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 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!

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 (full day at NSO, 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.

Deadlines

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.

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. Consequences for Non-Compliance are outlined in this document along with other important information on sponsors, selling merchandise or swag, and non-permitted items.

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

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

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

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

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