Make Your Event Easy to Find and Attend
Once your event is approved and its location is confirmed, use Clubs Den event link as the main source for event details, RSVPs, sign-ups, registration, feedback, and attendance tracking. Keep the listing accurate so students know what is happening, where to go, and whether registration is required.
Event Checklist
Include:
- A clear event title.
- A short description of what attendees can expect.
- The correct date, start time, and end time.
- The confirmed location or online access information.
- Who may attend.
- Cost or ticket information.
- Accessibility information.
- Food or refreshments being provided.
- What participants should bring.
- Registration or RSVP instructions.
- A club contact for questions.
Approved events appear through Clubs Den, helping students discover and register for club activities.
Event Cover Photo
Your Cover Photo helps draw attention to your event. To make sure your image looks great, choose a high resolution photo that’s eye-catching, high quality, with a central focal point.
- Dimensions: Image should be 1300px by 780px or larger and horizontal in orientation. All images will be cropped to a 1.67:1 aspect ratio.
- File Type: JPG, JPEG, GIF, PNG
- File Size: Use a photo that’s no larger than 10MB.
- General: Try to avoid images that have text or logos.
RSVPs and Attendance
Use Clubs Den’s RSVP and check-in tools when appropriate. This gives your club a more accurate record of participation and makes it easier to communicate with attendees.
If an activity requires waivers or other participant forms, confirm that each participant has completed the required document before allowing them to take part.
Tickets, Merchandise, and Payments
If your club plans to sell tickets, merchandise, or other items, include the details in the event submission.
LUSU may be able to provide support with ticketing, online payments, or mobile payments for approved events.
Do not create an outside payment account or collect money outside the approved club-finance process. See Club Finances before making sales arrangements. LUSU has accounts with Zeffy, Eventbrite, and Square that we can use to transfer funds to your club account.
Contact clubs@lusu.ca for more information.
Clubs Showcases
LUSU provides opportunities for clubs to meet students and recruit members during major fall and winter campus events, including Orientation and Clubs Fair activities.
Registration information is sent to club contacts before each event. Participation is free, but spaces may be limited. Register early when invitations are distributed.
Posters and QR Codes
Posters can promote your club and direct students to your event.
Useful options include:
- A QR code linking to your club’s Clubs Den page.
- A QR code linking directly to an approved event.
- Your club’s website or social-media information.
- Clear event details and accessibility information.
Bring physical posters to the LUSU office for approval and direction to permitted bulletin-board locations. Posters must follow LUSU’s postering requirements.
For design support, contact communications@lusu.ca well in advance.
LUSU Thunder Bay Printing Services
LUSU offers a limited amount of free printing for each approved club event to help clubs promote their activities. Thunder Bay clubs can send print-ready poster to printing@lusu.ca with a link to your Clubs Den event page and requested quantity. Free printing is subject to reasonable limits and availability, so please submit your request well in advance.
Additional printing will be charged to club accounts at a rate of:
- 8.5 × 11-inch colour: $0.40 per page
- 8.5 × 11-inch double-sided: $0.40 per page
- 8.5 × 11-inch cardstock: $0.60 per page
- 11 × 17-inch double-sided: $1.20 per page
- 11 × 17-inch colour: $0.60 per page
- 24 x 36-inch colour: $10.00 per print
For printing, send files to printing@lusu.ca.
LUSU Newsletter
Approved club events may be submitted for possible inclusion in the weekly LUSU newsletter.
Send the following to communications@lusu.ca:
- Clubs Den Event link.
- Event graphic.
The deadline for the Friday newsletter is Wednesday at 4:30 p.m.
Submission does not guarantee inclusion. Send materials as early as possible.
Social Media
Tag the appropriate LUSU campus account in approved event posts or stories so the Communications team can consider sharing them.
Provide complete event details and a clear graphic. Do not tag LUSU in posts containing unconfirmed locations, services, performers, or prices.
Campus Digital Screens
Approved event graphics may be submitted for Lakehead’s campus digital screens.
Lakehead currently requires:
- A 1920 × 1080-pixel JPEG or PNG.
- Minimal text with the essential event details.
- A start and end date.
- Submission at least one week before the requested posting date.
Lakehead Digital Signage Guidelines and Submission
The Argus
Thunder Bay clubs may contact The Argus about event listings, coverage, or advertising opportunities.
Contact: editor@theargus.ca
Before You Promote
Do not advertise an unconfirmed:
- Room or venue.
- Food or beverage service.
- Performer or external provider.
- Licensed event.
- Ticket price.
- Equipment or service.
- Partnership or sponsor.
All promotion must follow LUSU’s governing documents, the LUSU Clubs Code of Conduct, and applicable Lakehead University policies.