Winter Clubs Fair Overview
Last Updated: November 9, 2026
What is Winter Clubs Fair?
Winter Clubs Fair is an event organized by Student Group Services. The event gives student groups the chance to recruit new members at the beginning of Winter term, and showcases the variety of involvement opportunities we have on campus. Tables are set up in the University Commons Building (UCOMM), and students are encouraged to walk through and chat with the student groups who are set up at each table. Winter Clubs Fair 2027 will happen on January 6-8 2027, 10:00 AM - 4:00 PM.
Tabling
The main way student groups recruit at Clubs Fair is through tabling. Each group that signs up to table will get a designated 6 ft x 2.5 ft table to set up a trifold, banner, or anything else to help display what their group is about. Tabling is more about talking than other recruiting techniques, so this can work for all kinds of groups. Tabling at Clubs Fair is open to all affiliated student groups who are recognized at the University of Alberta. Additionally, SGS has partnered with the Faculty of Engineering to include the Engineering Project Groups in tabling!
Signing Up
Registered student groups can sign up to table via Showpass. From there, you can choose which shifts you would like to sign up for. Sign ups will be free but will be limited to 3 per student group. Each day will have 3 possible 2-hour shifts. So a group could table for a full day or spread out over the three days on times that work best for the group. If you sign up for more than 3 shifts, your reservation will be changed to only include the 3 earliest shifts.
For groups who miss their chance to sign up, walk-up shifts will be available if space allows. The availability of walk-up shifts is dependent on whether clubs who have signed up in advance show up for their shifts on time. Walk-up shifts will be $10 per shift.
Deadlines
November 18, 2026 5:00 PM - Tabling sign ups open on Showpass
December 18, 2026 11:59 PM - Tabling sign up closes. This may close sooner if we run out of shifts to give out. This will also be the final date to send in special requests via Rubric.
December 21, 2026 - Deadline for cancellations. Your group must also be in good standing by this date to participate at the event. Cancellations made after this date will result in a fine.
Walk-up Shifts
Affiliated student groups have 2 options for claiming tables at Clubs Fair: they can sign up in advance via Showpass, or try to get shifts during Clubs Fair by doing a walk-up shift. Walk-up shifts are first come, first serve and are allocated based on availability. Basically, if we have any tables that people did not sign up for, or if groups do not show up for their shifts, we will be able to assign groups to those tables right after the shift begins!
To get emails about walk up shifts at Winter Clubs Fair 2027, you can sign up for our watchlist.
| Watchlist Sign Ups |
How much are walk-up shifts and what do we get?
Walk-up shifts will be $10 per shift during Winter Clubs Fair 2027, paid via cash, cheque, or card. Student groups who come for walk-up shifts will get the same kind of table as student groups who sign up in advance. Student groups who only do walk-up shifts will still need to read and acknowledge the Clubs Fair Operating Guidelines. Special requests cannot be accommodated for walk-up shifts.
How many walk-up tables will be available?
The availability of walk-up shifts is dependent on whether clubs who have signed up in advance show up for their shifts on time.
What time do we need to line up for a walk-up shift?
To get a walk up shift, head to the Clubs Fair Lounge, located in the hallway heading east from the SGS table. Staff will note down your information and your spot in line. We will begin assigning walk-up shifts 30 minutes after the regular shifts have started. Please note that you cannot reserve multiple walk-up shifts at once; if your group comes for a morning walk-up shift, you will need to pack up at 11:50 PM and line up again at 12:30 PM if you would like to secure a noon walk-up shift as well.
Clubs hoping to get walk-up shifts can come to the Clubs Fair Lounge the start of each shift:
- 9:30 AM for morning shifts ending at 11:50 PM
- 11:50 PM for the noon shifts ending at 1:50 PM
- 1:50 PM for the afternoon shifts ending at 3:50 PM
SGS does not guarantee the availability of walk-up shifts; tables will be assigned on a first come first serve basis.
Find more information about claiming walk up shifts here.
My group is already signed up for Clubs Fair; can we do walk-up shifts too?
Yes! Although there is a maximum number of 3 shifts per student group, if we have tables available, we will be assigning them to groups regardless of how much they have already signed up to table at Clubs Fair. We want to make sure the event is vibrant and successful and if your group is keen on being there almost every day, we’re happy to have you!
Got more questions? Check out our Frequently Asked Questions below!
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 unaffiliated? Can we still sign up?
In short: yes! Groups must be in good standing by the cancellation deadline of December 21, 2026, in order to maintain their tabling spots.
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 on Rubric.
Here's how to access the form on hellorubric.com:
- Click the "Login" drop-down and select Student Portal.
- Login with your UAlberta email and password.
- Click the icon in the upper right-hand corner.
- From the options, click on the name of your student group under "Switch Accounts".
- You will now be viewing your club page as a club executive.
- In the upper navigation, click "Administration"
- On the Forms Overview page, look for the category "Other Forms"
- Select the "Winter Clubs Fair 2027 Special Requests" Form
- Complete the form.
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. SGS is also hosting a trifold-making workshop before Clubs Fair on January 5, 2027, from 10:00 AM to 4:00 PM. You can drop in at anytime during that window.
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.
What else can we do to recruit members in Winter term?
Signing up for Winter Clubs Fair is just the first step towards getting more members - you need to give them something to look forward to! Consider planning some events for the first few weeks of school. This way, you’ll have something to invite people to when you talk to them at Clubs Fair. Make sure your event submission is done at least 15 business days BEFORE the event, though; for events during the first week of classes, we recommend submitting them by the beginning of December to accommodate the winter closure.