Event Requests | Seneca Student Federation

Plan Ahead

Event requests require time for review, approvals, room bookings, purchases, vendor coordination, and other logistical arrangements. Submit complete information as early as possible to help prevent delays.

Before You Submit

Event Request Requirements

Your event request should meet each of the following requirements before it is submitted to the SSF Clubs team.

Submit Your Request in Advance

Different spaces require different processing times. Submit your request according to the type of space you want to book.

Seneca spaces and classrooms: submit the request at least 21 business days before the proposed event date.
SSF spaces, including Senecentre and the Clubs Room: submit the request at least 7 business days before the proposed event date.

Requests submitted after the applicable deadline may not leave enough time for approvals, purchases, bookings, or other required arrangements.

Provide Complete Event Details

Include clear and accurate information about the event so the SSF Clubs team can properly assess and coordinate your request.

Event name and description.
Proposed event date.
Start and end time.
First preferred location or room.
Second preferred location or room.
Expected attendance.
Event purpose and planned activities.
Organizing executive’s name and contact details.

Include a Detailed Event Budget

Provide the available club budget that can be used for the event.
List each requested item or service separately.
Include the estimated cost of each item.
Include applicable taxes and additional fees.
Identify proposed vendors, when known.
Include the total amount expected to be spent.
Explain how each expense supports the event.

Submit Supporting Documents and Contact Information

Upload any documents and supporting information required to review the event and confirm proposed services, guests, vendors, or purchases.

Guest speaker information.
DJ or entertainment information.
Vendor quotes or estimates.
Catering details or menus.
Equipment or technical requirements.
Promotional materials, when applicable.
The name, contact information, and company or business name of each applicable vendor, guest, speaker, performer, or service provider.
Any other documents or information requested by the SSF Clubs team.

Follow SSF and Seneca Guidelines

The proposed event must comply with all applicable SSF policies, SSF Clubs procedures, Seneca guidelines, venue requirements, and safety expectations.

Events that do not meet applicable requirements may be changed, postponed, or declined.

Allow Time for Coordination and Approval

After submitting the request, allow sufficient time for the SSF Clubs team and relevant Seneca departments to complete the required review and coordination.

Event approval.
Room availability and booking.
Purchase processing.
Vendor or catering coordination.
Guest speaker or entertainment review.
Safety, facilities, or technical arrangements.

Follow up on the status of your request through the Club Hub Portal chat.

Financial Planning

What to Include in Your Budget

The event budget should provide a realistic estimate of the total amount needed, identify the available club budget, and clearly explain how club funds will be used.

Available Club Budget State the amount currently available in the club budget for the proposed event.

Food and Catering Include food, beverages, delivery fees, gratuities, and taxes.

Supplies and Decorations Include materials, decorations, printing, signage, and activity supplies.

Entertainment Include speakers, performers, DJs, instructors, or activity providers.

Equipment and Technology Include audio equipment, rentals, technical services, or special setup requirements.

Vendor Costs Include vendor fees, service charges, deposits, and estimated taxes.

Total Expected Cost Clearly state the full estimated amount that the club expects to spend.

Review Process

What Happens After You Submit?

Once your event request has been received, the SSF Clubs team will review the information, supporting documents, proposed expenses, and event requirements.

Request Review The submission is reviewed for completeness, eligibility, timing, available club funding, and policy compliance.

Follow-Up Through Club Hub Follow up on your event request and respond to questions through the Club Hub Portal chat.

Room Coordination The first and second location preferences will be reviewed based on availability and the applicable booking requirements.

Purchase Coordination Eligible purchases will only be coordinated after the event and budget receive approval.

Event Logistics Additional requirements for vendors, guests, catering, equipment, facilities, or safety may be coordinated.

Final Decision Club executives will be informed whether the request is approved, requires changes, is postponed, or cannot proceed.

Submission Does Not Guarantee Approval

Submitting an Event Request Form does not mean that the event, purchases, room booking, vendors, promotional activities, or requested expenses have been approved.

Requests are reviewed based on the completeness of the submission, compliance with SSF and Seneca policies, available club funding, room and resource availability, and whether the request was submitted within the applicable timeline.

Club executives should not promote or advertise the event, make purchases, sign agreements, confirm vendors, invite paid guests, reserve external services, or make any other event-related commitments until they receive approval from the SSF Clubs team.

How to Submit an Event Request

View the step-by-step PDF guide with instructions and screenshots explaining how to complete and submit an event request.

View the Event Request Guide