Resources for Club Executives

 
 

At HUCSC, we’re here to support you in creating engaging, safe, and successful student-led events. As a club executive, you play a key role in shaping campus life — and we’re here to make sure you have the tools, knowledge, and support to do it right.

This page is a complete guide for ensuring your events run smoothly. It is broken down in two parts: Huron Administration and HUCSC. The clubs system is broadly managed by the Student Council. We fund your organizations and regulate their behaviour. Our partnership with the Huron Univeristy allows clubs to host their events in campus spaces at no cost and utilize university resources and partners.

If you still have questions, check out the FAQ section at the bottom before reaching out to the contacts.

Please note that this page is still under construction and more information is on its way. If you notice errors or information is still missing, please email vpcommunications@myhuron.ca.

 

By The University

Finding and Renting Spaces

All space requests are managed through EventPro Connect.

  • Only approved club leaders may submit requests.

  • Plan early — space fills up fast! Book your events for the year as soon as possible.

  • Be detailed in your requests: include housekeeping, catering, IT, and security needs.

Need help? The Welcome Centre can answer your questions, but you must submit requests yourself.

Setting up a Space

Only Housekeeping & Maintenance may move furniture on campus.

  1. This ensures everyone’s safety and prevents damage.

  2. Include detailed setup instructions when submitting your booking so it’s done right.

Food and Catering

Huron has an exclusive food services contract with Browns Plus+.

  • All catered food must be ordered through them (no outside catering).

  • Start planning at least 2 weeks in advance.

  • Book your space in EventPro before contacting catering.

  • Pizza orders from the Dining Hall are available with 24 hours’ notice (pickup only).Catering contacts:

Catering Contacts

  • Karey Mitchell, Director of Food Services – huronmanager@brownsplus.ca

  • Anastasia Khaliani, Catering Manager – huroncatering@brownsplus.ca

Security

Some events may require additional security depending on size, audience, and whether alcohol is involved.

  • Clubs are responsible for covering the cost of added security.

  • Contact Security if you’re unsure or need support with planning.

Your Support Network

You’re not alone — the HUCSC team and Huron staff are here to guide you through the process.

  • EventPro & bookings → Welcome Centre (questions only, no bookings)

  • Catering → Browns Plus+ team

  • General support → Huron VP, Infrastructure & Facilities (Scott Durnin: scott.durnin@huron.uwo.ca)

 

By The Council

Clubs Policy

The HUCSC Clubs Policy is the guiding framework for how clubs at Huron operate. It outlines the responsibilities of club executives, the supports available through HUCSC, and the processes you need to follow to keep your club in good standing. Whether you’re requesting funding, promoting your events, or managing your budget, this policy ensures consistency, fairness, and accountability across all clubs.

Budget Requests

Each club is responsible for managing its own finances responsibly. Clubs must submit a budget request at the start of the academic year so HUCSC can review anticipated expenses and provide feedback. This helps ensure your plans are realistic and that resources are allocated fairly across all clubs.

A strong budget request is:

  • Detailed and transparent

  • Aligned with your club’s mandate and planned activities

  • Submitted on time through the proper channels

Budget requests for existing clubs are due before the end of the current academic year at the same time as each clubs annual report. This allows us to better formulate our institutional budgets and ensure all contact information is updated to reflect executive turnover for the following year.

Please note that submitting a correct, timely, and itemized budget does not guarantee that your organization will receive the full amount you requested. Budget approvals, cuts, and revisions are subject to the sole discretion of the General Assembly’s Clubs Governance Committee. If you don’t have adequate funds to execute the events and

Refunds and reimbursements

Clubs and organizations are eligible to be reimbursed for all of the expenses they incur in the normal operation of their group subject to the limitations and expectations set out in their budget. To request a reimbursement from the Finance team, please fill out the form below and it should be processed within 5-10 business days. If you have not received an updated on your request within two weeks, please email vpfinance@myhuron.ca to check on the status of your request.

Promotion

Instagram Reposts: Instagram is a great way to get the new out about your event. The MyHuron account has over 3,000 followers and can provide your organization with a platform to promote your content. To have your content reposted, please tag @myHuron in a story post featuring content about events, initiatives, or opportunities. Please note that we will not be posting content from your organization more than once a week so be mindful of the day you choose to tag us such that it maximizes its utility for you.