Looking to host an event? Students who are part of a club, society, or recognized student group can host events on and off campus with approval by the Event Review Committee.

Student Event Planning Roadmap

Who is ERC ?

Event Review Committee (ERC) consists of university professional staff from various departments, as well as representatives, both student staff and professionals from the Student Union. The purpose of ERC review is to assess risk and liability for all student-run events, both on and off campus.

Our role is to ensure appropriate safety measures are in place to protect students, staff, faculty and the greater Antigonish community.

Event planning at StFX can be complex. depending on the scale and nature of the event. We help students determine suitable locations, navigate alcohol service requirements, understand provincial licensing for activities like large-scale raffles or bingos, and more.

If a faculty member is fully supporting and assuming responsibility for an event - and is present for its entire duration - ERC approval is not required. In those cases, the faculty member takes on the oversight role that ERC would normally provide.

Policies

Student Event Risk Management Policy (under review)

StFX Alcohol Policy

Community Code of Conduct

Other StFX Policies

*Note that, for insurance liability, the ERC is not able to approve bake sale events or potluck events.

Students' Union Societies

• Meetings and events the group is participating in or organizing must be submitted through the Showpass app 2 weeks in advance.

Recreation Club Activities

• Events beyond regular sport participation must be submitted to ERC using this form: Event Review Submission Form

Other Student Groups or Individuals

• If you are part of a club or society and want to hold an event for StFX students, you should find a staff or faculty member who is willing to support your planning and take responsibility for the event.
• It is recommended that you ensure your form is submitted to ERC using this form: Event Review Submission Form at least 2 weeks in advance.

Questions about hosting an event can be directed to the Societies Coordinator for the Students' Union or emailed to ERC@stfx.ca. (Note that this email is not monitored everyday. A response may take up to a week.)

*Note that forms submitted less than two weeks before the date of the event may not have enough time for the ERC to ask for clarification and review for approval. The committee meets once per week to review events. Submissions are not reviewed between meetings.

Forms

Risks and Liability Waiver - Participatory Sporting Events – this waiver is to be signed by all participants of participatory sporting events. 

Risks and Liability Waiver – Travel  – this waiver is to be signed by all participants of events that involve travel. 

Risk Matrix