Self Check In for Student Groups at Clubs Fair

Introduction to Self Check-In 

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

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!

Self-check in times:

• Morning Shift: 9:30 AM - 10:30 AM
• Noon Shift: 11:50 AM - 12:30 PM
• Afternoon Shift: 1:50 PM - 2:30 PM

Groups with consecutive tabling shifts must check in for each shift separately, but do not need to visit the SGS table until they are ready to check out.

Instructions for Pre-Signed Up Groups 

1. Arrive at University Commons - Winter Clubs Fair 2026 will be located at the central hall of University Commons, 

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”  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. Set up your table - SGS staff will drop by your table to hand over your QR code and lanyards. 

   • You can stay at your table until a staff member arrives.
     

   • 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, 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.

     student

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

You must check in for all consecutive shifts.

Access the check in form here!

Instructions for Walk-Up Groups 

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

1. Arrive at University Commons - Winter Clubs Fair 2026 will be located at the central hall of University Commons

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 Participating” to access the spreadsheet

3. Line up at the SGS table - Head to the SGS table, located by the stairs and across from the elevators. Ensure you are lined up by 10:30 AM for morning walk ups, 12:30 PM for noon walk ups, and 2:30 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 $10 walk up fee, via cash, cheque, or card.

   • At the SGS table, 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

Please make sure that you are packed up at least 5 minutes before the end of your final consecutive shift for the day so the next group can begin setting up after they have checked in. If you have an afternoon shift, please make sure to 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 check-in process, please see the following troubleshooting tips, or seek out one of our representatives at the SGS table by the stairs and across from the elevators!

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 for a walk-up shift, pending availability. Check in times are included in the walk-up instructions 

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.