Club Leader training is a mandatory info session on all the important information a club leader needs to know. This training must be completed before your club can begin hosting club activities.

Club Leader training is done in person for Ottawa campus and virtually for Pembroke and Perth campus. 

If you are required to attend Club Leader Training, you will be notified via email prior to the training dates. You may also view these dates on the Clubs Calendar. 

Club Leaders can book a table, dependant on availability, in specific buildings around campus. This allows you and your club to recruit new members, promote upcoming events and activities and spread the word surrounding your clubs interest to student on campus.

Tabling is available Monday through Friday between 9AM and 4PM. Tabling sessions come with one table and two chairs (E building may accommodate two tables and four chairs).

To book a table please email the Clubs and Communities Coordinator. Please note that tables must be requested a minimum of 7 DAYS prior to the desired tabling date.

Guaranteed and Event Funds

Funding is available to clubs in two ways, guaranteed funds and event funding. Guaranteed funding amounts are determined based on the clubs allocated tier level. All club funded purchases must be pre-approved by the Clubs and Communities Coordinator. 

The Club Leader must submit a Club Funding Request form for approval before, and in order to, use club funds. Any amounts spent by clubs without pre-approval first will not be reimbursed or compensated; this includes guaranteed funds. 

Additional funding will be available to clubs for on-campus events who demonstrate a clear need for it and meet the event application requirements. Additional event funding can be used only once per term per club. Event funding can be used for items such as covering the labour cost for on campus venue layouts, event security, campus bar staff, catering, event supplies etc. 

Funding will not be approved for the following, but not limited to; 

     ▪ Personal academic gain such as course work materials 

     ▪ Alcohol or any other substances 

     ▪ Clothing and apparel 

     ▪ Items that only benefit the Leadership Team or select members 

     ▪ Another organization’s membership or enrollment fees 

     ▪ Donating to an organization/profit 

     ▪ For any debts incurred by club members and/or leaders 

Club funds are intended to be put back into the club and its members. Funding should be used to provide an enjoyable student experience through campus activities that relate to your club’s purpose. 

 

A completed Supplies Breakdown sheet will be required in order to complete your funding request. Please complete the breakdown prior to starting the form.

  - Funding Request Form

 

If approved for funding, it will be arranged between the Club Leader and Clubs Coordinator that either the club purchase the items independently and then put in a reimbursement request form. This allows us to pay you back the approved funding spent. Receipts MUST be provided for any purchase to be reimbursed. Only funds that were pre-approved by the Clubs Coordinator will be eligable for reimbursement.

   - Reimbursement Form

Club Fundraising

To host a Fundraising event, you must fill out the Event Request Form. Fundraising events can only be for charities registered with the Canada Revenue Agency or for the Club itself.

Ownership of Club Purchases  

Any capital purchases made for a club that is not a one time use/experience will remain the property of the Students' Association. These items will remain stored on campus and does not belong to the Club or Club Leader directly. 

Events take a long time to get approved and promoted, so make sure to put in your club's event request five weeks before you wish to have the event!

Events can be what you make them, think about club events like throwing a big party, yes there are lots of steps, but all the fun makes them worth it! Here is the outline of the Event process to help you and your club have a smooth and easy event planning.

Define the Purpose of your Event

  • Meet with your club members and start brainstorming the purpose of your proposed event. Will this event financially help your club or fundraise for a charity? Is it to promote your student group or engage the campus community? Who is your event targeted towards, and what resources will you need to organize this event successfully?

What are your event needs?

  • The event form will have some basic event needs for you to select if you think you need them, like chairs and tables. But make sure to run through the event with your club and submit anything you feel the event may require. Itinerary, print materials, whatever you can think of; make sure to request anything you can think of in the event form. Please note that requesting an event need does not guarantee you will be able to get it. 

Budget for your event

  • Make sure you have adequate resources (financial and human). Are you planning on charging for this event? If so, how much? Get cost estimates or quotes to know what this event will cost. Explore all funding sources, such as registration/ticket sales, club funding, donations, and event sponsors.

Submit the Event Form

  • Before any event can be held on or off-campus, it must be submitted through the Events form. Event forms must be submitted a minimum of 5 weeks before an event. This ensures that the Clubs coordinator can review the event, consider any risk associated with the event, and allows you to book space on campus. 

Meet with the Clubs Coordinator to review

  • Once the event form is submitted, the Clubs coordinator will reach out to meet and review the event. This will be the time to discuss what's important for your event and what we can potentially weed out. Analyzing logistics and risk will also be reviewed, and hopefully, after this meeting, your event will be quickly approved! 

Marketing and Promotion

  • Think about how you want your event to be promoted, be creative and share your ideas to spread the word! As a recognized club, you get assistance with marketing through the SA marketing team. This allows for posters and digital content to be created for you, share how you envision those posters, and we will do our best to create them. 

Preparing for the Event 

  • This is your event! As much as the Clubs Coordinator is here to support you and your club, the event is your show to run and ensure it is a success. Make sure everything is lined up to go smoothly on the day, know who's responsible for what and check in with them on their progress. Inform all your members of your great event, and make sure to have people available to help you on the day. 

Day of event

  • All club leaders must be present on the day of a club event. Please arrive at least an hour before the event to begin setting up. If the club leader is not present at the event, unfortunately, the event will not be able to run. Having someone take pictures and post them on social media throughout your event is also recommended. Don't forget to tag the SA for a repost! 

  • @sa_algonquin

Event wrap up 

  • Events take a lot of planning and people to make them happen. Don't forget to thank everyone who helped, send feedback surveys to improve your next event, meet with your club for an event debrief and discuss what went right and what maybe went wrong. 

Now it's time to start planning the next event!

A club meeting is an organized and scheduled time for the club’s leadership team and members to get together to discuss important club matters and updates, or to host regular low organized activities. Club meetings typically have a set day of the week and reoccur on a weekly, biweekly, or monthly basis. Meetings are the heart of the club; this is when you get together to knit, play board games, discuss, hang out, and do what your club does.

Clubs must submit a Classroom Booking Request form in order to book a room. Your request will be reviewed and submitted to the appropriate classroom booking staff. If the booking staff are able to accommodate your request, the location of the classroom for your club meeting(s) will be confirmed with the Club Leader via student email.

Please note that Classroom requests must be requested a minimum of 5 BUSINESS DAYS prior to the desired meeting date.

As a recognized SA club, you have access to on-campus advertising such as campus posters, and other paper advertising materials to be placed around the Algonquin college campuses and boards.

Posters

Clubs are able to have posters put up around campus; they are not permitted to put them up themselves; the Clubs Coordinator will do that for each club. Clubs are responsible, though, for creating the poster! Clubs have access to a club Canva pro account to help them create clean, creative, and fun posters for their clubs. Please fill out the Club advertising form for your poster to be approved and published! 

Other Printing Material

Should Clubs need to print materials such as flyers, brochures, pamphlets etc. they are welcome to do so. Clubs are responsible for creating their own materials. Printing is limited to 30 prints per event/activity being requested.

Canva Account

Each club has access to a Clubs Canva pro account. This website makes it easy to build social media content, posters, pamphlets, and so much more. Please remember that this is a shared account for all the clubs to use, so each club must create it only within their club folder. If you want to use the Canva account, please reach out to the Clubs Coordinator.  

Please note that printing requests must be submitted 5 BUSINESS DAYS in advance for collection of materials and 7 BUSINESS DAYS for posting on poster boards around campus. Poster runs occur weekly.

Each term the Clubs Coordinator will send an email out to all Club Leaders to gain their club renewal status. Should your club be rolling over into the next term, your club will reamin active. Should your club no longer wish to reamin active, your club will be dissolved. 

Term Breakdown

Fall: September - December

Winter: Janurary - April

Spring: May - August