Start With a Clear Plan
Club events can include regular meetings, workshops, fundraisers, social activities, guest speakers, performances, trips, and online gatherings.
A clear plan makes it easier for LUSU to review your event, arrange services, identify required approvals, and help your club avoid last-minute problems.
Before submitting your event, consider:
- What your club wants the event to accomplish.
- Who the event is for.
- When and where it will take place.
- How many people may attend.
- What space, equipment, food, or services you need.
- Whether you will sell tickets or merchandise.
- Whether travel, physical activity, alcohol, or other risks are involved.
- How you will promote and manage attendance.
- What the event will cost and how it will be paid for.
Choose a Primary Event Organizer
Every event must have a Primary Event Organizer, or PEO.
The PEO:
- Must be a current member of the club.
- Leads the planning and management of the event.
- Provides complete and accurate event information.
- Coordinates required forms and approvals.
- Attends the event for its full duration.
- Acts as the main contact for LUSU, Lakehead University, venues, and service providers.
A LUSU staff member or someone who is not a member of the club or its parent organization cannot act as the club’s PEO.
Plan Your Event Details
Prepare the following information:
- Event title and description.
- Proposed date, time, and location.
- Setup and cleanup time.
- Expected attendance.
- Intended audience.
- Accessibility and participant needs.
- Room layout and equipment requirements.
- Food, beverage, or alcohol plans.
- Ticket, merchandise, or payment plans.
- Travel or transportation information.
- Co-hosting organizations.
- Activities that may require risk management or waivers.
- Estimated costs and available club funds.
You do not need to have every detail finalized before starting your submission. Beginning early allows LUSU to help while your plans are still developing.
Collaborating With Other Organizations
Clubs may work with other clubs, LUSU Centres, Lakehead departments, and external organizations.
When collaborating:
- The LUSU club must remain actively involved in planning.
- A current club member must be the PEO.
- Add participating clubs as co-hosting organizations in Clubs Den.
- Clearly describe the role of each organization.
- Submit proposed agreements or contracts to LUSU before anyone signs them.
For events co-hosted by multiple clubs, only one club needs to create the event in Clubs Den.
Off-Campus Events
Off-campus events must still be submitted through Clubs Den and approved before they take place.
Include:
- Venue information.
- Transportation arrangements.
- Proposed contracts or agreements.
- Insurance requirements from the venue.
- Physical activities or other potential risks.
- Food, ticket, and payment plans.
Do not sign an agreement, pay a deposit, or promise insurance coverage before LUSU has reviewed the arrangement.
Continue Planning
Submit an Event
Learn why every club activity must be submitted and how to create regular, recurring, multi-day, and co-hosted events in Clubs Den.
Event Timelines
Review the lead times for Thunder Bay, Orillia/Barrie, food-service requests, and event promotion.
Tickets, Sales & Attendance
Learn how to arrange ticketing, merchandise sales, Square payments, RSVPs, and event check-in.
After submitting your event, use the remaining Events and Bookings pages to request space, equipment, food, and promotional support.