Any group of UBCO students can make a request to start a UBCSUO Club. Course Unions represent students who are registered with a current faculty at UBC Okanagan. We encourage members to check our Club Directory and Course Union Directory before requesting a new club to ensure that a similar club/course union doesn’t already exist. Once you have done so, you are ready to fill out our Club/Course Union Registration Form. You will need:

• three executive members
• three signing authorities
• fifteen regular members
• a general club email address

All members must be current UBC Okanagan students. Once you have registered, you may have alumni, staff, or members from the community join your club.

Your signing authorities are the executive members of your club/course union who oversee and approve the spending of your club/course union funds. While you may have more than three executive members, you may only have three signing authorities and they must also be executive members. We highly recommend that your President and Treasurer/VP Finance be listed as signing authorities. We do not accept e-signatures on page 2 of your registration form (your list of signing authorities).

All club executives are required to regularly check their club email for important information and updates from UBCSUO.

Once your club has been registered, it must be renewed each academic year by filling out and submitting our Club/Course Union Renewal Form. There is no official deadline for renewal; however, once the fall semester begins, clubs and course unions will not have access to services through UBCSUO until they have renewed. We do not accept e-signatures on page 2 of your renewal form (your listed signing authorities).

You may register a new club at any time throughout the academic year.  All registered clubs/course unions are encouraged to renew by the beginning of the new academic year.  Clubs/course unions who are not renewed by the beginning of the academic year will not be able to access services through UBCSUO until they have renewed.

You can book a room, foyer, or event space on campus by filling out and submitting our online Room Booking Request Form

All bookings require at least two business days to process but may take longer during peak times (September and January).

You must ensure that you have booked space for your event and have received a confirmation of your booking from Central Booking Office via the Students’ Union.

If your event will have 50 attendees or greater, you will need to fill out and submit a Campus Security Event Application Form to Campus Security no less than 10 days prior to the date of your event.

If you are planning to serve alcohol at your event, you must fill out and submit the Campus Security Event Application Form no later than 30 days prior to the date of your event. The form is available on the Campus Security website:
http://security.ok.ubc.ca

If you require tables, chairs, or other equipment through Facilities Management, you must fill out and submit a Facilities Management Event Application Form to the Student Associations Coordinator no later than 21 days prior to the date of your event. Please ensure you have your space booked and Campus Security Event Application Form approved prior to submitting a form with Facilities Management. The form is available through the Student Associations Coordinator.

Sound and lighting equipment can be rented through Student Union Productions

If you would like to use the Student Union BBQ (the smaller of the two BBQ’s located at the Well Pub patio) please fill out the online request form:
BBQ Rental Request Form

You must have space booked before you can request the BBQ. (see above)
All groups holding BBQ events must fill out the Campus Security Event Application Form no less than 10 days prior to the date of the event. A fire extinguisher is required at all BBQ events and any club member may request one at the Campus Security dispatch office in the Administration building. 

Each club/course union may have up to 20 posters printed per event. Note the following when designing your poster:

• Your club name or logo must be clearly displayed
• The UBCSUO name or logo must be displayed. A copy of our logo for poster use can be found here:  UBCSUO Logo
• All event details must be listed correctly. We will not reprint posters due to incorrect information
• Each poster design must have at least 2" x 3" of negative/light coloured space for our approval stamp

When your poster design meets the above criteria, you may submit it using the Poster Printing Request Form. We can print standard US letter (8.5" x 11") or tabloid (11" x 17") sizes. Where a preference is not indicated, the standard US letter size will be printed. When putting up your posters, please refer to the following:

• Have your posters stamped at the UBCSUO office or at the GreenText and More Bookstore
• In UNC building you may hang posters on pillars with masking or painters tape only (available at the GreenText and More Bookstore).  DO NOT hang posters on walls, glass, windows, or doors
• In buildings around campus you may hang posters on designated bulletin boards only. DO NOT hang on walls, glass, windows, or doors.

Failure to adhere to this policy will result in your posters being removed by University staff. For complete information, please view the Campus Planning guidelines.

Clubs and course unions may not hold external bank accounts or move funds through a personal or external account. All club/course union funds must be deposited directly in to the UBCSUO club/course union account.

UBCSUO has two Moneris (debit/credit card) machines available for club use.  If you wish to book the Moneris machine for your ticket sales/event, please fill out the Moneris Machine Loan Form and submit it to our office at UNC133. We are not able to reserve the machine for you until you have submitted the form.

If you wish to sell ticket sales online, please fill out the Eventbrite Booking Form and submit it to our office.

Take the cash you would like to deposit to the GreenText and More Bookstore at UNC103 and let the staff know that you have a deposit for your club. They will provide you with a form to record the deposit and your account will be updated within one business day. You may request an updated account balance from the Student Associations Coordinator at any time.

You may deposit a cheque in the same manner as you would cash. Please ensure that the cheque is made payable to the ‘Student Union of UBC Okanagan’ – no exceptions. The memo must have the name of your club/course union.

If a business is mailing a cheque to the Students' Union, provide them with our mailing address and ensure you list your club/course union name and the Students' Union of UBC Okanagan:
Club/Course Union Full Name
c/o Students' Union of UBC Okanagan
3272 University Way, RM UNC133
Kelowna, BC     V1V 1V7

For more information, e-mail studentassociations@ubcsuo.ca

If you have spent money for items or services for your club/course union, you can be reimbursed from your club/course union account by submitting a Cheque Requisition Form along with the receipt(s) from your purchase. 

Please ensure your form contains the following information: 

• the name of the person the cheque is being made out to 
• what the purchase was for
• the name of your club/course union
• an address (if the cheque is being mailed out)
• the total amount being requested
• signatures from two of your signing authorities

Once the form is complete, attach the receipt(s) totaling the requested amount, and submit it to the Students' Union office at UNC 133.   The cheque will be ready in 5 business days and may be picked up at the office.

There are alternatives to spending your personal funds up front if costs are high. If you need to spend a large amount of money for your club/course union, please contact our Finance Manager for assistance.

Cash boxes are available on a first come, first served basis through the Green Text and More Bookstore at UNC 103.
All requests for cash boxes must be made at least 2 business days in advance.