Event Planning & Approvals 2023-2024
Having the AMS Events Planning & Approvals Guide open while completing the Event Planning form may assist you in completing it to the best of your abilities.
How is event planning different this year?
The event planning process of the AMS has a few updates this year:
The Event Planning form assists organizers in thinking through each aspect of their event and planning for the safety of their participants and organizers. The process outlined in this form will provide event organizers with a guide to follow to ensure they are in full compliance with AMS risk management best practices and with University policies. This process allows for student leaders to explore opportunities and plan events that would regularly be out of the scope for many groups on campus due to limitations and cost.
Finally, completion of the event planning form and subsequent review and approval of your event allows the organization to use their AMS/Queen’s/Faculty Society/Club affiliated name with their event. As a ratified member of the AMS, all member groups have agreed to abide by the Event Planning & Approval Process, and thus are permitted to market and associate their name with the event once approval has been granted.
Who must 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:
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.
When should the event planning form be submitted?
Upon approval of a completed form, event organizers will receive coverage under the AMS General Liability Insurance Policy.
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.
To book space in the JDUC and Queen’s Centre, use the SLC booking system: www.studentlifecentre.checkfront.com
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
To book space within the Isabel Bader Performing Arts Centre, please visit here.
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.