Event Sanctioning

How to Apply for Event Sanctioning: 

  1. Ensure that your club is ratified. Only clubs ratified by the LSS are eligible for SGPS insurance coverage.
    1. Here is a link to the Club Ratification Form. There are also physical copies outside the LSS Office.
    2. You can submit your Club Ratification Form to the LSS VP Finance (lssvpfinance@queensu.ca) or the LSS Office at any time. However, your club will not be ratified until the ratification form has gone through the Club Governance Committee and the LSS Council.
  2. Complete and submit the SGPS Event Sanctioning form a minimum of 2 weeks in advance: SGPS Event Sanctioning Form

  3. OFF-CAMPUS EVENTS: Off-campus events require a copy of the venues insurance certificate. The SGPS has certificates for most venues in Kingston but if they don’t, they will ask you to procure it.
    1. Any off-campus events will require the following waiver: The SGPS accepts no responsibility for any injuries or damages caused during travel.
  4. EVENTS OUTSIDE OF KINGSTON:
    1. Transportation: If you plan on providing transportation to the event, only commercially insured transportation can be used (i.e. buses) – not personally insured (i.e. someone’s car).
      1. You will need to provide the SGPS with the transportation company’s certificate of insurance. A certificate may already be on file at the SGPS so it’s worth checking before obtaining a copy from the company.
      2. If travel is completely removed from the equation (e.g. people just meet at a place rather than travel to a place together), there is a better chance of sanctioning.
    2. You will also need to include the waiver provided above for off-campus events.
    3. Out of province events are assessed on a case-by-case basis.
  5. EVENTS INVOLVING FOOD:
    1. If an event involves food from an On-Campus Caterer i.e. the on-campus Starbucks, Tim Hortons, Pizza Pizza, Grad Club, etc. a form does not need to be submitted.
    2. If your event involves food from an Off-Campus Caterer or Pre-Packaged Food, a completed Food Service Request Form must be submitted to the Queen’s Hospitality Services Office either by email (dining@queensu.ca) or in person to Victoria E022, a minimum of 2 weeks in advance.
      1. More information and the Food Service Request form can be found on the Queen’s Hospitality Services Website.
      2. Queen’s Hospitality Services must be provided with the caterer’s certificate of insurance.
      3. Note: A certificate may already be on file with the Queen’s Hospitality Services so it’s worth checking before obtaining a copy.
    3. Alcohol Related Events: Students are allowed to organize events involving alcohol, keeping in mind restrictions to having alcohol on-campus, but note that the LSS will not be reimbursing clubs for any type of alcoholic beverage.
  6. EVENTS INVOLVING SPORTS: This type of event is assessed on a case-by-case basis depending on frequency, location and available coverage.
  7. EVENTS THAT POSE UNIQUE RISKS (i.e. slipping on paint, pet allergies): These will likely require additional permissions and/or mentions in the event sanctioning form. Again, this will need to be assessed on a case-by-case basis.
  8. CAREER-RELATED EVENTS: The Career Development Office (CDO) is more than happy to partner with LSS Clubs to organize career-related events. Once your event has been sanctioned through the SGPS, please fill out this form and submit with proof of event sanctioning to Jenny DeBruyn in room 401 or by email at debruynj@queensu.ca.
  9. EVENTS AT VENUES SERVING ALCOHOL: If you are hosting an event at a venue that serves alcohol, you must institute the following waiver:
    1. “By registering for this event you declare your intentions to participate in the above listed activity/activities at your own understanding and risk. You specifically release on behalf of yourself, your heirs, personal representatives and next of kin, and hold harmless the Society of Graduate and Professional Students at Queen’s University, its employees and volunteers from any responsibility regarding any loss or damage that you might suffer during your participation in these activities. You also agree to indemnify and hold the Society of Graduate and Professional Students at Queen’s University harmless from any and all claims, actions, suits, procedures, costs, expenses, damages and liabilities, including attorney’s fees brought as a result of your involvement in the above listed activity/activities and to reimburse them for any such expenses incurred.”
    2. This requirement can be satisfied by:
      1. If the event has ticket sales via Tilt – include the waiver in the Tilt
      2. Otherwise an online registration form will need to be made – example.
  10. SOBER VOLUNTEERS: All events will require sober volunteers. The number of sober volunteers required will depend on the event and the contingencies in place
    1. Venue is an important factor since some establishements will have roaming security at the door that monitors the condition of exiting patrons.
    2. The requirement will typically range from 5-20:1 attendee/sober volunteer.
    3. Smokers: An exception has been made for Smokers back in September (2016) since the LSS was still adapting to the new SGPS sanctioning process, however, the sober contact ratios will eventuallly become standard across the board.
    4. Note: If a sober contact becomes intoxicated, they void the sanctioning, leaving everyone involved exposed to civil liability.
  11. Student organizers must complete all forms and must submit contracts before they are signed. If a contract is signed without SGPS approval, it will not be sanctioned. The SGPS will also pull sanctioning if they find out that a contract has been signed without their approval and they will inform all the parties involved, including whoever the contract was signed with.
  12. If you have questions:
    1. Here is a link to the FAQ page: SGPS Sanctioning FAQ 
    2. Andria Burke, Interim Director/Assistant Director of Networking, handles all the requests for event sanctioning. She can be reached at dir.networking@sgps.ca
    3. General questions can be directed to LSS VP Activities (lssvpactivities@queensu.ca).