Do we need student-union approval to book outside vendors?

Many student unions require outside-vendor approval ahead of an event, so it's worth reaching out to your student society as early as possible once your date and venue are set.

Is this only for frat/sorority-style formals?

No — these ideas work for any grad social, faculty ball, or year-end banquet organized by a student union, faculty club, or smaller student group, regardless of campus culture.

Does a golf simulator work at a hotel ballroom or on-campus venue?

Yes — it sets up in a hotel ballroom, event centre, or on-campus space just as easily, needing only about 10ft by 15ft of clear floor space.

Do you require a deposit?

Yes, a non-refundable deposit is required to secure your booking date.

University Formal & Grad Social Ideas for BC Campuses

BC's university formal and grad social season doesn't run the same at every school — a faculty club's formal ball, a student union's grad social, and a smaller club's year-end gathering are all genuinely different events. What they share is a planning committee usually working with a fixed venue, a fixed budget, and the same handful of activity ideas everyone reaches for first. Here's what actually stands out, plus what to know before you book an outside vendor.

1. Bring in an activity, not just a DJ and photo booth

A golf simulator with a running leaderboard gives students a reason to come back to one spot throughout the night instead of the usual dance-floor-or-photo-booth choice. See our university formal & grad social page for the full breakdown.

2. A themed photo backdrop

A step-and-repeat or themed backdrop matched to the formal's theme gives students a shareable moment for social media — still worth doing alongside a bigger activity, not instead of one.

3. A casino or games-night corner

Blackjack or poker tables (for fun, no real money) work well as a lower-key alternative activity for guests who want a break from the dance floor.

4. A late-night snack station

A simple late-night food station keeps energy up through the back half of a long formal, especially for events that run past a typical dinner hour.

5. A superlatives or awards segment

A short, planned "class superlatives" moment gives the night a structured highlight beyond speeches and the usual dance sets.

6. A live band or student performer set

Booking a student band or performer instead of (or alongside) a DJ gives the night a more personal, campus-specific feel.

Timing it right

Faculty balls and formals tend to cluster around January or April/May, while grad socials and year-end banquets run later in the spring as the school year wraps up. Whichever window your event falls in, lock in your venue and activity vendors early — formal season books up fast across the region's campuses.

Working with your student union

Many student unions require outside-vendor approval ahead of an event, so reach out as early as you can once your date and venue are set. SFSS's Events 101 page and KSA's events page are useful references for what that approval process typically looks like at two Metro Vancouver campuses, even if your own school's process differs in the details.