Club Resources
Starting a Club
The Legal and Literary Society is always looking to enhance the community at Osgoode Hall. Part of this involves facilitating the establishment of new clubs that address the needs of students not currently met by the clubs available at Osgoode. To begin the process of starting a club, following these four simple steps:
- Ensure the proposed club abides by the Clubs By-Law, which can be found below.
- Draft a club constitution. All clubs must have a constitution that outlines the mandate of the club, executive election process, the list of the executive positions, and other necessary details associated with the club. Feel free to use the sample constitution below as your frame of reference. For clubs that were previously in existence, contact vpexternal@legalandlit.ca as we may have a previous version of your club’s constitution that you can work off of.
- Begin a membership list composed of student names and Osgoode emails. At minimum, 25 JD students must be present on this list for an interest-based club, or 10 JD students at minimum for an equity club. This ensures sufficient interest is present on campus for the club. LLM students and undergraduate students are welcome to join but cannot count towards the minimum number. Students enrolled in joint programs (e.g. JD/MBA, JD/MES) can count towards the minimum number in all years of their joint program.
- Submit the club materials. The ratification process takes place at the beginning of each school year. Clubs who wish to be ratified later in the school year should contact vpexternal@legalandlit.ca, but late ratification is not guaranteed. L&L is always happy to begin a discussion on the requirements for the following school year.
Once these steps are complete, the Vice President External will reach out to you with additional information to ensure your club is fully operational for the school year. Each club must be ratified for each school year, regardless of whether the club was ratified in previous years.
For any other inquiries, feel free to reach out by email at vpexternal@legalandlit.ca.
Club Funding
Traditionally, L&L allocated $15,000 for the club funding budget per semester, which totals $30,000 for the year. Over 50 clubs have been ratified by L&L and are eligible for funding. Keep this in mind when crafting their budget requests.
Clubs may submit one budget request per semester. L&L’s priorities for allocating funds in 2025-2026 are:
- Involvement of the Broader Osgoode Community – We are less inclined to fund club socials, for example, then an event open to the entire school.
- Inter-club Collaboration – We encourage clubs to pool resources to plan larger-scale, better-attended, events that encourage dialogue and intersecting interests.
- Academic Achievements – Events which celebrate the academic achievements of Osgoode students, or invite academic discussions, will be prioritized.
- New and Unique Opportunities – Events which Osgoode has not seen before, or take a unique and novel approach to engaging students with the law, are encouraged.
- Raising the Profile of Osgoode – Events that invite guests to Osgoode or raise the profile of Osgoode within the York University and/or broader community are welcome.
It would serve you well to try to cater your events to the above priorities.
Below you will find quick access points for various finance-related information.
Funding Policies
Below are the budget guidelines and restrictions for funding.
Restrictions on Budget Use
Money cannot be budgeted for, nor can budgeted money be used for:
- Alcohol
- Reimbursing a current or recently graduated Osgoode student for services rendered (i.e photography, event planning, etc.)
- A headshots event (L&L will be organizing one large one)
- Canva Premium (You can gain access to the L&L team account by emailing the VP External)
- Exam care packages
- Executive retreats/dinners
- Money budgeted for charity
- Club merchandise
The maximum amount of money that can be spent on a particular item, per event, is:
- $80 on Coffee (unless expecting over 50 attendees)
- $250 on a Photographer
- $50 for raffle items per semester, which must be requested as part of an event budget
Maximum Budget Request Per Event
| Event Type | Max That Can Be Requested* |
|---|---|
| Speaker/Panel Event | $150 maximum |
| Academic Seminar | $200 maximum, one per semester |
| Career/Info/Self-Help/Study Session | $250 maximum, one a year |
| Socializing Event | $20 per registered attendee up to a max of $400 a year** |
| Honoraria | $25 max per speaker, must be a gift or gift card, no cash |
| Advertising/Promo Material/Orientation/Clubs Fair | $80 maximum a year |
*If a club submits in unison with another club for a joint event, can request x1.5 the budget max for that event
**If a pub night is planned, must also ensure a non-alcoholic opportunity exists as well
Special Events
If you have a special event, you can submit a separate special events request which allows you to go past the maximums and get more money than the official budget maximums. This request includes an event description, line-item breakdown, and justification as to the event. We strongly encourage these types of events and will do what we can to help legitimate events succeed.
Club Account Utilization
The aforementioned restrictions do not apply for money spent out of the club’s own account, except for the non-reimbursement of current or recent Osgoode students. The treasurer reserves the right to refuse such a reimbursement with adequate reasoning, which can be appealed by the club to the Executive.
Submitting A Budget
Clubs will receive an email from the Vice-President External when the submission portal for funding requests is open.
Viewing Budgets
Once L&L allocates funding to your club and uploads it to the website, you’ll be able to view your funding. This information is uploaded manually, so please have patience while the Treasurer completes this task.
Once logged into the website, click on Clubs → Club Budgets. On this page, you’ll see a summary of your entire budget, the amount used, and the amount remaining for the each semester. Click on your club to see details, including a breakdown of the funding allotted to each event, amount used, and amount remaining.
Note: only signing officers can see club budgets. If you were not included as a signing officer in your club’s ratification application, contact the VPX and/or Treasurer to update.
Viewing Accounts
If your club has received sponsorship money, donations, or other deposits, the money will be in your account, not your budget. Your account carries over year-to-year and you are free to use this money as your club wishes. Caveat: if you received sponsorship money or donations that were directed for a specific use, it’s not advisable to use that money on something else without the sponsor’s or donor’s permission.
Once logged into the website, click on Clubs → Club Bank Accounts. Click on your club’s name to see your balance, withdrawals, and deposits.
Signing officers: You can verify your other signing officers and if you click on the name, it’ll lead you to the email address.
Statements: You can view your statements going back 24 months.
Depositing money: Click New Deposit and follow the instructions.
Withdrawing money: Submit a cheque requisition to withdraw funds.
External Accounts
Clubs that have been granted external accounts must follow the guidelines outlined here.
Logging Into L&L’s Finance website
Go to finance.legalandlit.ca and click “Sign In or Register” at the top right corner.
You must use the email address submitted for ratification as a signing officer. For clarity, any email address can be used (non-Osgoode is fine) but it mustbe the address submitted in your ratification application.
If you are unsure which email address is connected with your club, please ask whoever submitted your club application. Alternatively, email the VPX or Treasurer.
Sign in or Register a new account
If you have a pre-existing account with this email address and password. Forgot your password? You can reset it once the website verifies your account.
If you don’t have an account using this email address, click on “Sign up now” at the bottom of the page. Fill in all necessary fields and create your account. You must verify the account afterwards.
Submitting a Requsition
Once logged into the website, click on Expenses → New cheque requisition.
“Your Information”: Your information will be auto-populated. If not, fill it in as yourself (even if submitting a requisition on behalf of someone else).
“Requisition Details”: Fill in the information of the recipient of the cheque. Your information will be auto-populated. If you are submitting a cheque on behalf of someone else, use their information here (e.g. Ashley is submitting a cheque requisition for Mahir, so she puts his details here).
You’ll need the following details:
- their full, legal name (cheques will not be made out to incomplete names, stage names, or nick names)
- their full address (street address, city, province, postal code)
- their delivery preference (Cheque: pick up in L&L office or mailed to their address, E-Transfer: will require their email for that as well)
“Affiliated club/association”: Select the club which the expenses are associated with.
“How is this expense being paid?”: You can select either Budget line or Club bank account
- Budget line: Comes from the funding allocated by L&L for your club expenses. If selecting this option, include in the “Description” which event and what the expense was for.
- Club bank account: Comes from funds your club has collected through external sponsorship or other means. You may spend this money as you wish but you should not spend against your sponsor/donor’s wishes. If selecting this option, you must insert your club account number, which you can find on your “Club Bank Accounts” page.
If you’re splitting between the two, then select “Budget line” but include in the “Description” that you’d like the remaining amount to be taken from your “Club bank account”
“Total dollar amount being requested”: You must submit a number with 2 decimals and omit the “$” (e.g. if your expense is for $80, you must type 80.00). Only type in the amount of funds you were approved for (e.g. if your budget was $80 but you spent $100, you should type 80.00 here).
“Receipts and Invoices”: You must upload either a photo or scan (in PDF) of your receipt. If you paid by credit/debit, you must also upload that receipt. If you misplaced your receipt, you may fill in the “Missing Receipt Form” (link to that form on that page).
“Submit Your Requisition”: Read the terms and conditions (a link to those can be found on this page) and click accept.
Then click “Submit requisition”.
Looking Up Past Cheque Requisitions
You can find out the status of your previous cheque requisitions.
Once logged in, click on “My Expenses”. This will lead you to a page of all of your past cheque requisitions and you can click on the number to find out more details. If you’ve never submitted a cheque requisition before, this option won’t be viewable on your account.
The Financial Portal allows you to sell tickets your event/function through it, easily attributing those funds to your club/organization and saving students the hassle of having to re-submit their information.
Setting up an Event/Ticket Page
If you are interested in selling tickets to your event online, please e-mail the VPI with the following information:
- your club’s name
- title of your event
- detailed description of your event, including accessibility information (max. 1024 characters)
- date to open ticket sales
- date to close ticket sales
- cost of the tickets (see below for fees charged per ticket)
- maximum number of tickets available (optional)
- Any additional information you would like attendees to provide, i.e. dietary restrictions (vegan, vegetarian, kosher, halal, etc.), t-shirt size, additional attendees
Each attendee’s full name and e-mail address are already collected by the system, so you do not need to request these.
Ticket Fees
Our processor charges 2.9% of the ticket price + $0.30 for every transaction. This fee will be deducted from the final amount paid to your club, so please be aware of this when setting your ticket price. For example, a ticket that costs $20.00 will net your club $19.12 ($0.88 fee). The event management page, which you will receive access to once your event has been created, will provide a summary of how much you should expect to receive, taking in to account this transaction fee.
More Information
Your club must have an L&L club account in order to receive the money from purchases. If you do not already have an L&L club account, email the Treasurer to get one set up. You do not need a club account to start selling tickets but you do need one to receive the funds. You should expect to receive all funds within seven days of your event’s ticket sale close date. On a case-by-case basis, the Treasurer may advance the funds to you earlier than the seven days, but in no case can the Treasurer advance funds to you prior to your event’s ticket sale close date. If you require an advance, please let the treasurer know and they will try to accommodate as best as they can.
Once deposited into your account, the funds will be available for you to withdraw at your convenience, subject to the rules imposed on all withdrawals from club accounts (i.e., you require valid receipts for each purchase and the expense must be commensurate with your club’s mandate and purpose). Note that L&L’s prohibition on funding alcohol sales does not apply to money deposited to or withdrawn from L&L club accounts, so feel free to sell drink tickets.
Note on alcohol at Osgoode: L&L has a year-round liquor license for the JCR. To book the JCR, contact the Bar Manager. If you wish to host an event in the Helliwell Centre and sell alcohol there, contact the VPI at minimum 60 days prior to the event so we can get a special occasion permit (the fee will come out of your club’s budget).
The VPI can issue refunds for any purchase at any time, including full refunds to all registered attendees if your event is cancelled. Fees are also fully reversed for refunds, so the total amount purchasers wishing to refund receive back will not be reduced. To request refunds, please email the VPI with the full name and email address of the person to whom the refund should be issued and they will be refunded in a timely manner.
Note: No refunds can be issued after funds have been deposited in your club account.
The payment website is secured using SSL encryption technology — a web standard used by nearly all websites transmitting and receiving confidential information, including banks and online shopping websites. The L&L website does not store any credit card information obtained from purchasers. All information is encrypted and passed on to our payment processor, Stripe (https://stripe.com/en-ca). Once the payment information is submitted, the L&L website discards the payment details and stores only the response (accepted, declined, etc.) from the payment provider.
L&L encourages clubs to use this electronic payment system, as it has significant advantages regarding efficiency, speed, and user experience over many other common payment systems. However, clubs are free to use any service they feel meets their needs.
Timeline to Run Your Event
Immediately once you have a date/location
1) Book a Space
On Campus: Go to MyOsgoode → Home → Osgoode Room Requests → Online Form
Helliwell Centre & Moot Court: contact the VP External for approval.
JCR: contact the bar manager (please copy VP Internal on your email).
Off Campus: Venues must be barrier-free if your club is using L&L funds. Visit the Accessibility page for details and a list of approved venues.
Note on A/V Orders: They should be noted in your Fall or Winter Funding Request. If they aren’t, contact the VPX.
A/V orders include PC and projector access, microphones, and PA systems.
When: The sooner, the better.
2) Name your event
The name of your event will probably want to describe your event in 5 words or less (e.g. “Equestrian Law Networking Session”).
When: The sooner, the better.
3) External Sponsorship
Sponsorship is available through the Alumni Engagement Fund or through law firms. You are encouraged to reach out to local businesses and other sponsors as well.
When: 5 weeks before your event
4) Brainstorm a list of guests/speakers
Brainstorm a list of potential speakers. You should always brainstorm a larger list of panelists than you need, just in case people aren’t able to make it. Ensure you consider diversity and inclusion in your planning process.
When: 4 weeks before your event
5) Contact guests/speakers
Be careful about contacting only a certain number of people at a time, so you don’t have a problem of too many panelists in the end. E.g., if you want to have 4 panelists, you might want to think of 10 that you’d like and contact 5 to see whether they’re available. If people tell you they are unavailable, then you can reach further down your list.
When: 4 weeks before your event
6) Brainstorm food/drinks/tables/chairs
Discuss ideas with your executive. Keep in mind common dietary restrictions people have (e.g. gluten-free, vegan, kosher, halal). Don’t forget about your guests’ dietary restrictions, if they have any.
If you’re ordering food from off-campus, you must contact the OEO to fill out the necessary form. You must also contact them to fill the necessary form if you need to request tables and chairs for your event, and must do so at least 15 days before the event.
Vegan options: These on campus restaurants all have vegan options. Call to confirm which menu items are vegan.
Banh Mi Boys, Pizza Pizza, Osmow’s, Orange Snail, Kosher Dairy Catering, Aroma, Pita Pit, Falafel Hut.
Don’t forget about plates, napkins, cutlery, cups, etc.
When: 3 weeks before your event
7) Confirm your list of speakers
Ask your speakers for:
– biography;
– headshot;
– consent to share their bio/headshot for promotion of the event;
– if they prefer to have a microphone;
– dietary restrictions; and
– if they need a parking pass (ensure your club has enough first).
When: 2 weeks before your event
8) Confirm food/drink
Call your preferred restaurant and book your food. Remember, if you’re ordering food from off-campus, you must contact the OEO to fill out the necessary form.
When: At least 2 weeks before your event
9) Promotion & Ticket sales
Posters: Digital posters can be shared through social media channels. Print posters can be posted around Osgoode, but they can only be posted on the grey cork boards.
Accessibility: Accessibility information is recommended, but not required, on posters.
Event page: Accessibility information is required on event and ticket pages online.
Newsletter: If you want your event published in L&L’s newsletter, email the Secretary with:
– club name;
– event name;
– date, time, and location; and
– poster (optional but recommended).
Social media: If you want your event promoted through L&L’s Facebook or Instagram, email the VP, Internal with the same.
Tickets: If you are charging for entry to your event, visit the Club Finances page for details on setting up your ticket page.
Don’t forget to include your sponsors’ logos on your posters, if you were sponsored. Please include L&L’s logo if your event is in any way funded by L&L.
When: 2 weeks before your event
10) Prepare speeches & questions
Brainstorm with your executive about what themes you’d like to focus on and prepare drafts of introductory speeches or questions for panelists.
Introductory speeches are a good idea to set the tone and remind everyone about the importance of your subject. Consider including a land acknowledgment as well as thanking your sponsors (including L&L) and your panelists.
For questions for panelists, you can always open this up to your membership to brainstorm more questions.
When: 1 week before
11) Confirmation Checklist
Speakers: confirm the date, time, and parking instructions. It’s a good idea to assign people from your executive to each guest you expect. That way they can email to confirm, greet them on the day of, and your guest isn’t stumbling around the school lost.
Food and drinks: confirm the date, time, order, and delivery instructions.
Questions: confirm your speeches and send questions to speakers for review.
Tables/chairs: email the VPX to reserve. They can be picked up and dropped off in room 0014A.
Gifts: email the VPX to reserve. Clubs receive 5 free gifts per school year. Clubs cannot use L&L funding to purchase extra gifts, but they can use club bank account funds, if available.
Parking passes: Clubs receive 2 free parking passes per school year. Email the VPX to reserve. Remind your guests about the subway as well, as most will not know about the extension which goes all the way to campus.
Name tags: arrange for one of your execs to print name plates for panels and name tags for all guests if a networking event.
12) Thank you notes
Email your speakers with a short note thanking them for attending. Consider also sending email to your sponsors with photos from the event so they know it went well.
When: The sooner, the better.
Accessible Venues
Any event held by a Legal and Literary Society affiliated club must be accessible.
What is an Accessible Venue?
Accessible venues are ones where the building and its facilities (including, but not limited to, washrooms, main area of the event, and dance floors) have no steps to entry, or alternately have ramps or an elevator, or both; that washrooms have a push button or other accessible form of entry and that there is a stall which can accommodate a wheelchair; and that there is enough physical space for mobility aid users to navigate.
Legal & Lit keeps a database of venues around Toronto and what features are barrier-free and whether there is a cost to using the venue. This list is not exhaustive. Help us keep this up to date by emailing the Vice President, Internal with updates to these venues and adding new ones. If you see a mistake in the information below or want your venue featured, please contact us.
*Note on minimum spends and booking fees: Each venue may charge a fee for use depending on the date, size of the event, and other factors. These columns simply list whether Legal & Lit has incurred fees for use in the past. Always contact the venue to determine if a fee will be charged.
Accessible Venues
Coming soon.
Inaccessible Venues
Some of these venues are “partially accessible” in that the entrance/main area are barrier-free. However, for the purposes of the L&L Accessibility By-Law, they do not fit into Legal & Lit’s definition of Accessible.