Societies Activity & Event Planning
Planning an activity or event takes time and coordination. This form is designed to help your Society and the Students’ Union plan and deliver safe, inclusive, well-organised and successful activities and events. All activities and events must be submitted at least 3 weeks in advance. This allows the Students’ Union enough time to review your request, assess any requirements, arrange rooms, equipment or other support, and ensure that any necessary risk assessments, funding, catering, guest speaker or other arrangements are in place before the event takes place. What we expect from Societies when submitting this form, you are expected to:
- Provide complete and accurate information about your activity or event.
- Submit the form at least 3 weeks before the proposed event date.
- Complete and upload any required supporting documents, including a risk assessment and budget plan.
- Identify any requirements such as room bookings, equipment, catering, guest speakers, funding or ticketing at the time of submission.
- Make sure your plans are realistic and take into consideration health and safety, accessibility, inclusion and the expected number of attendees.
- Respond promptly if the Students’ Union requires further information or changes before the activity can be approved.
How the review process works:
All activity and event requests will be reviewed by the Students’ Union every Monday. You will receive an outcome on Monday or Tuesday following the review, depending on whether any further information or checks are required.
The Students’ Union may:
Approve your activity/event as submitted.
Request further information or changes before approval within the deadline.
Decline the request if it cannot be supported or does not meet the relevant requirements.
Please note that submitting this form does not automatically mean that your activity or event has been approved. Approval may depend on availability of rooms and resources, completion of required documentation, health and safety considerations, funding and other relevant requirements. Before you submit please make sure you have considered everything you may need for your event. This form is designed to capture the information and requirements needed for the Students’ Union to review and support your activity. The earlier you provide complete information, the more effectively we can support you in delivering a successful event.