Partner Engagement Program – Fall Orientation

Hey Ravens!

We need YOU!

The Student Experience Office would like to increase involvement from University partners in offering programming during Fall Orientation. We want to ensure Orientation continues to meet the needs of all incoming students and is representative of the involvement opportunities available to students.

Student service centres, faculties, campus partners, and recognized student groups will be able to submit programming ideas to the SEO for consideration and implementation. A small amount of funding may be available for student groups approved to facilitate an event during Orientation.

Program Evaluation Guidelines for Partner Engagement Opportunities

Does it align with the mission of Fall Orientation?
Is it realistic and achievable?
Is it a financially sound proposal and does it have a realistic budget?
Who is the target audience, and does it appropriately address a need?
Does it have a risk management plan?

Expectations

Expectations for partner-led events will be clearly outlined in advance, with dedicated blocks of time available for approved programming; space bookings/confirmations to be executed by Fall Orientation team.
Stakeholders will be required to complete an event proposal, including a timeline and budget for review by the SEO.
Stakeholders will be required to staff their own event, without assistance from Fall Orientation staff. In some cases, Fall Orientation may be able to provide some volunteers, however, the responsibility will be on the stakeholder to ensure they have adequate event leads.
Stakeholders will be required to conduct a post event evaluation to determine if the event was successful and outline any recommendations for future events.
Upon conclusion of Fall Orientation, all events will be reviewed to determine if they should continue to the following year.

Tips / Added Information

The majority of events will be considered for approval for our CUatNIGHT programming that takes place across classrooms and lecture halls in Tory and Nideyinàn on Monday evening. Keep this in mind when submitting availabilities.
Events that are built around (focused on) food will not be approved. We can not approve any meals being purchased, prepared, or provided as part of your proposed event. (Prepackaged snacks being on-hand could be within reason, but as a supplement/add-on to the program; not the focus of your offerings).
Similar program submissions may be approached / asked to work together. (ie: if we receive multiple applications for hosting a “paint night”, we would consider asking the groups to work together as opposed to hosting two similar events that would be competing for attention).
Keep in mind the scope of these events; majority of events previous years featured 20-30 students at a time. Events can be drop-in focused or offer fixed time blocks to maximize participants opportunity to explore and enjoy multiple events.
Student Groups must be recognized and accredited by either CUSA, a Carleton Faculty or a Carleton Department. Proof of accreditation will be required upon approval for successful applicants.
Club certification or recognition will be confirmed by contacting the parent or governing organization at Carleton University; the Student Experience Office will inform that organization of your application to verify / confirm good-standing.
Not all applications are approved. We approved approximately 75% of applications last year, considerations will include previous Fall Orientation experience with your group, budget requests, feasibility of plan, and uniqueness of program.

Key Dates for Submission

Applications open: Tuesday, May 19, 2026
Applications close: Thursday, June 18, 2026 at noon.
Evaluation period: Friday, June 19 to Tuesday, June 23, 2026

Notification to successful applicants: Wednesday, June 24, 2026
Deadline to withdraw an event from the programming calendar once approved: Friday, July 24, 2026

*Deadline for event risk management submission: July 31, 2026

Event Planning Resources
Please visit our Event Planning Resources webpage for guidelines to consider when proposing your event.

Name(Required)

First Last

Carleton ID:(Required)

Please enter a number from 100000000 to 1999999999.

Carleton Email Address:(Required)

Enter Email Confirm Email

I am a:(Required)

Recognized Student Group

Campus Service Centre

Carleton University Department

Please note if your student group is pending certification you may receive a conditional approval to host an event provided your group becomes certified.

Who Certifies / Oversees your Group:

Ex: CUSA, Faculty, Carleton Department

Please indicate your club/department/service centre:(Required)

ex. Student Experience Office, Department of Psychology, Unified Support Centre

Does this event idea meet the following criteria?

Aligns with the mission of Fall Orientation

Realistic and achieveable

Financially sound with a realistic budget

Addresses a gap in Orientation programming

Event Proposal and Details

Name of Event:

What is your event and how does it meet the criteria listed above? ie. aligns with the mission of Fall Orientation:(Required)

Please provide insight on how the event addresses gaps in Orientation and meets the needs of incoming students. Include who this event benefits. ie. First generation students, racialized students, students who love soccer.

What is your preferred location to host the event on campus?(Required)

Note: Fall Orientation may be able to assist with room bookings. Preference is for in person events, however, some virtual offerings may be considered.

Please include all details about your event:(Required)

Please outline your proposed schedule, how the event will be executed, volunteer and staffing roles and all other key details. Please visit this link for resources to help you plan: https://carleton.ca/cux/event-planning-guidelines/

Please outline any additional details about your event that have not been captured above:

If you have a proposal you would like to upload, please do so here:

Drop files here or

Accepted file types: pdf, exe, doc, dox, jpeg, gif, xlsx, csv, Max. file size: 15 MB.

Budget Considerations:

Does your team require financial support for your event proposal:(Required)

Yes

Recognized student groups and services centres may be eligible for some funding to implement their events if approved. Majority of approved funds is $200 per activation but depends on overall application submissions in addition to the scope and budget of individual proposals.

Please share further details on what type of financial support is needed.

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