Plan Your Event
Plan Your Event
Every club event is unique—whether you’re hosting a social, running a fundraiser, or organizing a guest speaker, each one takes some planning to make it a success!
The first step in planning any event is to start with an idea. Think about your club’s goals and what kinds of events or activities will help achieve them. From there, you can build your plan.
Use the Event Charter Template
To make planning easier, we’ve created an Event Charter Template, available on ookslife.ca. This template guides you through the planning process—from brainstorming to final execution—and includes helpful suggestions to stay organized.
Once your Event Charter is complete, we recommend uploading a final copy to your club’s Documents section on ookslife.ca. That way, it’s easy to reference and re-use for future events!
See instructions for uploading documents on ookslife.ca.
Every Event Needs a Primary Event Organizer (PEO)
Each event must have a Primary Event Organizer (PEO) listed. This person:
- Must be a current club member.
- Is responsible for planning and overseeing the event.
- Must be present for the entire event.
Cannot be a NAIT staff member or someone outside of your club or parent organization
Hosting an Off-Campus Event?
Thinking about a graduation dinner, bowling night, or a community meet-up? Many off-campus venues will require a contract or agreement. When this happens:
- Contracts must be signed under the club’s name or the individual club executive, not NAITSA or NAITSA Campus Clubs.
- Your club is fully responsible for any loss or damage related to the contract.
Need help reviewing a contract? NAITSA Campus Clubs is happy to help! We can review your venue or service agreement with you.
Collaboration
Clubs are encouraged to collaborate—with other clubs, NAIT departments, or external organizations—to create meaningful and engaging events. Working together can expand your impact and connect your club with new audiences.
Event Submissions Are Still Required
Even when partnering with others, your club must submit an Event Submission form on ookslife.ca and receive approval before the event takes place.
- List your collaborators by adding them as co-hosting organizations in the Event Submission form.
- This ensures transparency, shared planning, and appropriate event oversight.
Your Club Must Remain the Lead Organizer
If your club is collaborating with a NAIT department or an external organization, your club must remain the primary lead and main group responsible for the event. That means:
- A club member must be listed as the Primary Event Organizer (PEO).
- The club must coordinate all communication, planning, and logistics.
- NAITSA Campus Clubs will only support events where the student club leads the process.
This helps ensure the event aligns with club programming guidelines and stays student-led.
Only One Submission Needed for Club-to-Club Events
If you’re co-hosting with another club:
- Only one group needs to submit the Event Submission form on ookslife.ca.
Be sure to list all collaborators in the co-host section of the form.
