ACTIVITIES & EVENTS

Many of the services Campus Clubs provides can only be requested via the Event submission.

Your Event submission can be a work-in-progress! Don’t worry about having all of your event details set in stone if there are key, time sensitive services that your event will require (such as payment services, space bookings, or paid advertising.)

The list below includes a few of the most popular services you can request via the Event submission:

1. Space bookings
2. Equipment bookings
3. SQUARE training
4. NAITSA E-Commerce set-up
5. Eventbrite set-up
6. Poster approval
7. Free and paid Nugget advertisements
8. Paid SATV advertisements
9. Food Center donations

To make sure you are able to properly request the services your club requires for its events, please ensure you are answering the Event submission questions as accurately as possible. The form is based on logic, which means that the length of the submission will increase when your event requires more services from Campus Clubs.

Something to note while event planning is that the more services requested via Campus Clubs, the longer time until your event can be approved. As a rough estimate, the quickest an event can be approved is one business week. This usually applies to events that have requested space bookings only, or space bookings and minimal other services.

If your club is planning on hosting an event that has food service done by your club members, we typically recommend submitting your Event submission at least two business weeks in advance of your event date.

And finally, when requesting any events where club members will be responsible for alcohol service (Events with Alcohol Type #2) your club must request specialized training from the Campus Clubs Manager well in advance and prior to submitting an event form submission. Your Event must be submitted at least 3 business weeks in advance of your event date, to ensure we are able to set-up your required services.

Ooks Life Event Pass & Event Check-In App by Campus Clubs

ECIA Handouts by Campus Clubs

If you are considering a large-scale event on campus, NAIT’s Conference and Event Services can coordinate venue booking, virtual event management, event space layout design and set up, equipment rental, linen selection and lighting, audio-visual booking and consultation. If you are interested in exploring hospitality options email events@nait.ca to discuss options.

Students are able to book some spaces themselves on campus for activities/events. Please see below for the list of spaces that are only bookable by students.

This list is also in the event form when you submit your event. If your club is interested in booking a space that is not listed below, you can request that space in the Event Form.

The following link is a user guide for booking these rooms: nait.ca/roombookings This link is also listed in the event form.

If a student bookable space is unavailable, Campus Clubs or a Staff Advisor (if you have one) can book an alternative space. Please note, Campus Clubs is not permitted to book student-bookable spaces or the CAT Glass Box (CAT202).

The risk of COVID-19 means that high standards of cleanliness and hygiene are of utmost importance during club events. To minimize the risk of outbreak, follow the below rules:

• Maintain physical distancing of at least 2 metres (6 feet) at all times.
• Encourage your club members and event participants to wear masks or other facial coverings that cover the mouth and nose.
• Sanitize any high-touch areas frequently.

In the event that clubs are permitted to host events with food service on campus, all food must be individually wrapped/packaged.

Students handing out food should wear gloves, and practice good glove hygiene by limiting contact with other surfaces such as their face, mask, or accepting physical currency.

Food event policies and procedures are subject to change. Updates will be released on the Campus Clubs page on Ooks Life.

The Equipment Staging Area has a sink and cleaning supplies to sanitize and disinfect the equipment your club has used.

As the rules regarding cannabis legislation are released at the municipal, provincial, and federal levels, NAIT, and NAITSA will be reviewing and amending policy as it unfolds. It is important for clubs to be aware that NAITSA does not endorse the use of cannabis (defined as per AGLC Cannabis Representative Handbook, “any part of a cannabis plant, including the phytocannabinoids produced by, or found in, such a plant, regardless of whether that part has been processed or not”) for any club activity.

The Alberta framework would currently not allow for the sale of cannabis by a club as cannabis will only be legal for sale by an AGLC licensed retail store or through the government itself online. The consumption of cannabis on campus will be determined by NAIT policy, which will be impacted by municipal bylaws, provincial law, and federal law.

All movies that are to be shown must be under Campus Clubs’ license from Criterion. You can find a list of all movies covered by Criterion at criterionpic.com

It is recommended to show home release movies, which are movies that are out on DVD. Clubs need to secure the movie locally (purchase, have at home, etc) to show for the event. Pre-release movies are movies that are out of theatres, but not yet released for DVD. For pre-release movies, a minimum of two weeks’ notice is required. These movies will have a shipping fee as well as a $20.00 fee. If you want to show an independent film or one that is not listed under Criterion, contact Campus Clubs.

Clubs can only do raffles and 50/50’s if all the proceeds go to a registered charity. If your club would like to consider this option, contact Campus Clubs as they will assist you in the licensing and paperwork required by Alberta Gaming and Liquor Commission (AGLC).

PLAN B TO 50/50’S AND RAFFLES

There are creative ways to host activities or events not requiring a license. There are three combined factors that make a lottery:

1. An entry fee.
2. A prize.
3. An element of chance (ie. any form of a draw).

If you eliminate one of the three factors, you do not require a license. Therefore, if you make it a competition of some sort (Jelly Bean Guessing Game) where skill determines the winner, the element of chance is removed. Door prizes and silent auctions do not fall under raffle license.

If your club is arranging transportation for an event, please note the following:

1. Carpooling: Driver must have a minimum of one-million-dollar liability on insurance.
2. Rental Vehicle: Your club will need to get the extra insurance provided by the rental company.

If you intend on selling tickets prior to your club event, you will need to create a ticket sale event on Ooks Life. Your main event must be approved before you can begin selling tickets.

Tickets can be sold at the NAITSA Service Hub (O108) on behalf of a club with a limit of 10 at a time. Ticket sale revenue is deposited directly into your club’s bank account after the sales period has ended.

NAITSA Square is available to clubs to sell tickets and merchandise using debit, credit and mobile payment options in the absence of cash. Club leaders must receive training with Campus Clubs in order to become a recognized Square cashier. Your club is responsible for all administrative fees associated with your ticket and merchandise pricing.

NAITSA uses Eventbrite for online ticket sales over $5.00/per ticket. Your club is responsible for all administrative fees associated with your ticket pricing.

NAITSA e-commerce is available to clubs for online merchandise sales over $5.00 in cost. NAITSA will cover the administrative fees associated with your merchandise sales.

1. Go to ahs.ca/ephed. Find “Online Courses” and choose “Alberta Food Safety Basics Interactive Course”.
2. It will lead you to another page and choose “Register Here” to sign up for a new account.
3. After filling in the Sign Up information, you will receive an email from Safe Healthy Environments for account activation, please follow the instructions on the email to activate your account. Now you can login with your username and password.
4. Once logged in to your account, choose “Catalog” and choose the course that you are interested in. You should at least complete the “Alberta Food Safety Basics” course.
5. It takes approximately 2 to 3 hours to complete the course and quiz. After completing the training, please download the certificate and upload it to the event form as needed. (Warning: Download Certificate immediately as inactive accounts on AHS website may be deleted without notice.)

There are many easy ways to follow and implement food safety procedures:

1. All foods must be packaged in a manner to protect from dust, sneezing etc.
2. Do not allow the public to touch the food.
3. Have designated food handling people and designated cash only people.
4. Individuals handling food must clean their hands (soap/water or hand sanitizer).
5. Use sanitation gloves and use hand sanitizer prior to putting on disposable gloves.
6. Use disposable cutlery and place handles towards the customers, cups upside down.
7. Long hair to be tied back.
8. All food served is obtained from approved sources.
9. Proper garbage bins to place waste.
10. Liquid waste to be poured into sewer ie. washroom (the ground is unacceptable).
11. Keep cold foods cold (less than 4°C) and hot foods hot (above 60°C).
12. Inspector may ask for a hand washing station on site, Campus Clubs has one available if this occurs – see Equipment tab.

Would be considered events, workshops, or larger gatherings (20 people plus) that involves members and participation from students at large. These events are in open spaces and promoted to the general student body. Example: beer gardens, bake sales, and workshops.

Ensure signage is visible and clear that all products may contain nuts. Unless you can confirm 100% that your ingredients do not contain or have come in contact with nut products, signage must be present. All food must be individually wrapped, or covered at all times. All dairy products must be kept on ice at all times.

BAKE SALE LOCATIONS

• HP Building: Second floor by the computer commons
• Main Campus: End of E-wing by the bus stop
• CAT Building: CAT main street by CAT182
• CAT Building: 2nd floor by the Gay Andrews Lounge (CAT2X5)
• CAT Building: 2nd floor east beside the pedway to parkade (CAT2X33)

BBQs are a fun and engaging activity. No one wants to spoil the fun with food poisoning. To ensure your BBQ is food safe review the following procedures and ensure your volunteers have food safety training.

BBQ FOOD SAFETY PROCEDURES

• All hamburgers thoroughly cooked to an internal temperature of 160°F. When you book the BBQ, a thermometer is also provided. Please refer to Equipment tab for more information on booking equipment.
• The BBQ cooking area is to be separated (sectioned off or behind tables) from the public to prevent accidental contact and contamination.
• Condiments to be stored in pumps, squeeze containers, or with self-closing covers.
• Cooking utensils for BBQ to be washed in bleach solution (1 tbsp per 3 liters– 1 tbsp per ice cream bucket size) and dried with a paper towel prior to use. Bleach is available and kept at NAITSA for clubs to clean utensils prior to the event.
• When storing cooked items, use pans and aluminum foil to cover and protect from outside elements. Store within the BBQ to regulate and maintain serving temperature. Campus Clubs has chafing dishes available to book via CHEQROOM.

NAITSA
11762-106 Street, Room O108
Edmonton, AB T5G 3H4

Submit a purchase request payable to NAIT Catering on Ooks Life. A cheque will be issued by NAITSA for the club to deliver to NAIT in-person

Events that take place at a pub, nightclub, restaurant or hotel that holds a liquor license and is the sole “provider” of socially responsible liquor service for the event. The venue handles all the food and liquor service (purchasing, serving and sales) for the event.

TYPE 1 EVENT REQUIREMENTS

The event must be submitted one week prior to event date.

Events when students are responsible for fulfilling any of the key aspects associated with socially responsible liquor service at the event. These key aspects involve obtaining a liquor license, liquor purchase, ticket sales, and liquor servers.

TYPE 2 EVENT REQUIREMENTS

1. The Primary Event Organizer (PEO) must have attended “Events with Alcohol (Type 2) Training”. Request training from the Campus Clubs Manager well in advance of applying for Event with Alcohol Type 2.
2. The event must be submitted a minimum of three weeks prior to event date.
3. The organizers and all their liquor service volunteers (purchasers, servers, and sales) must be ProServe certified. A minimum of four ProServe volunteers are required and these cannot be the same people as the food handlers.
4. There must be a minimum of two food safety volunteers, and proof of certification uploaded when creating your event.
5. A map of your venue layout indicating bar station, food station, and any entertainment stations is to be uploaded in your event form. If there is any table moving required in the Common Market (Main Campus) or The Square (CAT), indicate this in your layout map submitted in the event form. Due to safety and floor damage concerns, clubs are not to move tables themselves without having the plan approved. Disclose any plans to move furniture to the Campus Clubs Manager to determine the most suitable arrangement.

TIP
ProServe covers legal responsibilities and liabilities, alcohol knowledge, intoxication and responsible service strategies. Contact roseb@nait.ca for further details/training.

1. Certified ProServe people cannot drink prior to or during the event at which they are working.

2. The club and alcohol providers must set up serving practices to ensure that patrons are not served past the point of intoxication (intoxicated people do not enter). Have cab numbers available.

3. Abide by minimum liquor prices and service limits policies set by AGLC.

BEVERAGE MINIMUM PRICE

4. For any liquor license used, NAITSA clubs may not offer toonie bars for a club event, this includes graduation banquets.

5. Provide options for non-drinkers and designated drivers; consider non-alcoholic beverages (priced cheaper than alcohol) during the entire function. The availability of non-alcoholic beverages also provides an opportunity for drinkers to switch from alcoholic to non-alcoholic drinks to lower the risk of unsafe drinking levels.

6. Competitive drinking games (beer pong, forming beer towers, beer darts etc.) are prohibited by AGLC, as they encourage rapid over-consumption.

1. Guards must be present for the duration of the alcohol event. Campus Clubs will arrange and book the guards after you have submitted your event submission on Ooks Life, however the club pays for the service. Hired security will reduce your risk and manage your liability. Cancellations must be submitted at least one day prior to the activity; cancellation fee of three hour minimum charge if less notice is given. Limit the event to eight hours otherwise you incur overtime fees.

2. Number of guards is dependent on location and venue attendance. Review access entries into your venue when planning your event, as this may alter the amount of security required.

1. The availability of substantial food is a must in managing the risks of the alcohol event, and is part of our liquor license requirement. Minimum two food safety volunteers (copies of Safe Food Handling certification submitted). They cannot be the same people as ProServe volunteers. Clubs are to utilize official campus food providers. Clubs may use BBQ’s or hot dog sales as an option.

2. Food helps slow the absorption of alcohol into the blood stream. If there is not substantial food (chips don’t count!) during the activity, security has the authority to shut the event down.

3. Food must be present at start of event and be available until end of service.

On campus events utilize the NAIT Liquor license and this is arranged by the Campus Clubs Manager. The clubs liquor service procedure does not allow serving any earlier than 3pm, and no later than 12am.

Designated areas for clubs conducting Events with Alcohol Type 2 on campus are CAT 200, CAT Square, North Lobby (Main building), and Common Market (Main building). All of these areas require that you take your garbage out and leave the area as clean as you started in the premises. A pre-walk through inspection of the location is to be conducted. A club member is to take a picture of the venue prior to the event set up AND start time of the event to identify the condition of the room and tables. Retain these photo records for the length of the semester.

Off campus events will require a separate liquor license. Some venues may request a Party Alcohol liability (PAL) policy. This is additional insurance for added protection in case of a lawsuit. It is an added expense but an affordable one. If you need one notify the Campus Clubs Manager, and they will assist you in obtaining this policy.

The on-campus license is limited to the NAIT Community. Your advertising is only to be targeted to the NAIT Community, not the public at large. Any posters or social media advertising which reaches the public must contain “This event is only for NAIT students, staff, and their guests”. All posters whether event is on or off campus are to be uploaded in the event for approval.

Positive slogans or icons promoting responsible drinking are to be visible on ads. Alternatively, messages and/or slogans that promote overconsumption such as “cheap booze” and “get blitzed” are not permitted by AGLC advertising laws. If you’re not sure, ask Campus Clubs – we are a good resource to let you know what will “fly” on your poster.

1. All card games in which customers or staff plays cards for money (gambling) are prohibited. Note all casino games such as poker, baccarat, and blackjack are prohibited even if no money is exchanged for club beer garden events.

2. Only special casino nights involving play money may be held with a private function, such as a graduation.

3. Risk of injury increases with alcohol at your event. Ensure activities are low risk from the beginning.

1. Do not serve anyone who is intoxicated.

2. Do not serve more than two drinks at a time to an individual.

3. Do not serve anyone under 18.

4. Do not drink prior to or during a shift.

5. Do not serve anyone to the point of intoxication.

Posters must meet the following criteria:

• Maximum of 50 posters per activity. Club is responsible for printing and costs.
• Maximum poster size is 11” x 17”.
• Must clearly identify your club as the host of the event.
• Must include white space (2” x 2”) for the NAITSA stamp.
• Must upload a copy of your poster to the event submission on Ooks Life for approval.

Approved posters may only be applied to bulletin boards that indicate ‘Approved for Posting by NAITSA’ at the top of the board. As per NAIT policy, do not place posters on the walls, glass, doors, lockers, ceilings, or non-NAITSA bulletin boards. Club posters found to be covering other posters will be removed and reported to Campus Clubs.

As a courtesy to other clubs, remove your posters from the bulletin boards after your event. Don’t worry if you miss some – NAITSA will remove any expired posters your club has missed.

If you are looking for space on the bulletin boards, your club is able to take down posters that have expired and replace them with your own. Do not remove any posters related to NAITSA elections, especially those posted by NAITSA and/or student candidates.

Please DO NOT tape posters on to the glass wall of CAT182. There are now poster boards available in CAT Building. 

When creating your event on Ooks Life, indicate if you would like your activity or club advertised on the @naitsaclubs instagram. The image you would like added must be uploaded on Ooks Life with a written blurb you would like included.

When creating an event, there are two options to advertise your event in the Nugget – free and paid.

FREE – Feature Article

Free feature articles are available to clubs that wish to advertise themselves in the Nugget either online (website) or in print (issue). This is not a visual ad but rather an opportunity for your club to have an informational article written by a Nugget writer based on an interview.

Examples:

• Adventure Club at NAIT
• Game Creators Space

To request this service, select “Nugget (Free Feature Article)” from the Additional Services page of your Ooks Life event request submission.

This will notify the Nugget Editor-In-Chief who will put your club in contact with a Nugget writer responsible for scheduling an interview date and time. This is a free service provided by the Nugget, no payment is required.

PAID – Ads

Paid ads are available to clubs that wish to advertise an event in the Nugget either online (website) or in print (issue). There are five ad types (banner, half page, leaderboard, box, premium sidebar/box) available to choose from, all of which are listed below:

Nugget Print (Issue)

The Nugget prints 3 issues a semester. An issue is on stands for a period of approximately six weeks. A club ad image must be uploaded to your Ooks Life event request a minimum of 10 business days before the print date. All print dates for the 2023-2024 academic year are listed below.

Nugget Website (Online)

The Nugget website updates on a weekly basis. They average anywhere from ~1500-3000 online visits per month. Advertising on the website is a great option for upcoming events or timely updates as ads run for two-week periods. A club ad image must be uploaded to your Ooks Life event request a minimum of 5 business days before the ad will run online.

To request this service, select “Nugget (Paid Ad)” from the Additional Services page of your Ooks Life event request submission.

This will notify the Nugget Editor-In-Chief who will generate an invoice on your club’s behalf which you can pay for via the Nugget website. A receipt of your payment will be provided which can be used as proof of payment when creating an Ooks Life purchase request for reimbursement.

All clubs are able to run ads on the SATVs around campus for a flat rate of $41.00/per business week. Ads are displayed on a rotation basis and can only be booked/paid for in single week increments. Due to limited availability, this service operates on a first-come, first-served basis.

To request an SATV ad, you must select the service from the Additional Services section of an event request submission.

Requesting an SATV ad requires three mandatory components:

• Proof (screenshot) of your approved event,
• Proof (screenshot) of your submitted purchase request, and
• Ad graphic file.

Please be aware that in order to advertise an event using SATVs, NAITSA must receive confirmation of your approved event and payment at least one business week prior to the date of the event. Missing this deadline will result in your ad not airing, no exceptions.

SATV ads must meet the following criteria:

• Ad size is 1150 width by 865 height (pixels).
• Ad cannot contain copyrighted content.
• File must be JPG/JPEG/72 DPI/RGB Colour Mode (no PDFs).

Campus Clubs does not accept Microsoft Office (Word, PowerPoint, Publisher, etc.) file formats or any formats other than those listed in the criteria on this page. Any file submissions that do not adhere to the required criteria will not be accepted.

Based on our own experience, less is more when it comes to text on SATVs. The ideal size for headline text is 100 pt, and no smaller than 60 pt for normal text. Ads that use visuals rather than text, typically perform better when utilizing this type of marketing media.

• File is less than 5 MB in total size.
• Word count is no more than 30 words, preferably less.

The NAITSA Marketing and Communications department is not responsible for resizing or reformatting your ad. Pending their availability, the CAB Marketing Coordinator may be able to assist your club with the formatting requirements.