Winter Clubs Fair Overview
Last Updated: November 20, 2024
Here are all the ways your group can get involved in Winter Clubs Fair!
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.
Get your group involved!
While Winter Clubs Fair is technically smaller than Fall Clubs Fair, there are a wider variety of ways for your group to get involved and many of these ways are FREE (with the exception of walk-up shifts for standard tabling). Whether your group benefits from showing or telling, we hope you can find the right recruiting method for you.
Tabling
The main way student groups recruit at Clubs Fair is through tabling. Each group who 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 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!
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. 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 two 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.
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.
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, cash or student group cheque only.
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Student Group Showcase
During Winter Clubs Fair, we also offer student groups the chance to shine on stage! At noon from January 13-15, showcase your club on SUBstage for up to 15 minutes at a time! This feature for Winter Clubs Fair is exclusively available for student groups to use. It’s a great opportunity for dance, music, theatre, and even sports-related groups to show off what they have been working on during the Fall semester, and recruit more members.
This option is free and is available to all registered student groups, regardless of whether the student group is signed up for a tabling shift at Clubs Fair. Groups will be allotted one performance slot, unless space allows us to offer multiple slots. To accommodate staffing needs, we will not accept walk-ups for the stage. Submitting a proposal does not guarantee your group a performance slot or a tabling slot.
When can we sign up?
Showcase proposals can be submitted via BearsDen as of November 6, 2024. Standard tabling and activity zone sign ups will open on November 20, 2024 via the Events Network. Please ensure you read through the updated operating guidelines before signing up to table.
All forms will close on December 8, 2024 at 11:59 PM. We highly reccomend that you sign up for our newsletter and keep an eye on our website so that your student group can come prepared.
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 to the Dean of Students Office at the beginning of December to accommodate the winter closure.