Fall Clubs Fair
Updated August 29, 2023 at 4:30 PM
Fall Clubs Fair 2023 sign up is closed! Make sure your group is ready by reading through our prep guide.
Tabling
Each year, Fall Clubs Fair takes place over on the Main Quad during Week of Welcome! Join us in the WOW Village to find games, the Mainstage, and of course, Student Group Recruitment Headquarters for the start of the school year! PLUS, this year we've partnered with New Student Orientation to bring Fall Clubs Fair to incoming students before Week of Welcome even begins!
- New Student Orientation Clubs Fair - September 2nd - 4th, 11 AM - 2 PM (one shift per day)
- Week of Welcome Clubs Fair - September 5th - 7th, 10 AM - 4 PM (two shifts per day)
Curious about what each day will be like? Read more here!
Sign Up & Pricing
While we will have more days of Fall Clubs Fair this year, we will be decreasing the number of tables available to make more space in the tent. Because of this, there will be a limit of 3 shifts per student group. We hope that this will also encourage a wider variety of groups to table!
Please note that only one sign up may be submitted per CCID; if you need to sign up multiple student groups, coordinate with other executives to have them submit via their own CCIDs. If you cannot see a date as an option, this means it is fully booked! You may still be able to table on full days if you try to get a walkup shift, though.
Earlybird Pricing July 31st - August 8th, 2023
- Single shift (full day at NSO, morning or afternoon at WOW): $15
- Double shift (full day at WOW): $25
Regular Pricing August 9th - 25th, 2023
- NSO shift: $15
- Single shift (morning or afternoon at WOW): $17.50
- Double shift (full day at WOW): $30
Walk-Up Shifts September 2nd - 7th, 2023
Walk-up shifts will be made available whenever possible at Fall Clubs Fair. The availability of walk-up shifts is dependent on whether clubs who have signed up in advance show up for their shifts on time.
Read more about walk up shifts here!
This year, we are running a watchlist for groups who are hoping to secure a walk-up shift. If you sign up for our walk up watchlist, we will email you at the end of each day to let you know the minimum number of tables that will be available the next day for walk ups. This number will be based on how many tables we will already have empty and may increase if groups do not show up for their shifts.
Sign up for the watchlist here!
Clubs hoping to get walk-up shifts can come 30 minutes after the start of each shift: 11:30 AM for New Student Orientation shifts; 10:30 AM for Week of Welcome morning shifts ending at 1:00 PM; 1:30 PM for Week of Welcome afternoon shifts ending at 4:00 PM.
Walk-up shifts will be $20 per shift, cash or student group cheque only. Walk-ups can only claim one shift at a time (ie. no full-day walk-ups).
SGS does not guarantee the availability of walk-up shifts. Signing up for our watchlist does not guarantee a group a tabling slot for any given shifts; tables will be assigned on a first come first serve basis.
University departments and units can contact uasuevents@su.ualberta.ca to get a table spot at Clubs Fair.
Organizations external to the university can contact sponsorship@su.ualberta.ca to get a table spot at Clubs Fair.
Checking In and Tabling
Student groups that have a tabling shift must check in EVERY DAY at the SGS check in tent. You can find us on the north end of Main Quad. Check in times are as follows:
- September 2 - 4 10:30 - 11:30 AM for NSO shifts
- September 5 - 7 9:30 - 10:30 AM for WOW morning shifts
- September 5 - 7 12:50 - 1:30 PM for WOW afternoon shifts
Groups who arrive late will have their shift canceled and be issued a fine. Table locations will change every day, so it is vital that you check in each day at the start of your first shift! If your group is tabling all day on a day of Week of Welcome, you only have to check in in the morning.
When you check in, please ensure you bring your tabling supplies and your OneCard. All recruiters must be University of Alberta students and SGS staff will be verifying this by checking OneCards. Your group will also need to have a Clubs Fair contract completed, which will require you to read through the Clubs Fair Operating Policy. More information can be found below.
Clubs Fair Operating Policy
The Clubs Fair Operating Policy is now available for download! Please be sure to take some time to read through and understand this document before your first shift.
For special requests, such as sponsorship ads, accessibility needs, and more, fill out our Special Requests Form on BearsDen.
Groups will also need to complete a Clubs Fair Contract based on the Operating Policy before they can sign in for their first shift. You can access the Clubs Fair Contract on Bearsden.
Clubs Fair FAQ
Why do we have to pay for a tabling spot?
Fees for Clubs Fair help to cover the cost of equipment rental -- the tents that keep the weather at bay, the tables for group displays, and all of that! The actual cost of these rentals is highly subsidized already, so we just need the little extra from groups to ensure we can have the best event possible! This also ensures that groups will show up to the event; we can't have Clubs Fair without clubs!
Help! I don't know if my sign up went through. How can I check that you received it?
If you would like to check on your order status, please contact us at clubs@su.ualberta.ca.
How can I pay for my shift?
You have two options: either pay with a credit card during your order, or select "cheque" on the sign up form to pay with a student group cheque in person. Please note that we will not accept personal cheques. Student group bank accounts must have dual signing authority, so student group cheques with only one signature will also not be accepted.
When should I start thinking about Clubs Fair?
There is still plenty of time before Fall Clubs Fair so it's fine if you don't know what you're doing for it yet. As long as you're checking your email for the SGS Newsletter you can just sit back and relax.
Will tables be assigned in advance? How will I know where my group's table is at the Fair?
The map for Clubs Fair will be confirmed in the last week of August, internally. We will have the finalized lists available at Clubs Fair check-in each day, and will not be announced in advance. Make sure you (and the other members of your group that will be recruiting) come to check in with SGS Staff at the start of your time slot on each day of Clubs Fair.
Still have questions? Send them our way at clubs@su.ualberta.ca or check out our full FAQ on BearsDen!
Please Note: Student Group Services will have limited ability to respond to email and phone calls during Week of Welcome. Please be patient and we will do our best to get back to you within 2 business days.
Phone
780-492-9789
Email
clubs@su.ualberta.ca
09:00am - 5:00pm
Monday to Friday
Student Group Services Office
0-81 Student Life Central
Students' Union Building
University of Alberta
8900 - 114 Street NW
Edmonton, AB
T6G 2J7
