Organise an Event


 

Organise an Event

Organising events is an integral part of any student group – whether a small or large event, it is all in the planning!

 

Booking University Rooms and Union Spaces

For all University rooms and Union spaces, please complete the online booking form. Note that each room booking is subject to availability.

Please contact [email protected] to book any sports facilities.

 

Food Policy and Cake Stalls

Before running an event where you will be having food, please refer to the Union's Food Supply Policy. If you have any questions on this or wish to set up a cake stall, get in touch by emailing [email protected].

For any hot food brought in from outside caterers, please use a reputable company. Also, you must supply a copy of the following to [email protected] beforehand:

  • Caterer's Public Liability Insurance;
  • Caterer's Food Hygiene Certificate.

Any high-risk food (hot or in need of refrigeration) should not be prepared by unqualified persons.

 

Trips

Trips are an exciting part of any University experience. Ahead of the trip, you must email your relevant coordinator with a completed Trip Registration form and Risk Assessment, as well as your trip itinerary.

Remember that, as a Committee member, you have a duty of care towards participants on the trip, which may not proceed until you have been notified that the trip and relevant documents have been approved. For more information, please consult the Union's Student Groups Trip policy.

 

External Speakers

An external person attending campus who will engage with students must agree to the Students' Union's External Speaker Policy. A completed External Speaker Request form should be sent to [email protected] a minimum of 14 days before the event takes place.

 

Risk Assessments

Please check if your event is covered by the Students' Union's Prepared Risk Assessments:

If you wish to run an event/activity that isn’t included above (for example, Lasertag or Airsoft), then a separate Risk Assessment will need to be completed. This must be sent to the relevant email address – [email protected], [email protected], or [email protected] – no less than 14 days prior to the event.

 

Report an Accident

If an accident or near-miss occurs at any event, training session or activity, you must complete an Accident Report Form, regardless of whether someone was injured. This will allow the Students' Union to both assess the safety of what your group has organised and help support you in this regard going forward.