Submit an Event

Every Club Event Must Be Submitted

Before hosting a club event on campus, off campus, or online, create it through your club’s organization page in Clubs Den.

This includes meetings, social activities, workshops, fundraisers, outings, performances, online events, and events organized with another group.

Your event must be reviewed and approved before it takes place.

Create an Event in Clubs Den

It Is Okay if Your Plan Is Not Final

You can submit an event while some details are still being finalized.

If your club needs help with space, equipment, catering, ticketing, sales, promotion, risk management, or other services, submit the event early so LUSU can begin reviewing the plan.

Update the event or contact LUSU if important details change.

Creating an event does not automatically confirm:

  • Event approval.
  • A room or venue.
  • Equipment or services.
  • Catering or alcohol service.
  • Ticketing or payment support.
  • Risk-management approval.
  • Insurance coverage.

Wait for confirmation before advertising unconfirmed details, signing agreements, paying deposits, or making commitments.

Why Event Submission Matters

Submitting your event allows LUSU to:

  • Review and approve the proposed activity.
  • Record the event as an official club activity.
  • Help arrange space and equipment.
  • Review food, beverage, ticketing, and payment needs.
  • Identify risk-management forms or waivers.
  • Determine whether insurance documentation may be available.
  • Make approved events visible through Clubs Den.
  • Provide event-planning and promotional support.

Each club must host at least one event per semester to remain active. Events must be created in Clubs Den so they can be properly recorded.

How to Create an Event

  1. Sign in to Clubs Den using your Lakehead University credentials.
  2. Open My Organizations from the navigation panel.
  3. Select the club hosting the event.
  4. Open Events from the organization tools.
  5. Select Create Event.
  6. Complete the event information.
  7. Review the details and submit the event.

Recurring Events

Weekly, monthly, or bi-weekly activities can be submitted as recurring events when their main details remain the same.

All occurrences must have the same:

  • Event title.
  • Description.
  • Type of activity.
  • Food plan.
  • Host structure.
  • General participant requirements.

Only the date, time, and location should vary.

How to Add Recurring Dates

  1. Complete the first date, start time, end time, and location.
  2. Select Add Another Date.
  3. Update the date, time, and location for the next occurrence.
  4. Repeat for the remaining dates.
  5. Review every entry before submitting.

If you reach the maximum number of recurring dates, submit another event for the remaining occurrences.

After approval, changes and cancellations may need to be made separately for each occurrence.

Multi-Day Events

Use additional dates when each day is part of the same event and the main details remain consistent.

If different days involve substantially different activities, locations, food plans, participants, or risks, create separate events or ask LUSU how they should be submitted.

Co-Hosted Events

For an event involving multiple clubs:

  • Only one club needs to create the event.
  • Add the other clubs as co-hosting organizations.
  • Include any Lakehead department or external partner in the event description.
  • Identify the LUSU club member serving as the PEO.
  • Explain how responsibilities will be shared.

After Submission

Monitor Clubs Den and the PEO’s email for questions or requested changes.

Respond promptly and provide any additional forms or information requested. The event cannot proceed until the required review and approvals have been completed.

If the activity, location, attendance, equipment, food, ticketing, or other important details change, notify LUSU before proceeding with the revised plan.