Resources for Campus Organizations

ll 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.

Detailed instructions on using the EventPro Connect Platform HERE.

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

Only Housekeeping & Maintenance may move furniture on campus.

• This ensures everyone’s safety and prevents damage.

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

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.

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)

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).

Check out the full Browns Plus catering guide HERE.

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

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

Bounce is the official event management and ticketing platform for all HUCSC clubs. It replaces the need for personal e-transfers and manual guest lists. Use Bounce to sell tickets securely, track RSVPs in real-time, and promote your events on the campus-wide feed. All ratified clubs are automatically set up with an account—simply log in to start managing your next event.

If you are having any issues, check out their support page or reach out to clubs@myhuron.ca for support.

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.

READ THE FULL POLICY

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

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.

Request a Reimbursement

In the event that a clubs or organizations wants to hold a new event or initiative that was not budgeted for in the group’s original budget request they are able to apply for grants through a different budget line. Grant applications are reviewed impartially by the General Assembly’s Finance Committee. For more information on whether your organization qualifies for an HUCSC grant and how to build a strong grant application, please email vpfinance@myhuron.ca.

Grant Application

 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.

NOTE: First post on your grid. Then repost the grid content to your story. Third click on the “tag” button at the bottom to tag us without having our handle appear on your graphic.

This is a weekly instagram series we run on Monday mornings that alerts our followers to happenings that week. We strive to include as many events as possible but due to the limited size of the graphic we may not be able to include all requests. Please limit requests for inclusion here to larger events.

To be included, please email socialmedia@myhuron.ca by Friday with this subject line : “THIS WEEK ON CAMPUS - [month/date/year of the Monday on which you wish to be included] - ORG NAME”.  EG) THIS WEEK ON CAMPUS - 10/22/025 - HICA.

Content that is cross-posted across our Instagram grid is reserved for events that are hosted in collaboration with one of our portfolios. That content is designed in collaboration between the Communications team and your organization.

To collaborate with Events or Affairs, please email vpstudentevents@myhuorn.ca or vpstudentaffairs@myhuron.ca respectively.

The HUCSC Beaver Tales Newsletter goes out every Monday around noon with updates and events for the subsequent two weeks. This is a great way to give early notice to your club members and the broader school community about events.

To be included, please email publications@myhuron.ca by Friday with this subject line: “BEAVER TALES INCLUSION - [mondth/day/year of the Monday on which you wish to be included] - ORG NAME”. EG) BEAVER TALES INCLUSION - 10/22/2025 - HICA.

All ratified clubs in good standing are featured on the Clubs Hub. It is a directory that allows students, staff, and partners to find clubs and contact information.The Clubs Hub has a new space that allows clubs from each of the categories to advertise in the “Clubs Spotlight”.

Club presidents have been sent a link to a Google Sheet that allows them to alert us to inaccuracies and sign up to be featured in the spotlight. If you are having issues accessing the document, please email vpcommunications@myhuron.ca

Eye-catching physical promotional posters are a good way to capture the attention of passing students, staff, and faculty members. To request the publication of a poster on bulletin boards managed by the HUCSC, please fill out the form below.

POSTER REQUEST FORM

Ratified Huron clubs are eligible to request an HUCSC photographer be present at their event to capture content. Please note that filling out this form does not guarantee a photographer at your event.

Please fill out THIS FORM to submit a request.

Ratified Huron clubs can submit event promotion for inclusion in campus slideshows. This includes many campus TVs and the Beaver Dam.

Please email vpcommunications@myhuron.ca your material with the subject line: “SLIDE - EVENT - CLUB”

1. Must be a PNG file.

2. Must be formatted to standard PPTX size (16:9), aim to have a larger file so it doesn’t blur on the large screens.

3. File name should be “EVENT NAME - CLUB NAME”