Winter Clubs Fair
From January 8 - 11, 2024, join us for Winter Clubs Fair!
Page updated December 18 at 11:30 AM
Student Attendance at Winter Clubs Fair
Winter Clubs Fair is an event organized by Student Group Services. The event gives student groups the chance to recruit new members at the beginning of Winter term, and showcases the variety of involvement opportunities we have on campus. Tables are set up in the Students’ Union Building, and students are encouraged to walk through and chat with the student groups who are set up at each table.
MEET CLUBS, WIN PRIZES!
Read the instructions. Play by the rules. Meet some clubs & have fun!
- Meet clubs at Winter Clubs Fair! For each club you meet, collect a coloured card with their group name on it. Different types of groups have different colours of cards, so try to meet all the types—general interest groups, academic groups, cultural and faith based groups, Greek letter organizations, sports and physical activity teams, and project teams (non sports).
- Once you have 5 of the 6 different colours, bring the cards to the Student Group Services table by SUBstage to enter into a prize draw!
- The student groups you meet will be entered into a separate draw for their group!
Contest Rules
- Entrants must be current University of Alberta students.
- There is no limit to the number of entries for each individual student playing the game.
- Groups may only hand out one card per student visiting their table.
- Coloured cards must be collected in groups of 5, representing 5 of the 6 colours available, which will gain the entrant 1 entry into the individual draws
- A total of five (5) individuals’ prizes will be drawn: one for each day of Winter Clubs Fair ($40 SUBmart vouchers) and a Grand Prize (two (2) rounds trip tickets with Flair Airlines) drawn from all entries over the course of the Fair.
- Contact information will be collected upon entry into the draw, and will only be used to contact the winners of the draws, unless otherwise indicated on the entry form.
- A total of five (5) clubs’ prizes will be drawn: one for each day of Winter Clubs Fair ($40 SUBprint vouchers) and a Grand Prize ($200 Dewey’s voucher) drawn from all entries over the course of the Fair.
- Groups will be entered into the draw when students submit a coloured card from that group. Cards will be redrawn if Student Group Services cannot determine the name of the group on the card.
- Clubs will be contacted via the email address provided during Clubs Fair registration, along with the email of the group and the primary contact.
Group Participation at Winter Clubs Fair
Clubs Fair signup is now closed! Groups may still be able to secure walk up shifts during the event.
Standard Tabling - Preregistered
Clubs Fair signup for student groups only will be available via the Events Network on November 22nd, 2023. There will be no limit to the number of shifts a group can sign up for this year. External organizations, university departments and units will not be able to table during Winter Clubs Fair due to limited capacity.
To make Winter Clubs Fair more accessible, registering to table in advance is FREE! Per the Clubs Fair Operating Policy, fines will apply if your group does not show up to a preregistered shift.
Morning shifts will be 10:00 AM - 12:50 PM and afternoon shifts will be 1:00 PM - 4:00 PM. Start planning with your group today! The form will close December 10th, 2023 at 11:59 PM.
Please note that only one registration may be submitted per CCID; if you need to register 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.
Standard Tabling - Walk Up Shifts
Walk-up shifts will be made available whenever possible at Winter Clubs Fair. The availability of walk-up shifts is dependent on whether clubs who have registered in advance show up for their shifts on time.
Clubs hoping to get walk-up shifts can come 30 minutes after the start of each shift: 10:30 AM for morning shifts ending at 1:00 PM; 1:30 PM for 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. Tables will be assigned on a first come first serve basis.
Activation Zones
With more space than a standard table, we’re piloting activation zones this year to give groups the chance to better demonstrate their activities and values. This option is great for groups who play board games or video games, demonstrate science experiments, do art, or anything else that works in a larger, more interactive space.
This option is available to all registered student groups. Groups who choose an activation zone shift will not be allowed to book a standard tabling shift at the same time. As this is the first time we’re running this kind of tabling option, there will be no charge associated and no limit to how many activation zone shifts your group books! To accommodate staffing needs, we will not accept walk-ups for the activation zones.
Student Group Showcase
Draw students to your club by not just telling them what you do, but showing them! This feature for Winter Clubs Fair is free of charge, and exclusively available for student groups to use.
At noon on January 9 and 10, showcase your club on SUBstage for up to 15 minutes at a time! For more info, visit our Student Group Showcase Application on BearsDen—just make sure you're logged in via your CCID! You can also check out our equipment list here! The form will close December 10th, 2023 at 11:59 PM.
This option is available to all registered student groups, regardless of whether the student group is signed up for a tabling shift at Clubs Fair. To accommodate staffing needs, we will not accept walk-ups for the stage. Submitting a proposal does not guarantee your group a performance slot or a tabling slot.
Clubs Fair Operating Policy
The Clubs Fair Operating Policy is now available for download! Be sure to read through and understand these document before your shifts at Winter Clubs Fair.
Groups will need to complete a Clubs Fair Contract on Bearsden. This contract is based on the Operating Policy and must be completed before the group's first tabling shift.
For special requests, such as sponsorship ads, accessibility needs, and more, fill out our Special Requests Form on BearsDen. This form must be completed by December 17th, 2023 at 11:59 PM for requests to be considered.
Winter Clubs Fair FAQ
What does my student group receive at our table?
We will provide a table space, on which you can perch your display materials, sign up sheets, and giveaway items. If you wish to SELL any items, or request a chair for your recruiters, please submit a request via BearsDen. Chairs are provided as needed for a valid reason such as an injury or other health-related concerns (it's easier to engage students if you're standing near your table, anyway!).
Will tables be assigned in advance? How will I know where my group's table is at the Fair?
The tables are randomly assigned and will change from day to day. 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 first shift on each day of Clubs Fair.
Other Information:
Clubs who are giving away or selling unapproved items during Clubs Fair can be fined if they have not requested approval by the deadline, and received approval before selling the items at Clubs Fair. Requests can be submitted via BearsDen.
If you have any other questions, please email us at clubs@su.ualberta.ca.
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
