Travel and Events
Planning a society event, trip, activity, guest speaker session or room booking? This page will help you understand what you need to do, which forms to complete and when to contact the Students’ Union.
Plan your activity
Tell us what you want to do, where it will happen and what support you need.
Submit early
Event and trip requests should be submitted at least 10 working days before promotion begins.
Travel safely
Trips and travel need extra planning, clear timings and the right risk assessment.
Before you book, pay or promote anything
Please speak to the Students’ Union first if your society is planning an event, trip, external venue booking, guest speaker, room booking or activity that needs ticketing, funding, promotion or additional support. This helps us make sure the right process is followed before anything is confirmed.
Forms and templates for societies
Planning an event, trip or activity? Use the relevant forms below to get started and make sure everything runs smoothly.
Important: Please submit your event or trip request at least 10 working days before you begin promoting the activity.
How society events and activities work
Societies are encouraged to run events, socials, trips, activities and opportunities for their members. These can be a brilliant way to build friendships, grow your membership and give students something to get involved with outside of their course.
1
Start with the idea
Think about what you want to do, who it is for, where it will happen and what you want students to get from it.
2
Send us the details
Share your date, time, location, expected attendance, activity type and anything you need from the Students’ Union.
3
Complete any required forms
Depending on the activity, you may need an event or trip request, risk assessment, room booking, guest speaker form, promotion request or budget planner.
4
Wait for confirmation
Please do not assume that a room, trip, event or external activity is confirmed until the Students’ Union has confirmed the next steps with you.
Booking a University room
To book a room on campus for your event or activity, please contact the Student Opportunities Team directly and we will be happy to help.
Please include the date, time, campus, expected attendance, type of activity and any specific room or setup requirements.
Request a room booking
Trips and travel
If your society is planning to travel off campus, visit an external venue, attend a conference, run a trip or organise transport, please contact us early so we can advise on the correct process.
Travel activity may need extra information so that we can understand the plan, check any risks and support you with the right paperwork.
Tell us where you are going
Include the destination, travel method, timings, expected number of students and who will be responsible on the day.
Do not spend first
Please wait for guidance before paying deposits, booking transport or confirming external arrangements.
Tell us about a trip
Additional forms you might need
Depending on the nature of your event, you may also need to complete one of the forms below.
Guest speakers and external contributors
If your society is inviting a guest speaker, external organisation, performer, trainer or contributor, please let us know in advance. This helps us make sure the activity is suitable, properly planned and meets any required processes.
Guest speaker activity may require extra information, especially where the topic is sensitive, political, controversial or likely to attract wider interest.
Download Guest Speaker Request Form
Documents and guides
These documents and guides can help you understand the processes linked to events, guest speakers, insurance and safe activity planning.
Useful links
Some activities may need extra planning, especially where food is involved.
Need support with an event, trip or room booking?
Send your plans to the Student Opportunities Team and we will help you understand the next steps.
Email Student Opportunities