Contributors’ Resource Guide

Thank you for submitting an event to the 15th annual Celebrate Learning Week (CLW) taking place from May 6–10, 2024.

This year’s theme is the Remembering the Human in the Loop. This guide will provide helpful tips to organize your session. Please note, you will be responsible for event logistics, facilitation and promotion of your individual session. The CTLT can assist with general promotion, and registration. Click on each heading to expand the section.

If you have any additional questions or concerns, feel free to reach out to Rachel Lee at

Thank you again for your contributions to CLW, we look forward to all of your events!

Before your event


All CLW events will use the CTLT event registration platform.

  • The CTLT will develop a registration event page with information from your submission form. We can provide you with registration number updates by request.
  • Provided the event reaches your capacity limit, the CTLT will develop a waitlist.
  • When participants register for your session, they will have an opportunity to indicate any accessibility needs. We will share this information. We acknowledge some requests may require several-weeks advance notice (e.g. sign language interpretation), please reach out to the Centre for Workplace Accessibility if you require any support with these requests.

Email Rachel with any questions regarding your event registration.

Online Events

For online events that require Zoom:

  • You are responsible for creating your own Zoom link and sharing the link, meeting ID and password with the CTLT Events team through the submission form.
  • Participants will receive the Zoom information in an automated email when they register for the session, as well as a 2-day prior event reminder.
  • The CTLT will ask for an attendance list from your event after CLW has ended. This information can easily be pulled from Zoom. We will send this request, along with instructions after your event.
Planning your event


Online Events:

  • For a refresher on Zoom best practices, attend a CTLT Zoom workshop.
  • UBC Move U Crew has offered to facilitate 5-10 minute stretch breaks during CLW sessions. Connect with the Move U Crew directly to make a request.   

In-person Events:

Please be prepared with a back-up plan in the event of facilitator tardiness or illness.

  • Take attendance at your session. The CTLT will provide you with the registration list prior to your event. Please print this out and have participants check off their name. Then take a photo of your registration and send it to Rachel.
  • If you are planning to take photos or recordings of your session, please be mindful of the consent and planning documents required to do so. 
  • More information is available in a toolkit for event planners on the UBC Ceremonies and Events website.

Marketing and Communications

  • The CTLT is happy to help promote your event under the Celebrate Learning Week umbrella, by featuring it on our events page, on our social media and in events e-newsletter.
  • We are sending out a CLW specific newsletter to over 7,000 UBC subscribers in April. Subscribe to our events e-newsletter to receive this copy.
  • The CTLT will create a CLW branded graphic to promote your event, though we will request you find an image appropriate for your event. Please refer to the following image guidelines from UBC’s Respectful Image Usage Guidelines when sourcing an image.
  • We recommend you share your event with your target audiences. You are responsible for specific promotion of your event. 
After your event

Feedback Survey

  • Feel free to make your own post-event participant feedback survey and distribute it at the end of your session.
  • We recommend using Qualtrics. If you are looking for support working with Qualtrics, consider attending an upcoming Qualtrics Studio session.

CLW Resource Wiki

  • We have created a CLW Resource Wiki page to host resources, handouts and recordings. Please email Rachel any resources you wish to be uploaded, before or after your event. 
  • When thinking about recording your event, consider the impact of participants’ comfortability in participating fully in any discussion and/or Q&A portion.
  • If you are recording your session, you will be responsible for uploading this video onto an easily accessible platform. Please share this link in an email with Rachel after the session and we will link the video on the Wiki page.

We acknowledge that Celebrate Learning Week is being hosted on the traditional, ancestral and unceded territories of the Syilx Okanagan Nation and the xwməθkwəy̓əm (Musqueam) People. The organizing committee would like to express its gratitude to those communities for all of their contributions to the teaching and learning community at UBC. We encourage everyone to learn more about the relationships between UBC and the xwməθkwəy̓əm (Musqueam) People + the Syilx Okanagan Nation.