Other policies & Procedures

If your club is planning to travel—whether you’re attending or hosting an event outside of the Edmonton area—there may be additional requirements to ensure safety and compliance with NAIT and NAITSA Campus Clubs regulations and policies.

When Travel Documentation Is Needed

Travel-related forms and approvals may be required if your event involves:

• Travel outside Edmonton.
• Out-of-province or international trips.
• Overnight stays or extended travel.

You must indicate the type of travel in your Event Submission form on ookslife.ca, including:

• Destination.
• Duration.
• Travel method.
• Any overnight accommodations.

Important: Longer lead times are needed for travel events. Submit your Event Submission form well in advance to allow time for processing travel approvals.

Some events may need extra safety measures—especially if alcohol is served, the event runs outside regular hours, or you’re expecting a big crowd. NAITSA Campus Clubs is here to help guide you through the planning.

On-Campus Security

You may need special approval if your event:

• Involves alcohol.
• Takes place outside NAIT’s regular building hours.
• Is expected to have large attendance.
• Covers sensitive topics or presents higher-risk considerations.

If your event meets these criteria, your club may be required to book professional security or crowd control. Your club is responsible for these costs. Connect with NAITSA Campus Clubs early to assess needs and plan your budget.

Off-Campus Security

All off-campus events involving alcohol may require security.

• Some venues provide in-house security. Confirm this during booking.
• If not, your club must hire a licensed external security provider and cover the cost.

Additional Notes

Even if your event doesn’t fall under the categories above, NAITSA Campus Clubs may recommend or require security based on:

• Event size and scale.
• Location and timing.
• Type of content or audience.
• Any other risk factors.

Need help? Reach out to NAITSA Campus Clubs and we’ll walk you through it.

NAITSA does not endorse the use of cannabis for any club activity. Cannabis includes any part of the cannabis plant, whether processed or not, as defined by the AGLC Cannabis Representative Handbook.

• Clubs are not permitted to sell cannabis. Only AGLC-licensed stores and government platforms can legally sell cannabis.

• Consumption of cannabis on campus is subject to NAIT policy, municipal bylaws, and provincial and federal laws. Policy may change as legislation evolves.
  

Clubs can only hold raffles or 50/50s if all proceeds go to a registered charity.

• To proceed, contact NAITSA Campus Clubs at askclubs@nait.ca for help with licensing through the Alberta Gaming and Liquor Commission (AGLC).

Alternatives to Raffles

Not every fun game needs a license! A lottery includes:

• An entry fee.

• A prize.

• An element of chance.

If you remove one of these factors, no license is needed. For example:

• A jelly bean guessing game (skill-based) removes the element of chance.

• Door prizes and silent auctions also don’t require a license.

Ask us for creative ideas—we’re happy to help!

If you’re arranging transportation for a club event:

• Carpooling: The driver must have a minimum of $1 million liability insurance.

• Rental vehicles: Clubs must purchase additional insurance offered by the rental company.
  

If your club plans to show a movie or any other licensed content, you are responsible for securing the appropriate public performance license.

• This includes films, documentaries, streaming media, and music where applicable.

• Licensing rules apply whether the content is shown on or off campus.