Event approvals

The Student Groups Procedure states that all events/activities organized or planned by a student group must be submitted for approval to the Office of the Dean of Students via the online platform BearsDen for review by the Student Affairs Team. The Student Affairs Team assists Student Groups in navigating various university and external policies and processes, including, but not limited to, Alberta Gaming, Liquor, & Cannabis, Alberta Health Services, the University’s Outdoor Site Booking and Office of the Registrar Room Bookings to support student groups in organizing safe and fun events.

Events must be submitted during the planning phase and a minimum of 15 full business days prior to the event.event. We strongly encourage you to submit your application as early as possible once you have the majority of your planning details in place. Approval may take 1-3 weeks and must be granted prior to the group announcing or advertising the event/activity. If you wish to advertise your event weeks in advance of the event, please submit it earlier than the minimum timeline.

Every event/activity that student groups hold (or participates in as members of the group) must be submitted, with the exception of regular meetings, annual general meetings, and elections that are open only to members of the group. If your group partners with an external organization to host an event, or your group is advertising or promoting an event under your group name, the event must be submitted for review and approval. If you have any questions, please email sgevents@ualberta.ca, and the Student Affairs Team will clarify if your event/activity needs to be submitted.