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! 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 September 2: 10 - 11 AM and 3 - 4 PM September 3: 10 - 11 AM 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 (Opening Soon) 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: Click the "Login" drop-down and select Student Portal. Login with your UAlberta email and password. Click the icon in the upper right-hand corner. From the options, click on the name of your student group under "Switch Accounts". You will now be viewing your club page as a club executive. In the upper navigation, select "Administration" and navigate to "All Forms" On the Forms Overview page, scroll down until you find "Other Forms" Select the "Clubs Fair 2026 Alternative Signup" form Complete the form. Make a payment using cash or student group cheque at Student Life Central Located at the lower level of SUB 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. Cost Early bird Pricing: July 22 - August 5, 2026 Single shift: $12.50 Regular Pricing: August 6 - 21, 2026 Single shift: $15.00 Walk-Up Shifts: September 1 - 3, 2026 $20.00 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. 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. What time do we need to line up for a walk-up shift? We will begin assigning walk-up shifts at: 10:00 AM for morning shifts 12:00 PM for noon shifts. 2:00 PM for afternoon shiftsPlease 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 AM and line up again at 12:00 PM if you would like to secure a walk-up shift for the noon slot. 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: Click the "Login" drop-down and select Student Portal. Login with your UAlberta email and password. Click the icon in the upper right-hand corner. From the options, click on the name of your student group under "Switch Accounts". You will now be viewing your club page as a club executive. In the upper navigation, select "Administration" and navigate to "All Forms" On the Forms Overview page, scroll down until you find the "Other Forms" Select the "Fall Clubs Fair 2026 Special Requests" Form 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 RSVPs (Opening Soon) 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.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 Recruiters Each recruiter must be aware of the Clubs Fair Operating Guidelines; 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. At least one (1) and no more than two (2) recruiters are allowed at a table, unless otherwise arranged with Student Group Services (SGS). 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. 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. 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. Solicitation & Distribution 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. Food or beverages for distribution must be pre-packaged and produced in a facility that is compliant with AHS regulations. Homemade food is not permitted. At no time will the distribution of non-Coca-Cola beverages be allowed, as per the Single-Source Cold Beverage Agreement. All regular University of Alberta and Students’ Union policies apply during Clubs Fair, including regular advertising policies. 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. Conduct All present at Clubs Fair must not act in a way which could result in substantial risk or harm to others or property 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. 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. Organizations are responsible for all items brought to Clubs Fair. 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. All present at Clubs Fair must assist in keeping the area clean by making full use of the garbage cans and recycling bins. Organizations repeatedly leaving behind garbage or mess at Clubs Fairs may be subject to consequences outlined in section 12 of this document. Noise Levels Organizations are expected to keep the sound level at their table at an appropriate level that is not disturbing to the tables nearby. 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. 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. Non-permitted items No vehicles of any kind operated by a tabling organization are permitted to be in the Clubs Fair tent or in SUB. 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. 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. Organization Benefits 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. 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. All display items, with the exception of roll up banners and trifolds, must not be taller than 7 feet. 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. 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. 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. Non-Compliance Violation of any part of this policy by an organization during Clubs Fair will result in the following consequences. First violation: Verbal warning from Student Group Services followed by a written warning at the end of the day to the organization primary contact. 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. 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. Infractions of different types may be considered collectively when leveraging fines or consequencesNo refunds will be given for any days missed by organizations due to violation of Student Group Services’ policies. Organizations who have had three violations recorded in one academic year will not be allowed to table at the next Clubs Fair event. Complaints 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. 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 Claiming Spaces at Clubs Fair 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. Space claims for Student Groups will be made priority during Clubs Fairs. 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. Any unclaimed reservation tables will be made available to Walk-Up Shifts (1.d.) SGS will inform the group of outstanding no-show fees within two weeks of the conclusion of the applicable Clubs Fair. 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. During Clubs Fairs, Walk-up Shifts will be available to groups that do not already have a table space claimed for that shift. 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. Student Groups cannot claim more than one walk-up shift at a time. Student Groups who were late to a reserved shift may claim a walk-up shift at the same cost. 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. 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. Recruiters 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. 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. Sponsorship & Advertising 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. 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. 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. A student group may not hand out items solely branded with sponsor names or logos at Clubs Fair (such as promotional stickers or swag). A student group may list the sponsor name and logo on small handbills or pamphlets relating to the student group. Staging Area and Performances Student Group Services may provide a performance/exhibition space (“staging area”) to student groups during Clubs Fair. 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. 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. SGS will not approve performances/demonstrations that present an adverse risk to property or persons in attendance at Clubs Fair. 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. Refunds 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. 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 Claiming Spaces at Clubs Fair Students’ Union Services and Departments have the right to reserve one (1) table per unit at Clubs Fair, at no up-front cost. For Fall Clubs Fair, Services should contact the Students’ Union Conferencing & Events department. For Winter Clubs Fair, Services should contact Student Group Services. 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. 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. Recruiters 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. 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 Claiming Spaces at Clubs Fair Sponsors wishing to claim a table during a Clubs Fair shift should contact Students’ Union Staff prior to the event. For Fall Clubs Fair, Sponsors should contact the Students’ Union Conferencing & Events department. For Winter Clubs Fair, Sponsors should contact Student Group Services.