AMS Event Planning & Approvals

Quick Links

What is AMS Event Sanctioning?

The AMS Event Sanctioning Form is used to begin the Event Sanctioning process. It collects key details about proposed Events so they can be reviewed consistently and in line with AMS and University policies.

Event Sanctioning extends AMS General Liability Insurance to approved Events.

The AMS Campus Affairs Commission supports Event Organizers throughout this process and welcomes questions at any stage.

Submitting forms on Bounce

Join the AMS on Bounce

Join the AMS Association on Bounce, then search for your club or organization and join it as well.

Create an Event

Under your club or organization, create an event and add all required information.

Request to publish

Once you have finished creating your event, request to publish it. You will then be directed to the Event Sanctioning Form.

Checking status

Under the AMS Association, you can check the status of your submissions under Workflows.

Need help setting up your page on Bounce?
Contact:

If you have any questions or concerns, don’t hesitate to reach out to:

AMS Events Assistant Manager:
AMS Campus Affairs Commissioner:

Download Bounce

Bounce Help Center: Repository of step-by-step ‘How To’ video guides and articles to help you manage your organization and host events.

Tips & Tricks: To create a seamless end-to-end experience for both yourself and your guests, this slideshow provides an overview of Bounce features, along with where to find them on the platform.

Download the Bounce App and join our association today!

Room Bookings

Spaces in the JDUC & Queen’s Centre

To book space in the JDUC and Queen’s Centre, use the SLC booking system: www.studentlifecentre.skedda.com/booking

Questions:

Queen’s Room Reservations

To book lecture halls, classrooms, and other buildings on campus, please visit Queen’s Event Services and submit a room booking request form.

Central Room Reservations: Central Room Reservations | Queen’s Event Services

Questions:

Queen’s Athletics & Recreation Centre (ARC)

To book facilities at the ARC visit: Reservations & Rentals – Queen’s University Athletics and Recreation

FAQs

When should the event sanctioning form be submitted?

All requests should be submitted at least 14 – 21 business days prior to the event.
Incomplete forms will be returned for completion prior to conducting a review.
Forms submitted under 14 business days before the event risk not being reviewed in time for approval.
Note for events that include food – Hospitality Services may need to be notified 14 days prior to the event.
For largescale events, including conferences and those that include alcohol/require StuCons, forms should be submitted at least 30 days before the event date. This is to ensure adequate time for both the Campus Affairs Commission and QSC to review the event details and work with event organizers to mitigate any risk.

Which individuals or groups are required to receive approval for their events?

Any group planning to hold an event that involves student members of the AMS in an official capacity must have its event approved. Examples of student groups are:

All Ratified AMS Clubs
Faculty Societies
- Ratified Faculty Society Clubs
- Ratified Faculty Society Committees
Department Student Councils

This does not apply to any event open exclusively to executive members that does not include a high risk factor. Any event open exclusively to executive members that does involve a high risk factor (food, alcohol, travel, moderate to high physical activity or minors) must receive approval for their events if they wish to operate under their respective group name and market as such.

Do internal Club meetings need to be sanctioned?

Internal club meetings don’t need to be sanctioned, but sometimes you need to get them sanctioned so that you can book certain rooms. Club’s socials do need to be sanctioned though.

What do I do if I need to change event details?

If you need to change the time for my event, just email and let them know of the time change. You can do this whether your upcoming event has been sanctioned or not.

How detailed should my event logistics and descriptions be?

It should be relatively detailed and should give Campus Affairs a good idea of what is going on in the event. A rough timeline should suffice, but for off campus trips, the timeline should be as detailed as possible.

Why would I need a Certificate of Insurance?

If you need a certificate of insurance, that means that you have a contract with some sort of service provider or venue (or both) and they require proof of insurance. In your contract it will say something like “the applicant will get commercial general liability insurance” and usually at a minimum of five million dollars.

How do I get a Certificate of Insurance?

If you need to get a certificate of insurance, in your sanctioning form make sure to indicate that you need one, and make sure that you include your contract that says that you need the insurance so that the process of getting a COI can be started.

What does it mean when an event is sanctioned?

When an event is approved/sanctioned that means that the AMS extends our General Liability Insurance to cover your event.

What is an established vendor?

Established vendors are any vendors that operate on the Queen’s campus, such as Tim Hortons, Pita Pit, and Pizza Pizza, even if their off-campus locations are being used.