To host an event off campus, the primary event organizer must submit an off campus event form twenty-one (21) days prior to the event and prior to any promotion of the event. This includes any event run by your club held off campus, no matter how small or large. As all Clubs and Associations are insured through the Students’ Union, it is important to know where students are attending club events. The Students’ Union is responsible for anything that may happen to a Laurier student attending an event hosted by one of its clubs. The safety and security of Laurier students is of utmost importance to us.
The Off Campus Events Form allows the Students’ Union to understand the following:
- Location/Venue – where the event is taken place; whether the venue has insurance; whether there are any existing/prior issues with the venue or location
- Transportation – how students are getting to/from the event
- Description/Activities – what activities are taking place; level of physical activity/risk associated with event
Events with Alcohol
Off campus events with alcohol must be limited to only Laurier students and their guests. Therefore, the entire venue or separated section/room must be reserved specifically for the event. If this cannot be accommodated, the event must be held elsewhere or must be a dry event. Additionally, an event based around the consumption of alcohol is not acceptable.
Examples of Acceptable Off Campus Events with Alcohol
- Formal held at hall or reserved venue with tickets sold only to Laurier students and their guests;
- Social held at a venue reserved entirely for club event, e.g. Maxwells, and not open to non-Laurier students and guests.
Examples of Unacceptable Off Campus Events with Alcohol
- Brick Tours or Pub Crawls
- Social at a venue open to non-Laurier students and guests
If your club would like to host an event off campus with alcohol, speak with the owner/manager of the venue to find out about reserving the entire venue, or a separated area that does not allow other patrons to enter. Also considering hosting your event on campus at Wilf’s, Turret or the Grad Pub.
Transportation for Off Campus Events
If your off campus event requires transportation, there are two main options:
- Participants are responsible for own transportation: this is a good option for in-town events as it saves on cost and reduces liability
- Chartered bus: this is the best option for transporting a group to an event outside the city or public transit limits
We strongly discourage the use of any personal vehicles or renting vehicles as this places responsibility on the student driving the vehicle. If chartering a bus is not a feasible option (e.g. under 10 students participating), please consult with Pat Miller, Clubs and Associations Administrator, about options, which may include waivers for drivers and passengers.
For assistance booking a chartered bus, please contact Anthony Massi at firstname.lastname@example.org.