ACTIVITIES & EVENTS

Clubs have the freedom to plan a variety of different events and activities and Campus Clubs is here to support you through the event planning process! Some examples of events are:

• Program Hoodie Sales
• Bake Sale
• Graduation Celebration
• Weekly/ Monthly Meetings
• Karaoke Night
• Board Game Night
• Video Game Night
• Movie Night
• Lunch & Learns
• Speaker Presentations
• Mixers or Socials
• Off Campus Activities such as bowling, laser tag, escape rooms, etc

As a general rule, any time the club members will be gathering on-campus or off-campus, this is an event that needs to be submitted to Campus Clubs for approval through the Event Submission on ookslife.ca.

Each event is unique and will require different tasks for planning and execution of the event. When beginning the planning process for an event, you must start by brainstorming the idea or concept for the event. Look at your club’s goals and determine what type of events or activities will help fulfil those goals.

To help with the planning process, Campus Clubs has developed an Event Charter Template that can be found on ookslife.ca here. This includes suggestions on ways to work through the planning process from brainstorming to execution. It is recommended that a final copy of this Event Charter is uploaded to your club’s document section once complete so that it can be referenced for future events.

For instructions on how to upload documents to ookslife.ca, click here.

For each event, the club will need to decide on the Primary Event Organizer (PEO). The PEO is responsible for the event and must be in attendance for the full duration of the event. This person cannot be a NAIT staff member, or a non-club participant member of your parent organization.

If your club wants to host an off-campus activity such as a graduation dinner, most venues will require a contract or agreement.

Contracts are to be made in the name of the organizer (club executive or club name), not NAITSA or Campus Clubs. If you need help reviewing avenue or service contract, Campus Clubs will gladly assist you. The club personally assumes responsibility for loss or damage in the event that they sign an agreement.

Once you have decided on the key elements for your event, you will need to submit the event to Campus Clubs for review and approval. This is done through the Event Submission process available on your club’s Ooks Life page.

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.)

Go to the training tab for support on how to submit.

The benefits of submitting your event are:

• The event is covered under Campus Clubs’ liability insurance
• The club receives credit for hosting the event (It is mandatory for each club to do one event per semester to keep their active status)
• Free promotion on ookslife.ca where students can browse events
• Waiver can be built in to the RSVP function for a paperless system
• Additional support and suggestions from the Campus Clubs events experts to help elevate your event
• Access to the services and resources offered by Campus Clubs that are only available through the Event Submission

Many of the services Campus Clubs provides can only be requested via the Event Submission. The list below includes a few of the services you can request via the Event Submission:

1. Space bookings
2. Equipment bookings
3. SQUARE training
4. NAITSA E-Commerce set-up
5. Event ticketing set-up
6. Poster approval
7. Paid Nugget advertisements
8. Paid SATV advertisements

Something to note while event planning is that the more services requested via Campus Clubs, the longer time until your event can be approved.

Below are suggested timelines for submitting your event on ookslife.ca:

Please note these timelines are guidelines only and we recommend submitting your event as far in advance as possible.

Steps to submit your event via the Event Submission on ookslife.ca:

Visit the training tab for support on event submission.

The “Description” field in the Event Submission is what potential attendees will see on ookslife.ca. Step out of the event planner role and think like an attendee. What does this event look like from their perspective? What essential details do they need to visualize the event?

First, identify the key selling points. Then decide what belongs in the event description and what should be included in a confirmation email. Does everyone need to know specific details, or are they better suited for follow-up communication?

Always include the following in the event description:

• What do students need to know about the event?
• What will each student get or make? What is the end product?
• What can they do afterward?
• What makes the event special?
• Is there a theme?
• Are we partnering with a company? What is the instructor’s name and role?
• What prizes or perks are available? How many and how are they awarded?
• Who can attend? Is it only for students, or can non-students join with a NAIT student?

A standard event description should be about a paragraph (3-5 sentences). Start with a joke or quote to grab attention. Then paint a vivid picture of the experience, describe the key details, and provide instructions on how to join.

Campus Clubs offers training sessions that teach you about the Ooks Life Event Pass and the Event Check-In App that can be used to track attendance at your event.

In the training we’ll go over the benefits of the Event Pass and Event Check-In App and how they can streamline aspects of your club events.

You’ll also learn hands-on how to access your Event Pass, how to use the Event Check-In App, and should be able to train your event team on these tools.

The training information can be found on ookslife.ca here if you would like to self study, or you can book an appointment with Campus Clubs here.

Having problems with the booking link? Click here for the solution. 

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.

Depending on which space you would like on campus, there are different methods of booking that must be used. Please ensure you have reviewed this list and select the appropriate option on your Event Submission.

Spaces That Can Be Booked By Students

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:

The following link is a user guide for booking these rooms: nait.ca/roombookings.

Spaces That Can Be Booked By NAIT Staff

NAIT staff have access to book areas like classrooms and hallways. Please connect directly with your staff advisor to discuss which resources they have available to them.

Spaces Booked By Campus Clubs

Campus Clubs can book a number of spaces on your behalf, which must be requested through the Event Submission. Spaces are first come, first served and all subject to availability. Please note that students are not permitted to book these spaces directly.

A list of spaces that can be requested by Campus Clubs is below:

Classrooms and Theatres
Classrooms and theatres are subject to availability at the time of booking and may be adjusted at the discretion of Campus Clubs.

Studios and Gymnasium Space
Gymnasium space and studio space can be requested on your behalf, however there is very limited availability and your request may not be able to be accommodated. Campus Clubs will offer alternative solutions should the space requested not be available.

CAT182
CAT182 is a boardroom style space that is exclusively owned by NAITSA. This space can be utilized for a variety of events and includes tables, chairs and A/V.

Hallway Spaces
There are limited hallway spaces that are available for event setup due to fire regulations and other risk management considerations. Common hallway spaces can be found in the Event Submission form or Campus Clubs can make a recommendation on hallway space for your event.

Please note, Campus Clubs is not permitted to book student-bookable spaces or the CAT Glass Box (CAT202).

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.

*Because TV Shows are not currently listed on Criterion, they are not licensed and therefore cannot be shown*

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 or physical items on-campus you will need to create an event on Ooks Life. Hallway sales can collect cash or utilize Campus Clubs Square Machines (see the Equipment section for more information on booking equipment) to collect debit or credit card payments.

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. NAISTA covers all administrative fees associated with Square usage.

Additionally, the Square hardware must be booked through CHEQROOM. Please see the Equipment page for details on booking equipment.

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 which can be added to the sale price or paid for by the club (lowering the payout received from the tickets)

To request Eventbrite ticket sales, you must submit your event on ookslife.ca via the Event Submission and indicate you would like Eventbrite as an additional service.

NAITSA Shopify (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.

This can be used for things like hoodie sales, memberships, or certain fundraisers.

To request Shopify services, you must submit your event on ookslife.ca via the Event Submission and indicate you would like Shopify (e-commerce) as an additional service.

When your sale closes, you will be provided with a report of funds and orders received that can be utilized for distribution of the product.

You have a variety of options available to you on campus depending on the size of your event and location. Clubs may not bring in external food for their on-campus activities. Food activities and events are kept at a distance from food vendors on campus in order to keep positive relations with NAIT Food Services.

On-Campus food options include:

1. The Nest
2. Ernest’s at NAIT
3. NAIT Catering (Chartwells)
4. Student Prepared Food Options

Please see each respective section below for additional information.

The Nest Eatery offers a wide variety of menu items that can be served at events hosted in the Nest or small, private events (classroom meetings, etc). The Nest’s 2024/25 takeout menu can be found here.

When ordering from the Nest, you must adhere to the Quote Approval process.

The steps include:

1. Email nest@nait.ca.
   • • Provide your full club name, club banking number, name and email of the designated direct contact, requested pick-up date and time, requested food order including any allergies and/or dietary restrictions.
2. Await an incoming email from the Nest including your attached order quote.
   • • Read over the email and quote carefully and look for any errors or changes that should be noted. Follow up with the Nest if you require a reissue of the quote with necessary revisions.
3. Once your club and the Nest are in agreement with the quote, proceed by submitting a purchase request on Ooks Life. Upload the quote provided by the Nest to the purchase request submission.
   • • Please note that all quotes provided by the Nest expire based on the due date listed on the document.
4. When the purchase request has been approved by Campus Clubs, provide a copy of the approved purchase request to the Nest via email to secure your take-out order
   • • Be advised that once the approved purchase request and quote has been confirmed with the Nest, no further changes will be accommodated.
     • Should the approved order be terminated or cancelled within 48 hours of the event date, the Nest shall be entitled to retain twenty-five percent (25%) of the invoice total. The Nest may seek additional expenditures to date, including but not limited to labour, special orders, rentals, and food costs.
5. Arrive at the Nest (S110) at your scheduled pick-up date and time of your order.
   • • Depending on the size of your order, you may require a cart for transportation purposes. Carts are available for reservation with Campus Clubs, refer to Equipment tab for more information.

Ernest’s at NAIT is a dining room on NAIT’s Main Campus that is available for private events. Please note that this option is only available for events hosted at Ernest’s at NAIT.

For additional information on reserving the space or booking an event, please visit their website here.

As students, clubs are provided access to the Student Value Menu from NAIT Catering. This menu can be found here.

To request a quote for your event:

1. Contact NAIT Catering at carolyn.manchulenko@compass-canada.com with the below information:
   • • Club Name
     • Contact Person Name, Phone Number and Email
     • Date, Time and Location of the Event
     • Requested Menu Items and Quantity
     • NAITSA’s Address
       NAITSA
       11762-106 Street, Room O108
       Edmonton, AB T5G 3H4
2. When the quote is received, review all details to ensure they are correct. Contact NAIT Catering for any required changes.
3. When a finalized quote is received, submit a purchase request payable to NAIT Catering on Ooks Life.
4. A cheque will be issued by NAITSA for the club to deliver to NAIT in-person to finalize and confirm the order.

Students also have the option to prepare their own food for events such as BBQs or Bake Sales.
Clubs handling food in their activities (i.e: bake sales, popcorn etc) are to have students certified in food safety, as per ahs.ca/ephed.

When you submit your event on ookslife.ca, you will upload the certificates of your members that will be handling food on site. You will also fill out the Alberta Health Services (AHS) Registration Form as part of registering a food activity. An inspector may call you and provide recommendations.

Please refer to all food safety resources on Ooks Life, on the Campus Clubs page under “Documents”, then “General Event Files.”

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.)

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.

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.

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.

TYPE 1 EVENT REQUIREMENTS

The event must be submitted one week prior to the 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 four weeks prior to event date.

Posters must meet the following criteria:

• Maximum of 30 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. 

What is the Nugget?

The Nugget has been your student newspaper since 1964. Started as a platform to give NAIT students a voice, The Nugget has been educating and entertaining students with hyperlocal news for over 50 years. They publish print issues monthly (September to April) with new content uploaded on their website every Friday.

For more information on The Nugget, please visit their website here.

Pitch a Nugget Article

Is your club doing something noteworthy? Has your club hit an achievement that you think the students should know about? Has your club been participating in advocacy activities or would like to share an issue that affects the NAIT community?

Pitch it to the Nugget! The Nugget sections include:

• News & Features
• Arts & Life
• Opinion
• Sports

If you have an idea that doesn’t fit within one of these sections, contact The Nugget! They would love to hear it.

To pitch an idea for a Nugget article:

• Attend one of the weekly Nugget Pitch Meetings (can be found on ookslife.ca here under events)
• Email your idea to info@thenuggetonline.com

If your club is covered, this coverage is free to the club. Please note all articles are at the discretion of The Nugget. An article is not guaranteed.

The Nugget Online (Web)

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.

The Nugget Print (Issue)

The Nugget prints monthly, and stands can be found across main campus and satellite campuses. An issue is on stands for a period of approximately four weeks.

Requesting an Ad

Before requesting a paid advertisement, please review all of the information below in detail. These deadlines are firm and no exceptions will be made.

The steps for requesting a paid ad are as follows:

1. Complete your Event Submission on ookslife.ca. For the question that asks if additional services are required, select “Nugget Newspaper – Paid Ad”
2. Fill out all information requested including selecting your Ad Type, Print/Publish Date, and Contact Information.
3. If you have a copy of the Ad Image, upload it into the submission. If your Ad Image is not ready at the time of submission, it must be submitted to info@thenuggetonline.com BEFORE the submission deadline. Failure to supply the ad by the deadline will result in the ad being cancelled.
4. Once the event submission has been submitted, it will be reviewed by The Nugget team and they will contact you via email within 5 business days.
5. The Nugget will provide you with an invoice for the ad. You must submit a Purchase Request to pay for the ad with club funds. When completing your purchase request, select inter office mail for how the payment will be received. Ensure your club signing authorities approve the Purchase Request in a timely manner as you must have your Purchase Request approved by NAITSA Campus Clubs in order for the ad to run.
6. Send a copy of the approved Purchase Request to info@thenuggetonline.com to confirm payment has been issued.
   

Congratulations, you are all done! Look for your ad on the scheduled date and share it with your network!

Ad Options and Pricing

The advertisement options are included below, including the price for each option:

Timeline and Deadlines

All print dates for the 2024/2025 academic year are listed below. Online ads can be submitted at any time. If you are looking to advertise for a specific two-week period, include the publish dates for your ad in your submission.

Fall 2024

Winter 2025

Tips and Tricks

Here are some best practices to ensure your ad is a success:

• Ad image resolution must be between 150-300 dots per inch (dpi).
• An ad image must be submitted a minimum of 10 business days before the print date. See submission deadlines above.
• Print ads use CMYK colour, which can print duller in colour than RGB. Try increasing your contrast or playing with saturation to get a vibrant image. If submitted ads are using RBG, the Nugget will convert to CMYK.
• Ensure you include all relevant information. If you’re advertising an event, include where/when it is and how to RSVP. QR codes can be a great way to link to more information without overwhelming your readers with a ton of text.
• Don’t overwhelm the ad with too much text. Use exciting visuals or colours to catch the viewer’s attention. Be deliberate with the text you include, especially in online ads, which are only 250px wide.
• For online ads, don’t use QR codes, as most people will be viewing the ad with the device they use to scan. Instead, you can include a hyperlink with your ad submission and we can make the ad on the website clickable.

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. 

Campus Clubs provides registered clubs a professional booth with table skirting and basic club name signage. Awards including People’s Choice and Secret Judges (1st, 2nd, 3rd) are eligible for clubs in attendance to earn.

There is a $25.00 no-show penalty fee for registered clubs that fail to show-up.

What is Club at the Pub?

Club at the Pubs are a NAITSA funded event hosted on Wednesdays at the Nest Eatery where Club Leaders get to sit back, enjoy the event, and spend time with their club members! The event is planned, hosted and executed by the Ooks Life Team at NAITSA who will handle all the details to make your Club at the Pub night a success.

How do I apply?

Complete the Club at the Pub Application on ookslife.ca here!

What is the budget that NAITSA provides?

There is a $350 budget covered by NAITSA Campus Clubs to spend on your Club at the Pub. If your club would like to spend some club funds to further elevate your event, the Ooks Life Team can also help make the necessary arrangements.

These funds are non-transferable and are to be spent at the discretion of the Campus Clubs team on expenses that are relevant only to the Club at the Pub event.

What do I have to do as a club leader or member to apply?

To get started, complete the Club at the Pub Application Form and press “Submit.” Please ensure to entirely complete all fields or else your application will be denied for you to change and resubmit.
Ensure the Club at the Pub Application is completed at least 3 weeks before your requested date.
Your application will be reviewed in 1 – 4 business days by our Ooks Life Team (OLT) Lead. If your application is missing information, your selected dates are unavailable or other changes are needed, your application will be denied. Please review the comments, update your application, and resubmit as soon as possible.

Once the Club at the Pub is approved, an Ookslife Team Lead will reach out to you via the email you provided.

The club’s Primary Contact will have 3 days to respond to communications from the OLT Lead, otherwise the request will be denied.

Be sure to keep an eye out on your email!

What do I have to do as a club leader or member for the event?

The OLT Lead will take care of the planning and logistics of the event so that you, as the club leader or member, are able to participate and enjoy the event. As the clubs’ Primary Contact, you will have some responsibilities:

• Decide on the Club at the Pub goals
• Discuss with your club if you will be using club funds, what they will be used for, and how much funds will be allocated
• Decide on a food package and confirm food flavour options
• Decide on an activity package
• Promote the event!
• Assist with check-in at the event
• Liaise with the OLT Lead should any questions arise throughout the event

What packages are available?

We have 3 food packages and 5 activity packages available this year! Please see our Club at the Pub Package 2024/25 for an overview of the options.

What are the Club at the Pub rules?

• At least $100 of the provided budget must be used to purchase food or drinks.
• No fundraising or charging for entrance.
• Only for current club members, no guests, other clubs or alumni.
• Attendees are responsible for purchasing any additional food or drinks beyond the pre ordered items.
• Any activities must comply with The Nest rules.
  • No outside food or beverages are permitted in The Nest Eatery, regardless of purpose.
  • No hanging decorations or posters on the walls in The Nest Eatery.
  • The Nest Eatery retains the final authority over all events held at their venue, including but not limited to, theme, decorations and fastenings, lighting, music selection, music volume levels, games and activities, outside food and beverage, filming, and video. All previously mentioned must receive prior approval.
  • Designated fire paths must always remain unobstructed to ensure swift and safe evacuation during emergency situations.
  • Wheelchair accessible paths must always remain unobstructed.
  • All walkways must remain unobstructed of tripping hazards caused by cables, cords, or equipment.
  • The Nest Eatery reserves the right to make changes or cancellations at any time to ensure a safe and pleasant experience for all guests.

Who do I contact if I have questions or need help with my application?
You can reach out to the Campus Clubs Events Supervisor at askclubs@nait.ca

The Club Elevation Series is a group of workshops that focus on topics most relevant to club operations. The focus of these workshops is to provide an opportunity for professional development, networking with other club leaders and club members, and elevating your clubs’ operations!

There are awesome incentives available for attending Club Elevation Workshops in the 2024/2025 academic year:

• Individuals who are marked attended at 5 or more Club Elevation workshops will receive a Clubs Elevation long sleeve shirt and can contribute their accomplishment towards the club incentive!
• Clubs who have 3 different individuals that are marked attended at 5 or more Club Elevation workshops each will receive a Club Bonus of $100 added to club funds and a banner in their club gallery.

Individuals must decide which club they would like to assign their completion to. The individual can change the assigned club, but it can only be assigned to one club per person.

The upcoming Club Elevation workshops can be found on ookslife.ca here!

Each year Campus Clubs recognizes the contributions, accomplishments, and dedication of clubs at the NAITSA Awards Gala.

Clubs can nominate themselves and other clubs for awards under Forms on Ooks Life. Submissions will be assessed based on quality, not quantity. If Campus Clubs deems that the standard of achievement was not reached by any club for a particular award, then that award may not be given that year.

This year’s NAITSA Awards Gala will be April 5th, 2025. Deadline for nominations: March 3, 2025 at 4:00pm

Club members, these events are exclusively for you!

In the 2024/25 academic year, we’re hosting 4 Club VIP Events just for club members. Expect awesome prizes, fun activities, and unforgettable memories. Don’t miss out on these exclusive celebrations!

Visit ookslife.ca for more information.

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 at askclubs@nait.ca.

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 at askclubs@nait.ca as they will assist you in the licensing and paperwork required by Alberta Gaming and Liquor Commission (AGLC).

Alternatives 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:

• An entry fee.
• A prize.
• 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.

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.