Student Events
Campus activity or cultural groups are an integral part of the Carleton University community. They bring together students from many diverse backgrounds and enhance the university experience.
To ensure that all student-run university sanctioned events (both on and off campus) are appropriately planned and safe, students are required to complete the Student Events Risk Management Form 14 days before your event. Events not submitted a minimum of 14 days in advance of the event date will be declined. Please note that only events that are academic in nature will receive approvals during exam periods of each term.
The Student Events Risk Management Form is located on the CUx site.
The Risk Management Form should be completed if your event has one of the following elements:
i. Scheduled activity occurring on or off campus;
ii. Features a speaker;
ii. Alcohol is being served;
iv. A sports-like activity is planned;
v. Transporting students by means of chartered bus or rental vehicle
vi. Any activity that has the potential to result in damage to the individual person, or physical property.
In the event you are not sure your event has any potential risks associated with it, then err on the side of caution and complete the Risk Management Form. Completing it will only take 5-10 minutes.
NOTE: It is important to complete the Student Events Risk Management Form for the following reasons:
i. The university needs to know when large groups of people are gathering on campus for reasons of safety and planning purposes;
ii. Professional university staff can offer advice or assistance in helping to organize an event and help students to assess any risks that may associate with their activity;
ii. To ensure a student activity is covered by insurance (either CUSA’s or the University’s); if your event is not approved by the university, you may be personally required to accept any liabilities that result from your activity. Protect yourself by using the Risk Management Process!
Booking Space
Carleton Dominion-Chalmers Centre
Commercial Activity Review Committee (CARC)
Every commercial and supplemental revenue generating activity taking at Carleton University, as defined through the Commercial and Supplemental Revenue-Generating Activities policy, requires the approval of the Vice-President (Finance and Administration) or designate, following review and recommendation of the Commercial Activity Review Committee (CARC).
Please consult the Commercial and Supplemental Revenue Generating Policy for additional information
All proposals to establish a commercial activity on University-owned or operated properties, or with University-owned assets, shall submit the following:
a. Sponsoring individual or unit, and contact information for the Relationship Manager;
b. Clear identification of all third parties involved, their legal status (e.g. corporation,
association, etc.), and their business address(es);
c. Anticipated date of first activity and the expected duration of the activity;
d. Purpose of the activity and benefit to the University community;
e. Anticipated revenues generated by the activity;
f. Outline of appropriate cash handling procedures and Payment Card Industry (PCI)
assessment, if applicable;
g. Identification of potential risks to the University and the University community;
h. Identification of and plans to ensure compliance with all applicable policies and laws
and
i. Copies of all relevant documents, including draft agreements or proposed terms and
conditions.
All of the proposal information shall be submitted to the Department of Risk Management
(risk@carleton.ca).
The Department of Risk Management will forward all proposals to the Commercial Activity Review Committee for consideration. Sponsors should anticipate at least a 4-week period between proposal submission and decision; however, additional questions or requests for information from the CARC, particularly for high-risk activities, may be required. A proposal may be approved, approved-in-principle, or declined. Any proposal which is approved-in-principle may be subject to implementing certain recommendations and/or conditions as outlined by the CARC and must be implemented before proceeding.