Student Association Handbook
SUO strives to enhance the student experience by effectively coordinating the collective resources of our student body.
The greatest resource our students have is their passion. The purpose of our student associations is to facilitate the discovery, pursuit, and sharing of those passions.
Types of Student Associations
We have two different student association structures – Course Unions and Clubs.
The purpose of a course union is to enhance the ability of students to discover, pursue, and share their passions in a particular academic field. A Course Union may restrict membership to students in their particular academic field, or they may be open to all students. All students within the specific academic field are automatic voting members of the relative course union. Any member of a course union can attend meetings and events, however voting members are specific to undergraduates or graduates, who major or minor in the relevant subject of the course union. A few examples of Course Union activities are: socializing, tutoring programs or group study sessions, supplying specific course materials, and/or advocating for students in their academic field.
The purpose of a club is to enhance the ability of students to discover, pursue, and share their passions outside of a particular academic field. Club membership is open to all students. The variety of types of clubs that exist is extremely diverse; from religious & ethnic clubs, to hobby & sport clubs, to clubs for social justice or affiliated with a particular political or national/international organization.
Please be sure to check out our Student Association Directory to connect with your peers.
Top 11 Things to Know
TOP 11 THINGS YOU NEED TO KNOW
- READ this Student Association Handbook to get answers to questions of many different topics. If you don’t find your answer in here, email the Membership Outreach Coordinator to let her know and get your answer!
- RENEW your Student Association every year to retain active status between July 1 & the deadline of the Friday of the 1st week of classes Term 1
- REGISTER one, preferably two executives for the annual Student Association Orientation(s) held every September and January! It’s mandatory to attend to retain active renewal status!
- APPLY for Student Association Funding in Term 1 & Term 2 before the deadline, don’t miss it! We email the form to active Student Associations at the start of each funding period!
- GET pre-approval for all OFF-CAMPUS events or you can’t get reimbursed for expenses!
- PROMOTE your Student Association event on the SUO Events Calendar!
- MAKE sure all executives have access to the Student Association email or are forwarded all emails with important information
- USE your Student Association email for all communication and room bookings
- PLAN inclusive and fun events!
- MAKE SURE you regularly check all the folders of the Student Association email address. It is your responsibility to make sure you are aware of all important information, plus you don’t want to miss out on funding opportunities!
- EVERY Student Association Executive must know and follow the STUDENT ASSOCIATIONS REGULATIONS! Refer to pages 63-72 in SUO Regulations. Not knowing is not a reason for breaking important regulations!
The Basics of Becoming A Student Association
Any group of UBC Okanagan students can make a request to start a SUO Student Association. We encourage members to check our Student Associations Directory before submitting a request to ensure that a similar Student Association doesn’t already exist. Once you have done so, you are ready to fill out our Student Association Registration Form.
Application Forms for new Student Associations will only be accepted and ratified during the months of September/October and January/February.
Every new Student Association must be ratified at a SUO Board of Directors meeting. What does ratification mean? Being ratified as a SUO Student Association means that your group can access all resources that the SUO has available (we’ll get into what those are soon).
How do I become ratified? Once a Student Association Registration Form has been submitted, it will be reviewed by the VP Internal and Membership Outreach Coordinator. If we have questions, we will reach out via the Student Association email address on the form. You may be invited to attend a meeting at the SUO office or do a presentation to the SUO Board at a Board of Directors meeting. The Student Association will be denied if it is a duplicate of any existing Student Association or it is not in alignment with the Student Union Regulations.
- Student Association means any organization ratified by the Students’ Union in accordance with this Regulation and is open to all SUO members.
- A Course Union is a Student Association that is Department or Faculty specific and open to members only specific to that Department or Faculty, ratified by the Students’ Union in accordance with the Student Associations Regulation. Any student is welcome to be a member of a course union, however voting members are undergraduates or graduates, who major or minor in the relevant subject of the course union. Course Unions must have Annual General Meetings and Annual Elections to vote in the Executive Board of the Course Union. There is usually a Faculty advisor working in partnership with the course union.
For all Student Associations you will need:
- three executive members
- three signing authorities
- fifteen regular members
- a general student association email address
- Course Union only – Write a constitution that outlines the mandate and operations of your course union. Here’s an example constitution.
Most importantly, Student Associations must be open to all current UBC Okanagan students (all undergraduate and graduate students at UBC Okanagan) and must not duplicate the function of a pre-existing group. Once you have been ratified, you may have alumni, staff, or members from the community join your Student Association.
Make sure your group follows the guidelines set out in the SUO Student Association Regulations.
Your signing authorities are the executive members of your Student Association who oversee and approve the spending of your Student Associations funds. While you may have more than three executive members, you may only have three signing authorities and they must also be executive members. We highly recommend that your President and Treasurer/VP Finance be listed as signing authorities. We do not accept e-signatures or computer font signatures on page 2 of your registration form (your list of signing authorities).
Fill out the Student Association Registration Form.
Check your Student Association email. This is where you will get notice of your ratification status. Included in the email will be a New Student Association Funding Form. You will have 10 days from the date of the ratification email to submit the funding form for the maximum amount of $250. If you miss the deadline, you will have to wait until the Term 1 or Term 2 funding periods to apply for SUO funding. You still will only be able to apply for the maximum amount of $250 until you provide a Student Association End of Term Report providing information on past events and fiscal responsibility.
THE BASICS OF STAYING RATIFIED
How do I stay ratified? To officially stay ratified with the SUO, your Student Association must submit a Student Association Renewal Form in hard copy to the SUO office after July 1 and before the Friday of the first week of classes in September every year. After August 1st, Student Associations do not have access to SUO support until they submit their Student Association Renewal Form.
Signatures on the forms must be original and in ink for the Membership Outreach Coordinator and Finance Manager to effectively track the signing authorities for your bank account, your contact information, and your funding requests. All information must be legible.
If the September renewal deadline is missed, Student Associations do not have access to SUO support for the first Winter term. A Student Association which does not meet the first Winter term deadline may receive support from the Students’ Union for the second Winter term if they submit their renewal form prior to the first Friday of the second Winter term as per the Student Association Regulations.
Can ratification be lost?
- Student Associations will be dissolved by the Board of Directors after remaining inactive for 18 months
- If members of the Student Association do something that violates the Students’ Union Code of Conduct, such as but not limited to hazing, offensive behaviour, sexual misconduct and discrimination
- In violation of the Student Associations Regulation
- Open an external bank account
- Open an Eventbrite account that deposits into an external account
Once renewal has been confirmed, at any point during the year, if you have a change in executive or signing authority, contact the Membership Outreach Coordinator by email or during posted drop-in office hours.
Student Association Directory
SUO STUDENT ASSOCIATION DIRECTORY
Once the Student Association has been ratified or renewed, update your information for the directory.
Things to include:
- A write up of what your Student Association is about and what members can expect
- Student Association logo (120 pixels wide by 120 pixels high png with a transparent or colour-filled background)
- Website (if you have one)
- Photos or images for promotion purposes in jpeg or png format
- 15-45 second mp4 informative video
Send all the information you would like to include to the Membership Outreach Coordinator and your section of the directory will be updated as soon as possible.
All Student Association executives are required to regularly check their student association email for important information and updates from SUO.
Advantages of Being Ratified
WHAT ARE THE ADVANTAGES OF BEING RATIFIED?
- Student Association Funding
- Tabling and classroom booking privileges
- Event promotion on Instagram @saofsuo_ubc and SUO Events Calendar
- Poster printing services
- SUO Financial Account with itemized tracking of funding, deposits and spending
- Table at Student Associations Expo
- UNC Theatre and Boardroom booking privileges
- Moneris machine and/or Eventbrite for ticket or product sales
- Portable Audio System (speaker and microphone) to borrow for events
- BBQ for outdoor campus events
- Lockers for storage
Check out our Directory of Course Unions on campus! They are a great way to connect with and become involved fellow students who are working towards the same degree as you are. Course Unions help you navigate the specific faculty or department, as well as hold exam study sessions or tutoring services to fellow students. Events hosted by course unions are a great way to socialize with people who have the same common interests. They are also a great source of information for conferences or competitions that you may want to attend or compete in.
Booking How To’s
Campus Foyer, Classroom and Outdoor Bookings
For room booking requests (eg. club meeting in a classroom) please allow three business days for a booking confirmation. During our busy times (September and January) allow five business days to process booking requests. For larger events, request your booking well in advance. Booking confirmations are sent to the Student Association email as soon as they are available.
The Central Booking Office (CBO) provides an online timetable to show availability on spaces, please confirm availability BEFORE you submit your On-campus event form and make sure that you include extra time for event set up and clean up in the availability.
Step 1: Verify room availability
How to use the timetable:
- Click on “Rooms”
- Select the room you would like to check for availability
- Select the “Week Range” (all weeks start with the Monday date)
- Select the day of the week your event/meeting will take place
- Select the “All Day” option to see the full schedule for the date selected
- Leave the default “Single (Basic) Timetable” option
- Click “View Timetable”
PLEASE NOTE: times and locations of classes and events on the timetable can be subject to change. The timetable reflects updates to the timetable in real time. Not all locations are available to be viewed in the Room search, only listed locations are available for Student Association bookings. Foyer spaces can be booked in the EME, Arts, Science, Arts and Science, Fipke, and UNC.
Outdoor space can be booked using our regular room booking request. Outdoor spaces do not come with tables, chairs, or other equipment set up. If tables/chairs are required, submit a Facilities Management Event Application form to the Membership Outreach Coordinator. The link to the form will be sent in the email that comes with the confirmation of the space being booked. All Facilities Management requests must be submitted twenty-one days in advance of your event date. Facilities Management charges $40 per crew member per hour for event set-up and tear down.
Large Function Space
UNC 200 Ballroom
- capacity for 136 seated banquet-style or 200 standing or seated theatre-style
- built-in screen, overhead projector, microphone and surround sound system
- must be booked at least 2 hours in advance of event start time for set-up
- set up of tables/chairs (must be done by Facilities Management and requested 21 days in advance of event date via the Facilities Management Event Request form, available upon request from SUO)
- if music and dancing is part of the event, SOCAN and Re:Sound fees apply and will be paid from your student association account after your event
- Capacity for 400 in a fixed table tiered classroom
- Built-in screen, multimedia projector, speaker system, microphone
- Computer, blu-ray, HDMI, document camera, wireless presentation
- Lighting control, AC power to all seats
COM 201 Requirements:
- must be booked at least 2 hours in advance of event start time for set-up
- if 50 people or more are expected to attend, a Campus Security Event Application is required 10 days in advance
- Capacity for 200 in a fixed tablet tiered setting with plush seating
- 40′ x 27′ x 33′ Raised stage, floor to ceiling curtains
- Multimedia projector, speaker system, microphone (wired and/or wireless handheld or wireless lapel)
- Computer, Blu-ray, HDMI, VGA w/ audio, document camera, wireless presentation
- Professional stage lighting and lighting control, two lighting tripods for close stage-mounting of lights if required
- Technical Booth
- Touch-top podium with DVD, VCR, LCD Projection, 20” screen and sound system enables control of all the audiovisuals
- Outdoor Marquee sign available on request (cost for set up)
ADM 026 Requirements:
- must be booked at least 2 hours in advance of event start time for set-up
- if 50 people or more are expected to attend, a Campus Security Event Application is required 10 days in advance
- Technical Booth available with skilled technicians. Rate 4-hours: $200. For performance events a technician is mandatory at $50 per hour with a minimum of $200.
- No food or drink permitted
Special Function Bookings
Special Function Space
Nachako Gathering Room
The Nachako Gathering Room is not available for booking Student Association events.
The Arts Atrium is no longer available for events.
Campus Study Space
Gymnasium, Volleyball Courts, Soccer Field, Ball hockey rink, etc…
> Campus Recreation
Student Experience Office
COM104 Sawchuk Family Theatre
Located on level one of the Commons, the Engagement Theatre is a 25-30 person public and bookable space that gives users access to a 16 screen video wall.
- 9′ tall x 16′ long video wall
- Multi-source inputs: HDMI x2, Air Media, VGA, HD Cable x3
- User-friendly touch interface controls
- Stereo sound system
- Dual wireless microphone
UNC 106 Theatre
The Students’ Union UNC106 Theatre contains the following features/equipment:
- 88 theatre-style seats
- Ceiling-mounted 4K HD Projector
- Electronic controlled projection screen
- Surround Sound Speakers
- Two (WiFi) wireless access points
- Blu-ray DVD player
- Wireless hand-held and lapel microphones
- HDMI, VGA cable and audio cable
PLEASE NOTE: Breach of any terms and conditions may result in the fee.
UNC 105 Boardroom
The Students’ Union UNC105 Boardroom contains the following equipment:
- Ceiling-mounted projector
- Electronic controlled projection screen
- Two wall-mounted speakers
- Wireless access point
- Small sink and snack bar
- Twenty chairs & Six boardroom tables
PLEASE NOTE: Breach of any terms and conditions may result in the fee.
Do’s & Dont’s of Event Planning
- CHECK ROOM AVAILABILITY BEFORE SUBMITTING A FORM
(Rooms Are Booked On A First Come, First Serve Basis So Sometimes It Will Show That A Room Is Available Because A Request Has Not Been Processed Yet. We Will Email You If This Is The Case, So Book Early)
- BE PATIENT AND RESPECTFUL – We Can Have Many Requests To Process
- WHEN MAKING MULTIPLE ROOM BOOKINGS For The Same Day, You Can Specify The Multiple Rooms Wanted In The Enter a description for the indoor/outdoor space Of The Booking Form As Long As The Dates And Times Are Identical.
- GIVE CLEAR DETAILS So We Don’t Have To Email You To Ask Questions Before Processing The Request.
- Submit A Form Before Checking Room Availability
- Try And Book The Following Rooms
- RESTRICTED CLASSROOMS
- TEACHING LABS
- CLASSROOMS THAT AREN’T LISTED ON CENTRAL BOOKING
- Submit requests specific only to a building and not a room. Check Availability And Specify The Specific Rooms Wanted On The Form.
- Book A Space Last Minute, We Are Only Human And Need Time To Deal With The Many Requests Received Daily
- Have an event in a private residence or home. Our insurance does not cover liability in these spaces.
Large events require a request well in advance – four weeks for an event without alcohol served and six weeks if you are planning to serve alcohol. Liquor licenses are acquired through Campus Security (form below). If you will be hosting a large event on campus, follow these steps:
- Check the timetable and ensure space is available, including time to set up before and clean up after the event
- Submit a room booking request with the on-campus event form
- Receive confirmation of your booking
- Submit the Campus Security Event Application for events with 50 or more attendees and/or where alcohol will be served.
- If your event is during class time, you will also need to fill out the Potential to Interfere Form and submit to security for approval.
- Complete the Facilities Management Event Application 21 days before the date of the event and send it to firstname.lastname@example.org
Facilities Management charges $40 per crew member per hour for set-up and tear down of events. If your event is in UNC 200 and has music/dancing, SOCAN and ReSound fees will apply. Charges will be paid from your student association account after your event.
Barbeque events are not allowed until further notice due to COVID and food handling procedures during this time.
If you are hosting a BBQ event on campus, make sure you book your outdoor space using our On-campus Event Form. You can fill out and submit the BBQ Booking Request Form in the Add-Ons of the event form. There is a $20 usage fee to cover the cost of maintenance and propane. All SUO Student Associations are required to have at least one member or volunteer with FoodSafe certification overseeing any food preparation and a fire extinguisher on hand during operation of the BBQ. Fire extinguishers are available on the day of your event from the Campus Security Dispatch office, located in the ADM building near the UBC Okanagan Bookstore. Don’t forget to return it to the dispatch office once the event is over. Please check the BBQ Guidelines for more details.
THE WELL PUB
The Well is a great place to throw an event. All ages events in the Well do have some fees attached to it, however the needs of the event affect the costs involved. Due to no alcohol being sold there is usually a staffing fee as well as an overall booking fee. This fee is arranged between The Well Pub Manager and the folks putting on the event.
For the most part a 19+ event would not have any fees attached to it as bar sales would cover the costs.
Since the event is in Students’ Union space, there are no extra insurance costs or waivers to sign for All Ages and 19+ events.
If someone wants to inquire about booking the space they can contact Mike, The Well Pub Manager, at https://wellstudentpub.ca/contact-us/.
We have one (1) portable PA system available for Student Associations to borrow for use on campus. It can be reserved through the On-campus event Form as an Add-on. The system can not leave the UBCO campus. Terms & Conditions must be agreed to before loaning the equipment. If it is being used during class times, you will need to fill out a Potential to Interfere Form with UBCO Security prior to the event.
We have a limited number of fold up tables and chairs available for use on a first come, first served basis. Please book the requested outdoor space and receive confirmation before requesting the tables. Please come to our office at UNC 133 on the day of your event or contact the Membership Outreach Coordinator if you wish to request a table. Please note, SUO tables are only available during office hours: Monday to Friday, 8:30am – 4pm.
OFF CAMPUS EVENTS
SUO Student Associations are required to obtain pre-approval for all off-campus events and activities. We recommend that off-campus event requests are submitted at least two weeks in advance of the date the event will be advertised. Last minute submissions may not be able to be approved. Events involving physical risk or alcohol may require waivers to be signed and submitted to the Membership Outreach Coordinator prior to the event. In certain circumstances, there may also be extra insurance coverage required at the expense of the Student Association. Once the Off-campus Event Form has been submitted, our office will respond with notice of approval or a request for more information.
Student Associations are not allowed to have a raffle or draw that would require them to procure a gambling license due to the stringent government reporting that would be required and the fines that are involved if not followed correctly. If it is a game of chance, that anyone can win – you need a gambling licence. Examples of this are random draws, raffle tickets, 50/50s, silent auctions, lotteries and games involving playing cards or dice. If it is a game of skill, then you do not need a license. Examples of this would be to guess the number of items in a jar, closest putt to the green, the best score in a bean bag toss, a trivia or mathematical question.
A game that needs a gaming licence has the three elements listed below. The contest has to be exempt from at least one of these three criteria.
- There is a prize.
- Contestants have to pay to enter.
- It is a game of chance.
Email the Membership Outreach Coordinator at email@example.com with any and all questions before carrying out any raffles or draws.
- Get creative with ways to raise money for your favourite charity.
- Book space in front of the UNC, borrow a table to have a bake sale or sell Krispy Kreme donuts.
- Book space in the courtyard and raise funds having a BBQ.
- Book the UNC Ballroom, organize a fun event and sell tickets on the SUO Eventbrite page to raise money.
- Use SUO funding to cover expenses for holding events or purchasing fundraising products.
- DON’T use SUO funding directly to make donations to charity organizations.
Student Association Funding
STUDENT ASSOCIATION FUNDING
If you are a new Student Association that has just been ratified by our Board of Directors, you would have received an application form for new Student Association Funding with the email informing you of being newly ratified. You have 10 days from the date of receiving the email to submit the application and receive up to $250 in funding to help you function until our next official funding period at the beginning of the following start of Term 1 or Term 2.
Outside of being a brand new club or course union, there are two annual funding request opportunities for Student Associations. Each one takes place at the start of Term 1 in September or Term 2 in January. Funding application details and deadlines are sent out to registered Student Association email addresses at the beginning of each funding period. Funding applications submitted after the specified deadline will not be considered for the current funding period so don’t miss the deadline!
Any requests over $1500 will require an in person or zoom meeting with the VP Finance & Administration and one other member of the Ad Hoc Funding Committee to discuss the needs of the request. Requested amounts that are $2000 and under can be approved by the Ad Hoc Funding Committee. Any approved requests over $2000 during one funding period must be ratified individually by the SUO Board of Directors at a board meeting.
A student association can request up to $3500 total per academic year.
At the end of each term, we ask for each Student Association to fill out an End of Term Report and submit it to the Membership Outreach Coordinator to report events and spending during that term. The End of Term Report will be reviewed along side the proceeding funding application period. Failure to submit an End of Term Report could affect the student associations ability to be approved for funding or receive requests for larger amounts in the following term.
Banking and Financial Transaction Processes
BANKING & SUO FUNDING
Student Associations may not hold external bank accounts or move funds through a personal or external account.
All Student Association funds must be deposited directly into the SUO Student Association account.
All SUO registered Student Associations MUST keep their funds in an account set up through SUO. Failure to do so can result in the suspension or dissolution of your Student Association.
To obtain an itemized .pdf financial statement or balance inquiry, email the Membership Outreach Coordinator from your Student Association email account requesting one. For privacy and protection of a student association’s funds, we will not send account statements to personal email addresses.
If you have a deposit for your Student Association account, please take the cash or cheque to the Paper & Supply co. (formerly known as the GreenText and More Bookstore) and let them know you would like to make a deposit. Your Student Association account will be updated the following business day. All cheques must be made payable to the “Student Union of UBC Okanagan” with your Student Association name noted in the memo, no exceptions. We are not able to deposit cheques that are not properly filled out.
If a business is mailing a cheque to the Students’ Union, provide them with our mailing address and ensure you list your Student Association name and the Students’ Union of UBC Okanagan:
Student Association Name c/o SUO of UBC 3272 University Way, UNC133 Kelowna, BC V1V 1V7
If a business would like to arrange a direct deposit, email the contact information and agreed amount of sponsorship or donation from the Student Association email to the Membership Outreach Coordinator. If requested by the sponsor, we can provide an invoice for their financial records.
SPENDING STUDENT ASSOCIATION FUNDS
All Student Association funds must be spent up front by members and reimbursement will be made via direct deposit after submitting an Expense Reimbursement Form to our office.
Please ensure your form contains the following information:
- the name of the person/business the reimbursement is being made out to
- a personal email of the person/business being reimbursed to supply confidential banking information (Do not include banking information with the ERF. We take privacy very seriously)
- what the purchase was for
- the name of your Student Association
- the total amount being requested. If the amount of the receipt(s) does not match the amount stated on the requisition form, include an explanation.
- signatures from two of your signing authorities. A signing authority can not authorize their own reimbursement.
Once the form is complete, attach the receipt(s) totalling the requested amount, and submit it to the Students’ Union office at UNC 133. You can also email the form and receipts as a pdf to the Membership Outreach Coordinator. If emailed, the hardcopies of the form and receipts must be kept in a secure location for a minimum of one year. Reimbursements will be made by direct deposit to bank accounts at Canadian financial institutions.
If the amount being spent is larger than a member can personally take responsibility for, please contact the Membership Outreach Coordinator and you will receive assistance with an alternative payment method. Do not spend money for your Student Association from your personal account if it could result in a financially stressful situation. We do not want students to struggle financially while waiting for reimbursement. We ask for a minimum of 5 business days to have your reimbursement ready. Once the ERF is processed, it can take 3-5 business days for the bank to deposit the funds into your account.
DEBIT MACHINES (Moneris)
The SUO has debit/credit machines for Student Association use. To request a debit machine, please fill out our Moneris Machine Request Form found in the Add-ons when submitting On-Campus Event or Off-Campus Event forms. The machines are booked on a first come, first serve basis and cannot be removed from campus. A Student Association may only book one machine at a time to a maximum of 7 days. Two bookings can not be submitted consecutively. We will send you an email confirming your request once it has been processed. You must have two signing authorities sign off on your request; they can do so by stopping by our office once your request is approved. The member who will be responsible for the machine must sign the form and supply a reliable source for immediate contact. Debit machines must be returned before 4:00PM on the final day it is booked for.
Student Associations that would like the option of allowing online payments for an event may make a request to have their event listed on the SUO Eventbrite page. All SUO registered Student Associations wishing to use online payments MUST use Eventbrite through the SUO. Use of personal accounts and online sales platforms are strictly prohibited. To make a request to set up payments/ticket sales through Eventbrite, please fill out our Eventbrite Request Form in the Add-Ons of our On-Campus, Off-Campus or Online event forms. Once we have set up the event page, an email inviting the student association to be an organizer will be sent to the student associations email address. You will be able to make edits to the event description and add graphics. Edits to the date, time or ticket information can be done by emailing the Membership Outreach Coordinator.
The Paper & Supply co. (formerly known as the GreenText and More Bookstore) has a limited number of cash boxes which can be signed out by Student Association members on a first come, first served basis. If you require a cash float, you must make your request a minimum of 2 business days in advance. Please include your request for the quantities of bills and coin required to a maximum of $200. Visit or contact the Paper & Supply co. (formerly known as the GreenText and More Bookstore) at UNC 103 for more information or to make a request. You can also email the Paper & Supply co. at firstname.lastname@example.org!
Promotion and Posters
PROMOTION & POSTERS
SUO Website Event Calendar
Student Association Events can be posted on the SUO Events Calendar to promote it and increase exposure.
There are two ways to get your event added to our Event Calendar.
- When submitting a booking request on our website, you click on Yes to add it to our calendar and write up the description that you would like added to the post in the description area under the Event Name. Once the booking request is confirmed, we will add the event to our calendar and email you a link for approval and edits.
- If you chose No to the Event Calendar or changed your mind, email the Membership Outreach Coordinator with the event name, description, date, time, location and any other details such as ticket cost or registration information. The event will be added to the calendar and a link emailed to you.
Each Student Association may have up to 20 posters printed per event. If more than one group is partnering together for an event, a maximum of 40 posters total will be printed.
Note the following when designing your poster:
- Your Student Association name or logo must be clearly displayed
- The SUO name or logo must be displayed (available for download on website – light background or dark background)
- All event details such as date, time and location must be listed correctly. We will not reprint posters as a result of mistakes in your poster design
- Each poster design must have at least 3″ x 2″ of negative/light-coloured space for our SUO date stamp. Posters without this stamp may be removed by campus cleaners
- Posters can be printed standard letter (8.5″ x 11″) or tabloid (11″ x 17″) sizes. Indicate the size when submitting the request form.
***Canva users, please refer to this important information before submitting your poster request.
When your poster design meets the above criteria, you may submit it using the Poster Printing Request Form.
Once you receive an email confirming posters are ready, they can be picked up at the SUO reception desk. If you printed your own posters they can be stamped at the GreenText and More Bookstore.
Posters must be put up following the university campus rules listed below. Failure to adhere to this policy will result in your posters being removed by University staff.
- Posters must be date stamped with our SUO stamp, they will be taken down two weeks from the date stamped.
- In the UNC building you may hang posters on the 1st floor round pillars only with masking tape or painters tape only (available at the Green Text Bookstore). Posters put up with scotch or packing tape will be removed as the acid in the tape permanently damages cement and paint.
- DO NOT hang posters on walls, glass, windows, or doors.
- In buildings around campus you may hang posters on general bulletin boards only with pins or staples. DO NOT hang posters on faculty or department specific bulletin boards.
- In some buildings, it may be necessary to obtain department approval prior to posting.
- Do not cover or block visibility of current posters already posted.
For complete information, please refer to the Campus Planning guidelines.
STUDENT ASSOCIATION DEVELOPMENT NEWS
Every September we have an Orientation Day. It is usually the second Saturday after the first day of classes. We spend the day teaching student associations how to run their finances properly including budgeting, reimbursing, expenses and how to apply for funding to create great events and activities on campus. We also teach you how to run successful events on campus, seek sponsorship from the community and participate in campaigns to improve the lives of students. It is mandatory for 1, preferably 2 executives from each Student Association to attend orientation for your Student Association to retain active status and have access to the SUO services associated with Student Associations.
Expo is a large outdoor event held in the courtyard that provides Student Associations the opportunity to promote themselves to incoming and returning students. Campus and community partners also participate in Expo so it provides Student Associations an opportunity to network and make connections. Because it is outdoors, we have room for all Student Associations as long as they have confirmed their renewal status with the Students’ Union and signed up to participate. The Students’ Union usually does a big barbeque with free hamburgers/veggie burgers and a table to meet your Students’ Union crew and get free swag! This event is a lot of fun and interactive every year!
TERM 2 COUNCIL MEETING
Every January we have a Council Meeting that is similar to Orientation about updates and new business. It is tentatively, the second Thursday evening after the first day of classes. We spend the time reviewing relevant information and updating any changes including Term 2 funding that have occurred since Orientation. We will also have an open town hall forum to find out what our Student Associations need from us and to share ideas. It is mandatory for 1 executive from each Student Association to attend the council meeting.
Winter Expo is an indoor event, usually held in EME every January that provides Student Associations the opportunity to promote themselves to students. It is more low key than the main Expo held in September, we can only accommodate 60 Student Associations due to spacing. Campus and community partners also participate in Winter Expo so it provides a second opportunity for Student Associations to network and make connections. Watch for sign-up emails in November. Tables are reserved on a first registered, first gets the spot due to limited spacing.
ANNUAL STUDENT ASSOCIATION APPRECIATION NIGHT
Our Student Associations Appreciation Night is a celebration event that connects student leaders who have done their part in creating an amazing campus for students who attend UBC Okanagan through inclusive events, bake sales, education and group study sessions for midterms and finals. Two executives per Student Association are welcome to attend. This event usually happens in March or April.