Guidance for student-led events

Use this tool to quickly determine the various forms, approvals and documents required for different types of student-led events hosted on campus.

This is a resource to help students in the planning process to host accessible, safe, and successful events at any of UM's Campuses or facilities.

Event Approvals

If your event meets one or more of the following criteria, you will need to have a consultation with Security and Student Affairs:

  • All events with alcohol being served.
  • All events with an expected attendance of 100 or more (with or without alcohol service).
  • All outdoor events, regardless of expected attendance or the serving of alcohol.
  • Event or speaker / content may necessitate security planning to ensure the safety of all participants involved.

Event planning tool

Depending on where you plan to hold your event or gathering and various other factors there are different offices, forms and approvers. Please select the options that best describe your event in order to display the best next steps in your planning.

Event considerations

Planning requirements

Use these guidelines based on your selections to help determine which steps you need to take in planning your event. 

Indoor events in MPR, Marshall McLuhan Hall, etc.

For all events taking place in UMSU University Centre, space booking will need to go through the Conference and Catering Office. Please complete and submit the Event Application Form. Make sure to review the UM's Use of Facilities Policy.

If your event is a tabling event, depending on the location, you will either need to contact the UMSU office or Conference and Catering office to book a tabling space.

Book a classroom on campus

If you event is planned to take place in a classroom or lecture theatre you will need to complete the Request to Book a room on campus steps. Be sure to review the Use of Facilities Policy.

Events held in atriums and flex-space's

If your event takes place in a faculty buildings atrium, flex space or hallway. Please review the building contact information list. You will need to contact the building respective contact to book space.

Be sure to review the Use of Facilities Policy.

Events in a UM recreation facility

Events that plan to take place in any of the recreation facilities on campus will need to complete the Request Sport and Recreation Facilities form.

Outdoor space booking

All outdoor event bookings will need to complete and submit the Event Application Form.

Barbeques will need to go through Conference and Catering Services. Please review the Events with Barbeques Policy.

Outdoor events will need to follow proper setup instructions thorough the Physical Plant Work Request Form. 

Bonfires on campus will need apply for a City of Winnipeg Open-air Fire Permit. Please review the UM's Fire Safety Programs.

 

Food

Alcohol

An event with alcohol present requires food, security and has greater risk potential. You will need a permit from the LGCA and approvals from various offices across campus.

Safety

Large Audience

Event Complexity

VIP Attendee

Open Event

If the event is open to the general public or to external guests who might require access control. Organizers will need to review and submit the Event Application Form

Contacts