Submit Early
The time needed to approve an event depends on its campus, size, location, activities, setup, food, equipment, contracts, and risk-management requirements.
Regular meetings and straightforward activities should be submitted as early as possible. Large, complex, or unusual events may require more time than the minimum timelines listed below.
Your event does not need to be completely finalized before submission. Starting early gives LUSU time to review the plan and help identify what is required.
Minimum Timelines
| Request | Minimum timeline |
|---|---|
| Regular meeting or straightforward event | As early as possible |
| Thunder Bay special event | At least 20 business days |
| Orillia or Barrie special event | At least 30 business days |
| Lakehead outside-food or alternate-provider application | Must be approved at least 10 business days before the event |
| Lakehead campus digital-screen submission | At least one week before the requested posting date |
| Friday LUSU newsletter submission | Wednesday by 4:30 p.m. |
When more than one timeline applies, follow the longest one.
For example, an Orillia special event using an outside food provider must follow the 30-business-day special-event timeline, not only the 10-business-day food timeline.
Events Requiring Additional Time
An event may require special authorization or additional coordination when it includes:
- Special room or tabling setup.
- Advanced technology or sound.
- Multiple spaces or unusual room layouts.
- Activity outside regular campus hours.
- Catering or an outside food provider.
- Alcohol or licensed service.
- Additional risk management.
- Physical, outdoor, or off-campus activity.
- Travel or transportation.
- Contracts or external service providers.
- Performers, speakers, or partner organizations.
- Ticketing, merchandise, or payment services.
- Music or sound amplification.
Thunder Bay
Submit Thunder Bay special-event requests at least 20 business days before the event.
Include the space, setup, equipment, food, ticketing, contract, and risk-management requirements in the Clubs Den event submission.
Events requiring extensive coordination may need more than 20 business days.
Contact: services@lusu.ca
Orillia and Barrie
Submit Orillia and Barrie special-event requests at least 30 business days before the event.
Create the event through your organization page and submit the applicable form from the Orillia and Barrie Branch in Clubs Den.
Events involving Conference Services, extensive catering, specialized technology, or multiple approvals may require more than 30 business days.
Contact: orilliamanager@lusu.ca
Food-Service Timing
Lakehead outside-food and alternate-provider applications must be completed and approved at least 10 business days before the event.
Because review may take several days, submit food requests earlier than the minimum. Longer campus special-event timelines still apply when relevant.
See Food & Beverage before ordering food or making catering arrangements.
Promotion Timing
Do not promote an unconfirmed location, service, performer, ticket price, food arrangement, or licensed event.
For possible inclusion in the Friday LUSU newsletter, send final materials to communications@lusu.ca by Wednesday at 4:30 p.m.
Lakehead digital-screen content must be submitted at least one week before the requested posting date.
Design and printing requests should be submitted as early as possible.
See Promote Your Event for complete submission requirements.