For most SSMU clubs, hosting events is the most common way to engage students and attract new members to their club. SSMU offers a number of resources, including funding, room bookings, and other services, to aid clubs in the planning of their events.
If you are planing an Off-campus event, make sure to read the following guide:
In environmentally friendly event planning, clubs should consider things like providing vegetarian and vegan food options, buying in bulk to reduce packaging waste, using recyclable materials and avoiding #6 plastic, and the availability of clearly marked recycling and compost bins at events.
There are a number of resources made available to clubs to help them plan events that are carried out in the most environmentally friendly and sustainable fashion. For more information visit the Sustainability section of our website.
All clubs are entitled to free insurance coverage for their events through the SSMU. In order to obtain insurance, clubs will need to fill out the the Declaration of Event & Insurance Request Form with detailed descriptions of each of their events.
The following regulations describe what clubs can and cannot do with respect to organizing events that include alcohol and alcohol purchasing:
If you wish to purchase alcohol, you may do so one of the following two ways;
A CSP (consommation sur place) or bar establishment permit allows the bar or restaurant to sell alcohol to the patrons of the establishment. This means that the establishment has accepted the responsibility’s and laws set for by the Quebec government.
A club or service may have a contract or agreement prepared between them and the venue, once the agreement is in place they may now make a request with SSMU to have the contract or agreement signed.
A CAD (consommation à domicile) or reunion permit is a temporary permit that may be applied to space or venue when requested on behalf of a non-profit organization. In order to serve wine, beer or any other type of alcoholic beverage at an event a reunion permit issued by the Quebec Government must be in place.
SSMU must take the responsibility of applying for the reunion permit if needed, additionally the SSMU must sign the venue space rental agreement prior to filling in the application request for the reunion permit. Due to legal liability if this type of request is needed, SSMU must supply all support staff including servers, coordinators and security to allow this type of permit.
Club funds may not be used for cannabis purchases under any circumstances.
This includes, but is not limited to, contracts and/or agreements (including verbal agreements) with: venues, caterers or sponsors.
Should you have any pending contractual agreements with a third party, it is compulsory to submit these agreements on Declaration of Event & Insurance Request Form as an attachment or, alternatively, send a copy to the Events Administrator for processing. Once your event has been approved and signed by an authorized signing officer, you will receive a confirmation email.
Make sure to consider all the information on the Contracts & Agreements Checklist
As a club, you are also able to take advantage of one of SSMU’s many student-run services in order to ensure the success and safety of your event. You should consider working with:
One of the many benefits of being a SSMU club is access to free room and table bookings in the SSMU Building for events, meetings, parties, rehearsals or other club initiatives.
Due to the University Building Closure, the SSMU is looking into finding other spaces on campus for our student groups. Unfortunately, there is no guarantee to accomodate your student groups requests.
Room booking in SSMU Buildings
(680 Sherbrooke & Peel 3501)
Bookings must be submitted via EMS booking system at least two business days in advance and within 2 months before the date of the event.
Any other building on McGill Campus
For special events, clubs are also able to book Gerts Bar. There are fees associated with booking Gerts. Gerts bookings cannot be made through the SSMU Room Booking System and must be directed to the Gerts Manager. Please visit the Gerts Bar section of this website for more information about procedures, form and catering requests.
A table booking in the SSMU Building grants clubs the table from 9am to 12am on the date of their booking and they cannot be booked more 8 times in any given month. Groups tabling in the SSMU Building are not permitted to sell or give away food or drinks under any circumstances.
For more information, please visit the section of our website how to took a plan your event..
Booking and Tabling Outside of SSMU Building
Clubs are able to book rooms in other McGill buildings, but there may be a cost associated with these bookings. SSMU cannot provide support for booking these events.
SSMU clubs are also able to book tables for promotion or sales in other buildings, including Leacock, Burnside, Bronfman, and McConnell.
Clubs are also able to request room bookings in the McGill Sports Complex. Athletics offers a $15 rental rate for the rental of gyms, activity rooms, or fieldhouse courts for SSMU accredited groups. Note that the Sports Complex will contact the SSMU to verify that you are a SSMU accredited group prior to approving your requests. Contact the Administrative Coordinator at the Sports Complex for more information!