Activity Approval Process
Brief Overview
Overview 🎯
Every meeting, activity, event, or initiative your club hosts must be approved by SAMRU in advance.
Submit, Review, and Confirm Your Club Event
Event Planning & Approval Guide
Your Step-by-Step Guide to Planning and Getting Your Event Approved
Activity Approval Form
Submit the form at least 10 business days before your event. Include the following details to help speed up the approval process.
Required Event Details
- Basic event info – Title, description, date, time, and estimated number of attendees
- Venue details – Room number (on-campus) or full address (off-campus)
- Event timeline – Include setup and teardown times
- Resources needed – Catering, AV/Tech, cash box, venue setup, etc
Space Booking
Clubs have access to a wide range of venues—perfect for everything from meetings and workshops to galas and auctions.
On-Campus Space
- For venue options and booking details, visit the Find the Location page
- If you’ve already booked a space, forward the confirmation to the clubs@samru.ca
- If you need help with booking, the Clubs Coordinator can assist
Review Process
The Clubs Coordinator will review your submission and follow up within 4-5 business days.
Additional Requirements
- You will be contacted if any additional documents or plans are required, such as:
- A Risk Assessment
- A Sexual Violence Mitigation Plan
Confirmation
Once everything is confirmed, you’ll receive an Activity Approval Confirmation via the main clubs email.
Important Note
- The email will include:
- Event approval details and any required conditions
- Whether a waiver is required for participants
- Please review the confirmation email carefully and keep a copy for your records.
- If you need to make any changes after submitting your Activity Approval Form, please email us as soon as possible
Plan & Submit Your Club Activity
Submit complete and detailed plans early to help us approve your event faster.
Ready to Get Approved?
Submit your event for review and get things moving 📝