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 uasuevents@su.ualberta.ca and organizations that are external to the university can contact sponsorship@su.ualberta.ca to get a tabling spot. During Winter Clubs Fair, all interested parties can contact clubs@su.ualberta.ca to discuss tabling.

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

Registered student groups can sign up to table via the Events Network 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. 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. 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 BearsDen. Refer to the Clubs Fair Operating Guidelines for more information.