Sprott Clubs Event Hub

Welcome to the Sprott Clubs Event Planning Hub!

The Undergraduate Student Services Office is dedicated to supporting the success of your events. If you have any questions, concerns, or need support through these processes, please reach out to the Experiential Learning Assistant at experientiallearning@cunet.carleton.ca.

Before you submit a request to book a room or host an event, please review the Sprott Clubs Policies for Events.

Steps to Requesting a Club Event

1. Declare a Club Designate(s) through the Designate Declaration Form – one or two members of the club solely responsible for event and room bookings. This is only to be completed once at the beginning of the year.
2. Meet with your Career Advisor to discuss planning, logistics, policies and procedures, as well as alumni and industry involvement (if applicable).
3. Create an Event Description. This can include, but is not limited to:
   • Event objectives
   • How this event aligns with the club’s goals
   • Target audience
   • Budget management
4. If using Carleton/Sprott branding for any promotional material, connect with comms@sprott.carleton.ca for approval.
5. If using vendors, connect with events@sprott.carleton.ca for approval.
6. Complete the Events Request Form.

Please note that you must have an approved Risk Management Form in order to have your event and room booking finalized. Room bookings are only confirmed once the confirmation from Risk has been successfully submitted to the Experiential Learning Assistant.

For your convenience, here are the key documents you’ll need:

• Sprott Clubs Policies for Events
• Event Planning Checklist
• Event Request Form
• Risk Management Form
• Designate Declaration Form
• Sprott Clubs Sponsorship Guidelines
• Sprott Club Events & Opportunities Promotion

Sponsorship Guidelines for Sprott Clubs

• Sponsorships are an excellent way to mobilize the funds needed for your special events at Carleton, giving you the opportunity to build partnerships with businesses and industry.
• Before you get started, speak with the VP Events Corporate at the SBSS to brainstorm ideas for sponsorship/the package details (monies/companies), etc.
• Connect with the appropriate Sprott Career Advisor about your sponsorship goals and needs.
• Remember that sponsorships are all about the relationship. Take the time to consider how you will recognize your sponsors in advance and onsite at your event as well as how you will thank them after.

Sharing with the Department of University Advancement:

• Following your discussion with the appropriate Sprott Career Advisor and prior to contacting potential sponsors, you must share your list(s) of prospects (those whom you intend to solicit both cash and in-kind sponsorships) and your sponsorship proposals to the Department of University Advancement for approval. Please submit these via the sponsorship website at https://carleton.ca/sponsorship/for-students/. This step is important because it ensures that we adhere to University guidelines for the requesting and acceptance of sponsorship contributions.
• When sharing lists of potential sponsors, please make it clear if the company is a previous sponsor (meaning they have sponsored the activity in the past).
• And, finally, it’s important to keep Advancement in the loop as new sponsorship prospects are added to a prospect list.
• Once you submit your lists and proposals via the website, you will hear back from a staff member of the Department of University Advancement.
• If you have questions for the Department of University Advancement call 613-520-3636 or Advancement@cunet.carleton.ca.

If you have any questions, don’t hesitate to reach out to Sarah Koch, sarahkoch@cunet.carleton.ca. We’re here to help make your event a success!