How to Complete Event Sanctioning
Arrange Required Services and Bookings
Book any required services, such as Student Constables (Stucons), Walkhome, or the Student Life Centre, and obtain the necessary booking confirmations.
Finalize your event logistics
Confirm your event details, including the venue, date, time, activities, travel arrangements (if applicable), and any other logistical requirements. Gather all required documentation, approvals, and certificates before starting the form.
Access the Event Sanctioning Form
Find the AMS Support Portal through the AMS homepage. Log in to the Support Portal using your existing account or create an account if you do not already have one. Once logged in, select Requisition Forms and open the Event Sanctioning Form.
Complete the form
Fill out all required sections, including:
a) Preliminary event information. b) Event logistics. c) Travel details (if applicable). d) Physical activity information (if applicable). e) Whether Queen’s Student Constables (StuCons) are required. f) Required acknowledgements. g) Upload any required supporting documentation
Review and submit
Double-check that all information is accurate, all required questions have been answered, and the appropriate documents have been uploaded. Once everything has been reviewed, submit the form.
wait for review
After submission, your Event Sanctioning request will be reviewed. If additional information or documentation is required, you may be contacted before a decision is made.
Step-by-step Video Walkthrough
Tips
Clearly describe your event, including the activities, expected attendance, location, and any potential risks. Detailed responses help avoid delays.
Confirm which approvals, certificates, and booking confirmations are required, and ensure you have the correct, current documents ready to upload.
Submit your event form at least 14 days before your event. If your event is complex or requires multiple approvals, consider submitting even earlier.
Double-check that all required fields are completed, your responses are accurate, and all necessary documents have been uploaded.
Before submitting, verify any venue-specific requirements (such as Certificates of Insurance, contracts, or additional approvals) with your venue or location coordinator.
If your event requires services such as StuCons, Walkhome, food approvals, travel arrangements, or a noise by-law exemption, ensure those requests have been submitted before completing your event form.
FAQs
After submitting the Event Sanctioning Form, the request will enter the review process. The average Event Sanctioning review timeline is 5-10 business days.
During the review stage, if any information is missing, clarification is needed, or additional documentation is required, the Event Sanctioning team will follow up through the email address provided when the form was submitted.
Once the Event Sanctioning team has completed the review of the form, students will receive an approval email sent to the email address provided in their submission. The email will confirm that the event has been sanctioned and that the event can proceed.
If you experience any issues with the Event Sanctioning form, visit the AMS Support Portal and select “Submit a Ticket.” In your request, indicate that your issue is related to Event Sanctioning, and a member of the AMS team will contact you as soon as possible to help resolve it.
At least fourteen (14) business days prior to the proposed event stat date, unless otherwise specified in our Events Policy.
