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Self Check In for Student Groups at Clubs Fair

Introduction to Self Check-In In 

Self-check-in is a required process for all student groups participating in the WinterFall Clubs Fair (WCF)FCF).  

Self check in is easy! Just scan the code, find your table number, fill out the Google Form, set up at your table, and pick up your lanyards and QR code before the end of check in time!

All steps must be completed between 9:30 - 10:30 AM for morning shifts and 12:50 - 1:30 PM for afternoon shifts.  

Groups with all day tabling shifts must check in for both their morning and afternoon shift separately, but do not need to visit the SGS table in the afternoon.

Groupswithactivityzonebeginningofeach shift to check in!

shifts

Access only need tothe check in at the start of the day. Showcase performances will have a separate check in process.

Student Group Check-in - All registered student groups must complete this form athere!

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Instructions for Pre-Signed Up Groups Groups 

  1. Arrive at theMain Students' Union Building (SUB)Quad - WinterFall Clubs Fair 2025 will be located onat the upper/mainNorth levelend of SUB.Main Quad, by the Centennial Centre for Interdisciplinary Science (CCIS). We're located inside the big white tent!

  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” Table Number”  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. Finish set up and collect tabling materials from SGS - Before the check in deadline (10:30 AM for morning shifts and 1:30 PM for afternoon shifts), head to the SGS tabletent located byat the SUBnorthwest stage.corner of the Clubs Fair tent.

    • Make sure you have your OneCard or class schedule (on Beartracks) ready in order to verify your status as a student.  

    • At the SGS table,tent, you will confirm 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 or 3 at your activity zone at a given time.table.

    • Please note that these materials must be returned at the end of your shift to SGS; elsewise there will be a penalty, and potential fine.

You must check in for both a morning and afternoon shift if your group is tabling all day.

Instructions for Walk-Up Groups Groups 

Walk ups must manually check in with SGS; there is no self serve option for walk ups at this time.

  1. Arrive at theMain Students' Union Building (SUB)Quad - WinterFall Clubs Fair 2025 will be located onat the upper/mainNorth levelend of SUB.Main Quad, by the Centennial Centre for Interdisciplinary Science (CCIS). We're located inside the big white tent!

  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 + Table Number”Participating” to access the spreadsheet

  3. Line up at the SGS tabletent -  Head to the SGS tabletent located byat the SUBstage.northwest corner of the Clubs Fair tent. Ensure you are lined up by 10:30 AM for morning walk ups and 1:30 PM for afternoon walk ups

  4. Check in with Student Group Services -  If we have space available, we will begin checking in groups for walk up shifts. Shifts will be assigned on a first-come, first-serve basis.

    • 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 and sign the Clubs Fair contract

    • Pay your $1020 walk up fee, via cash, cheque, or card.

    • At the SGS table,tent, 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; elsewise 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

If you have a morning shift that ends at 12:50, please ensure you are packed up before 12:50 so the next group can begin setting up after they have checked in. If you have an afternoon shift at 3:50, please ensure you 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-checkself Incheck-in process, please see the following troubleshooting tips, or seek out one of our representatives at the SGS tabletent byat the SUBnorthwest stage!corner of the Clubs Fair tent!

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 SGS table 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 tofor get added to thea walk-up list.shift, pending availability. Check-in for AM walk-up shifts begins at 10:30 AM, whereas check-in for PM walk-up starts at 1:30 PM.  

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 at the SGS table after your shift. Failure to return items will result in potential penalties and fines.





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