cheque, or card.
- You will receive your table number and receive a QR code for the contest and 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; otherwise, 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.
### 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 QR code and 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](https://docs.su.ualberta.ca/link/1774#bkmrk-instructions-for-wal)
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.
# Clubs Fair Tips: Get your group ready!
*Updated: December 23, 2025*
This checklist will help you ensure you're set up for success during Clubs Fair!
### **Pre-Clubs Fair Checklist**
Before you get ready to table, make sure your group has met all the requirements for Clubs Fair.
- **Sign up** - You can sign up to table via the Events Network! If you miss the deadline or a shift fills up, you can [learn more about walk up shifts here!](https://docs.su.ualberta.ca/books/student-group-services/page/winter-clubs-fair-overview)
- **Payment** (Fall Clubs Fair only) - Credit card payments can be made via the Events Network; just have the person who signed up for Clubs Fair open the sign up link again and click the green button that says “please click here to pay with credit card.” To pay with cash or student group cheque, you can come by the Student Life Central desk—check [their operating hours before you come!](https://www.su.ualberta.ca/these-are-your-resources/these-are-your-learning-supports/infolink/)
- **Special requests form** - If your group has any special requests such as extra space for an oversized display or chairs for accessibility purposes, make sure you have submitted these requests via Rubric!
- **Registration and training** - Only recognized student groups in good standing can table during Clubs Fair. If your group is currently unaffiliated because you are missing training or registration, a staff member will reach out to you to discuss your options.
- **Clubs Fair contract** - Contracts must be completed while signing up for tabling. This includes reading through the [Operating Guidelines](https://docs.su.ualberta.ca/books/student-group-resources/page/clubs-fair-operating-guidelines) and informing your group of rules and regulations in place during Clubs Fair.
If you need to cancel any shifts, you can do so without penalty before the deadline; just email for help. Any cancellations after this deadline will not receive a refund, and any shifts you fail to cancel or show up to will result in a fine for your student group. Groups who haven’t paid or are not in good standing by this deadline will have their reserved shifts canceled by SGS staff.
### **Best Practices for Clubs Fair**
There’s more you can do to set yourself up for success, though! Here are some tips for tabling at Clubs Fairs.
**Schedule your volunteers in advance.** To make your tabling experience easier, we recommend building a schedule for members to sign up to volunteer at your table. You can break up tabling shifts into 1-1.5 hour slots to accommodate your members’ class schedules. It’s also smart to have folks sign up to be backups in case a member cannot make it to a tabling slot they volunteered for. Remember: a maximum of two recruiters can be at your table at any given time!
**Design your display.** Standing out at Clubs Fair comes down to your table display! Get some ideas for your table by reading about [universal design principles](https://universaldesign.ie/what-is-universal-design/definition-and-overview/) to help make sure your display is accessible to as many people as possible. If you’ll have large items on display that go beyond the size of the table, make sure you submit a special request form!
**Practice your tabling skills.** Tabling (and recruiting in general) is something that gets easier the more you do it, but for many group members who are volunteering at Clubs Fair, it’s their first time! Our GLO Skills: Recruitment module will help prepare you to recruit members in any context. You can organize a practice workshop for your group members so more experienced recruiters can mentor the newer ones.
**Set goals for your recruiting efforts.** Does your group need more first year members? Are you looking for people with specific skills to fill executive roles in the future? Make sure you set some goals in advance for your recruitment efforts! A good goal to set is your **conversion rate**: how many of the people you talk to do you want to convert into members? Remember, not everyone who comes to your table is going to end up being a member of your group, but you should set some goals to encourage your recruiters to really sell the experience.
**Collect and track the right data.** The point of Clubs Fair is to help you recruit new members, so you should have tools in place to collect people’s contact information and track data! Please remember that there is certain information you cannot request from potential or existing members, such as student ID numbers.
Under the Freedom of Information and Protection of Privacy Act (“FOIPP Act”), and other ethics boards related to private information, it is best to only ask for what information you need, to clearly state the reason(s) you need the information and to identify how the information will be used by the group. Things such as ualberta email addresses, names, and student status (undergraduate, graduate, alumni) are all valid things to collect for the sake of tracking who your members are! SGS will also request this information when you submit registration, so you might as well collect it now.
# Clubs Fair Tips: Frequently Asked Questions
***Last Updated: Sept 25, 2025***
***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 and organizations that are external to the university can contact to get a tabling spot. During Winter Clubs Fair, all interested parties can contact 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 [Events Network](https://network2.su.ualberta.ca/network/sgs/apply/fcf) once the form launches. 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. **If you sign up for more than 3 shifts, your reservation will be changed to only include the 3 earliest shifts.**
Please note that only one registration may be submitted per CCID; if you need to register multiple student groups, coordinate with other executives to have them submit via their own CCIDs. 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.
**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 frozen? 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. **If your group has not completed GLO training or registration and is frozen due to this, please ensure you do this as soon as possible so we can review your submission before the deadline.**
**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. 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](https://docs.su.ualberta.ca/books/student-group-resources/page/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 BearsDen.
**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! [Read more about makin’ it pretty in this article](https://alberta.campuslabs.ca/engage/news/13024). If you’re interested in making your display more accessible, [read about universal design principles here](https://universaldesign.ie/what-is-universal-design/definition-and-overview/)!
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 BearsDen. Refer to the [Clubs Fair Operating Guidelines](https://docs.su.ualberta.ca/books/student-group-resources/page/clubs-fair-operating-guidelines) for more information.
**Make sure to sign up to the** [**SGS Newsletter**](https://su225.activehosted.com/f/4) **to stay up-to-date on Clubs Fair and other student group information!**
# Clubs Fair Tips: Tabling 101
***Last updated: TBA***
**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:
- Calling out to passersby
- Shoving pamphlets in people’s faces
- Walking through Clubs Fair with a sandwich board or flag and being disruptive
- Airdropping advertisements for your group to people’s phones or other devices
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.**
**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:
- What drew your attention to our table?
- What do you want to gain from this year?
- What year are you going into?
- What are you looking forward to from your university experience?
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:
- Sit/stand squarely
- Open posture
- Lean towards the other
- Appropriate eye contact
- Relax
**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:
- What is this club about?
- What is the time commitment of joining this group?
- Are there membership fees or other financial obligations?
- Do you offer leadership opportunities?
- What kinds of activities do you do?
**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! Make sure you have everything you need by reading through [our prep checklist](https://alberta.campuslabs.ca/engage/news/13565). See you at Clubs Fair!
**Make sure to sign up to the** [**SGS Newsletter**](https://su225.activehosted.com/f/4) **to stay up-to-date on Clubs Fair and other student group information!**
# Clubs Fair Tips: Track your Group’s Traffic
*Last Updated: TBA*
Keeping things organized during Club's Fair can be hard with different volunteers coming in and out this is where spreadsheets come in handy! Semion, one of our coordinators, has made an article with tips and tricks on how to keep things organized!
**Spreadsheets, spreadsheets, spreadsheets!**
What’s the hype all about, why should you track things during clubs’ fair?
Why should you track things in general? Well, there is all sorts of valuable data you could gain from tracking interactions, inputs outputs and all sorts of other data. This information could help you track your goals and compare your results year to year.
What kind of things should you track? This is a tricky question as there are many different things that you might want to track. At the same time, you should balance out how important a specific input is to the data that you are collecting. The less inputs you need the easier it is to fill out.
For example, if you are collecting data on how many people approach your table, you could collect the following data:
- The time in which they stopped by
- How long they stayed
- Number of visits from different people
- Their contact information
- How much they knew about your club prior.
Collecting all of this information can be nice, but you have to remember the goal. If your goal is to track how many people you interact with, you should only track the number of different people visiting your table. This will make sure that your group does not get overwhelmed tracking all sorts of different data, while at the same time ensuring that whoever organizes the data doesn’t get overwhelmed either.
Here are some examples of things you might want to track for clubs fair:
- Number of people visiting your table
- Contact information to follow up with them
- People from your group at the table
Of course, you can track whatever you like if you feel that you need it.
**Moving on to the how.**
This is where the spreadsheets come in handy. Spreadsheets are an efficient tool that can help you keep track of all sorts of information. It may seem overwhelming at first, but learning how to effectively utilize them is a great skill to have under your belt.
Here’s an example of a spreadsheet you might want to use:
This is an example of a sheet you could use to track tabling shifts between your group members.
Some basic excel skills are being used here.
- The days at the top consists of two merged cells which can be done by selecting the cells you wish to merge, and pressing the “merge cells” button on the toolbar at the top.
- You’ll also notice the alternating colours.
- I personally really like having alternating row colours just to make it easier to see which row is which. You can do that by selecting all rows you want and clicking on the “fill” button at the toolbar. Then select the “alternating colours” button and choose your favourite pattern!
- The last thing being added here is borders. I really like borders as once again it makes it easier to distinguish between different columns and rows. You can use it by selecting all cells needed, and clicking on the “borders” button on the toolbar.
This here is another example of a basic spreadsheet you could use.
You put the name of the person that has approached the table, get their email address and get a group member to confirm the data.
- This one is much simpler than the previous one (Who said spreadsheets need to be complicated?).
- This one is using the same techniques from the previous one with borders and alternating colours.
And that is basically it. You could always add and change your own version of spreadsheets. I hope these tips have helped you in some way and good luck with tabling this year!
# Clubs Fair Tips: Make It Pretty!
*Last Updated: TBA*
*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!
- It is important to **set up your table** in a way that just a look at your table gives students an idea of what your group is and what it is about. Lots of groups use tri-folds, banners, or just regular paint across a board
- **Table cloths** can also be an amazing tool to differentiate your table from the rest.
- Colour is always nice!
- **Trifolds!**
- Your table needs to express your group’s identity and mission. Very few things convey it as much as a neatly organized tri-fold.
- Get some markers, paint, etc—whatever you need to make your trifold look attractive and informative! Photos are always a great addition! They make your trifold stand out.
- **Adding some trinkets** to give away or decorate your table are great to attract people to your table.
- Just make sure to fill out the special request form if you intend on selling anything.
- Maybe even include some costumes or props. Do whatever you’re comfortable with and let your creativity flow!
- If you’re tabling for more than one shift, make sure you take a **picture of your table set up**. This will help anyone tabling for your group after you easily recreate your masterpiece.
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](mailto:clubs@su.ualberta.ca)