Event Planning & Approvals

Event Resources:

The purpose of AMS Event Planning and Approval process is to ensure that all AMS groups can have support in the planning of their events, have fun, contribute, and be engaged, while also offer participants events where the safety of those involved is a priority.

An Event Form has been developed that guides Event Organizers to provide information about the planned details and execution of the event which is then used in the review of the event to determine compliance with both AMS risk management best practices and with university policies.

All AMS student-led groups must submit an Event Form. These groups include:

All Ratified AMS Clubs
Faculty Societies
Ratified Faculty Society Clubs (excluding “Design Teams”)
Ratified Faculty Society Committees
Department Student Councils

Once an Event has been approved your event is covered by the AMS General Liability Insurance Policy. Without this insurance coverage Event Organizers risk being financially responsible personally for claims that may arise.

Conference and Events with Alcohol Form

Submission Deadlines:
- Fall Term Events must be submitted no later than August 31
- Winter Term Events must be submitted no later than December 15th (this deadline is new this year and will be monitored)

Conference and Events with Alcohol Form

In-Person Events Form (Does not include CONFERENCE AND EVENTS WITH ALCOHOL)
- Event forms are required to be submitted 14 days prior to the date of the Event.

Event Form

Online Events Form
- Event forms are required to be submitted 7 days prior to the date of the Event.

Online Event Form

Social Issues Commission Event Certificates

The Social Issues Commission is officially launching the Social Issues Commission Event Certificates.

This program is for event planners, organizers, and coordinators to have assistance in planning their event for improving social responsibility, providing equitable spaces, and/or activism/advocacy/awareness associated with their events/programs. All while providing learning opportunities for everyone involved.

You will be guided through a variety of event planning options to improve in a variety of areas. With the three areas of certificates being:

Accessibility & Neurodiversity
Indigeneity & Reconciliation
Diversity & Inclusion

If you achieve all three you receive the golden certificate: The Equitable Event Certificate. When achieving any or all of these certificates you are awarded with incentives.

SICEC Program Guide

SICEC Evaluation Sheet

Room Bookings

Room bookings offer an excellent opportunity for you to facilitate in-person interactions with students on campus throughout the year.

Club-Specific Spaces

There are shared spaces on the third floor of the Queen’s Centre that is allocated to clubs each year. If you have been allocated a space, you may book time through the FACES booking system.

Recurring Bookings

To book recurring booking space in the JDUC and/or Queen’s Centre for your club, reservations must be made at the beginning of each semester through the Student Life Centre. For more information on recurring bookings, please contact the SLC Operations Manager at

Spaces in the JDUC & Queen’s Centre

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

Questions:

Spaces Elsewhere on Campus

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

Link to Event Services: www.eventservices.queensu.ca

Questions:

The Isabel Bader Performing Arts Centre

To book space within the Isabel Bader Performing Arts Centre, please visit here.

Booking Contact:
Kathryn Palaic
Phone: 613-533-6000, ext. 75822
Email:

The Donald Gordon Hotel and Convention Centre

To book space within the The Donald Gordon Hotel and Convention Centre, please visit here.

Set amidst Queen’s historic university campus, the Donald Gordon Hotel and Conference Centre provides a total executive learning environment including 15 conference and meeting spaces, 80 hotel rooms and professional hospitality services with packages designed to accommodate all your event requirements.