Student Led Events Form

Please complete this form to let us know about your intention to run an event on campus or off campus, whether this be a regular activity group meeting, a one off event, a trip or even a fundraising stall.

Below are a few things to be aware of before submitting this form:

In order to give us enough time to process your request, we kindly ask that you complete this form 3 weeks before the date of your event.
Failure to give this notice may result in us not being able to fully support your event.
The Participation Assistant who books rooms and transport, will do these jobs every Thursday during term time.
If your event requires funding, you will also need to complete the Grant Funding Request Form (this is Activity Group's only)
If your event includes an external speaker, please make sure you have submitted your External Speakers Form before completing this form and before you invite the speaker to speak. This form needs submitting 3 weeks before your event and before you approach the speaker to invite them.

Please take your time completing the form to ensure the accuracy of your booking.

Please let us know that you've read and understood the information above.*

Yes

Your Name*

First NameLast Name

Your Student Number*

Your Email Address*

i.e. U1234567@unimail.hud.ac.uk

Phone Number*

Activity Group Name*

Please put N/A if you are not completing this form as part of an Activity Group.

Activity Group Type*

Event Title*

Where will the event take place?*

Online Event

Please complete this section of the form if you are holding your event online.

If your event includes an external speaker, you must submit your External Speakers Form before completing this events form and before you invite the speaker to speak at your event. The external speaker form must be submitted at least 3 weeks before your proposed event.

Start of Event*

Date

Hour MinutesAM/PM Option

End of Event*

Date

Hour MinutesAM/PM Option

Event Category*

If 'other' please write below:

Charity/Fundraising Event Important Information

As your event will be raising money for a charity or will raise money for your group you need to read and agree with the following information:

The Students’ Union is a registered charity and therefore adheres to charity law. As activity groups such as sports clubs and societies are part of the Students’ Union, the charity law also governs what you can and cannot do. One element of this law restricts the Students’ Union (and its activity groups) from directly raising money for other charities. However, the only group this does not apply to is RAG, (Raising and Giving) who are the official fund raising arm of the Union.

Therefore, if you and/or your activity group is a member of the Students’ Union, in order to raise money for charity it has to pass through RAG as follows:

- Cash collected, must be counted and handed in to the SU
- Card payments, the SU has an iZettle account and can set up card payments, which will be paid into the SU
- Justgiving Pages - this money goes directly to the charity, however we still require you to let us know how much was raised via this method.

You must not raise any money for any charities without following these guidelines otherwise you are breaking the law. You must not pay any money raised for charities/activity groups into your personal bank account.

I have read and understood the charity/fundraising event important information detailed above*

Yes

Who are you raising money for?*

A CharityYour Activity GroupBoth

How much is split for the Charity (%)?

How much is split for your Activity Group (%)?

What is the name of the Charity you are raising funds for?*

What is their charity number?*

How are you raising money? (Select as many as apply)*

Collection buckets (cash)iZettle (card payments)Direct to charity - via Justgiving etcOther

If other, how?

Delivery Method*

ZoomTeamsOther

Expected number of people attending*

Who is the event open to?*

The event is open to our Activity Group members ONLYThe event is open to ALL studentsThe event is open to members of the public as well as students.

Please give us a description of your event and your plans. Please include as much information as possible.*

If your event has an external speaker at it, please confirm if you have submitted your external speakers form?*

YesNo

On Campus Event

Please complete this section of the form if you are holding your event on campus, you can use this section to book a room.

If your event includes an external speaker, you must submit your External Speakers Form before completing this events form and before you invite the speaker to speak at your event. The external speaker form must be submitted at least 3 weeks before your proposed event.

Start of Event*

Date

Hour MinutesAM/PM Option

End of Event*

Date

Hour MinutesAM/PM Option

Is this a regular event? (i.e. weekly?)*

Yes, we would like to book a space every weekYes, we would like to book the space on a monthly basis (give details below)No

Please indicate exact dates for the weekly/monthly booking below

Event Category*

If 'other' please write below:

Charity/Fundraising Event Important Information

As your event will be raising money for a charity or will raise money for your group you need to read and agree with the following information:

The Students’ Union is a registered charity and therefore adheres to charity law. As activity groups such as sports clubs and societies are part of the Students’ Union, the charity law also governs what you can and cannot do. One element of this law restricts the Students’ Union (and its activity groups) from directly raising money for other charities. However, the only group this does not apply to is RAG, (Raising and Giving) who are the official fund raising arm of the Union.

Therefore, if you and/or your activity group is a member of the Students’ Union, in order to raise money for charity it has to pass through RAG as follows:

- Cash collected, must be counted and handed in to the SU
- Card payments, the SU has an iZettle account and can set up card payments, which will be paid into the SU
- Justgiving Pages - this money goes directly to the charity, however we still require you to let us know how much was raised via this method.

You must not raise any money for any charities without following these guidelines otherwise you are breaking the law. You must not pay any money raised for charities/activity groups into your personal bank account.

I have read and understood the charity/fundraising event important information detailed above*

Yes

Who are you raising money for?*

A CharityYour Activity GroupBoth

How much is split for the Charity (%)?

How much is split for your Activity Group (%)?

What is the name of the Charity you are raising funds for?*

What is their charity number?*

How are you raising money? (Select as many as apply)*

Collection buckets (cash)iZettle (card payments)Direct to charity - via Justgiving etcOther

If other, how?

Expected number of people attending*

Who is the event open to?*

The event is open to our Activity Group members ONLYThe event is open to ALL studentsThe event is open to members of the public as well as students.

Please give the details of how many and which members of the public have been invited and why. (SU Activity Groups' priority should be its members, public events should be one off events, rather than regular events)*

Please give us a description of your event and your plans. Please include as much information as possible.*

Does your event involve handling food? You will be required to complete a food hygiene course. Please supply details of anyone needing to be enrolled onto the free online course using this separate form - https://forms.office.com/Pages/ResponsePage.aspx?id=2p8utZEGhUW9_FzK4c4YkF_gWCDo2UFFhMB0MNCmvQVUNE9aS1dKUEhMRUxHNFVINEg3SllWM045Wi4u*

YesNo

Room Booking

The Activities Team will book rooms on a weekly basis, rather than upon receipt of your form. So please allow up to 1 week following your submission of this form to receive confirmation of a room booking.

During term time, the central room booking team prioritise teaching and learning and it is sometimes difficult to book rooms during the day. We will always try and book the room for the day and time you request and we'll be in touch if we are unable to.

Room bookings for evenings and weekends will be made for Oastler building. The University are trying to save electricity but keeping buildings closed, so we are putting all our bookings in to the same building.

Room Type*

If you have any preferred room, please let us know here:

Do you have any specific room/space requirements?

Do you need any equipment booking? (If you're booking a stall, please use this space to request tables, chairs, table cloths etc)

If your event has an external speaker at it, please confirm if you have submitted your external speakers form?*

YesNo

Off Campus Event

Please complete this section of the form if you are holding your event off campus. You can use this section to book transport.

Start of Event*

Date

Hour MinutesAM/PM Option

End of Event*

Date

Hour MinutesAM/PM Option

Event Category*

If 'other' please write below:

Charity/Fundraising Event Important Information

As your event will be raising money for a charity or will raise money for your group you need to read and agree with the following information:

The Students’ Union is a registered charity and therefore adheres to charity law. As activity groups such as sports clubs and societies are part of the Students’ Union, the charity law also governs what you can and cannot do. One element of this law restricts the Students’ Union (and its activity groups) from directly raising money for other charities. However, the only group this does not apply to is RAG, (Raising and Giving) who are the official fund raising arm of the Union.

Therefore, if you and/or your activity group is a member of the Students’ Union, in order to raise money for charity it has to pass through RAG as follows:

- Cash collected, must be counted and handed in to the SU
- Card payments, the SU has an iZettle account and can set up card payments, which will be paid into the SU
- Justgiving Pages - this money goes directly to the charity, however we still require you to let us know how much was raised via this method.

You must not raise any money for any charities without following these guidelines otherwise you are breaking the law. You must not pay any money raised for charities/activity groups into your personal bank account.

I have read and understood the charity/fundraising event important information detailed above*

Yes

Who are you raising money for?*

A CharityYou Activity GroupBoth

How much is split for the Charity (%)?

How much is split for your Activity Group (%)?

What is the name of the Charity you are raising funds for?*

What is their charity number?*

How are you raising money? (Select as many as apply)*

Collection buckets (cash)iZettle (card payments)Direct to charity - via Justgiving etcOther

If other, how?

Expected number of people attending.*

Who is the event open to?*

The event is open to our Activity Group members ONLYThe event is open to ALL studentsThe event is open to members of the public as well as students.

Please give us a description of your event and your plans. Please include as much information as possible.*

Does your event involve handling food? You will be required to complete a food hygiene course. Please supply details of anyone needing to be enrolled onto the free online course using this separate form - https://forms.office.com/Pages/ResponsePage.aspx?id=2p8utZEGhUW9_FzK4c4YkF_gWCDo2UFFhMB0MNCmvQVUNE9aS1dKUEhMRUxHNFVINEg3SllWM045Wi4u*

YesNo

Do you need transport?

Yes, Self Driven (hired car/MPV)Yes, Driven (coach)No

Self Drive (hired car/MPV/van)

The Activities Team will book transport on a weekly basis, rather than upon receipt of your form. So please allow up to 1 week following your submission of this form to receive confirmation of transport being booked.

For self-drive, we also need to register each driver to ensure they're covered to drive for a Students' Union Activity Group. A member of the Activities Team will be in touch with further details about this.

All self-drive vehicles are hired from Enterprise and will be dropped off and collected from the University.

Driver Names (you may be hiring more than one vehicle or require more than one driver)*

	First Name	Surname	Student Number
Driver 1
Driver 2
Driver 3
Driver 4

Address of Location*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code

Number of passengers*

What date and time do you need the vehicle from?*

Date

Hour MinutesAM/PM Option

What date and time will you be returning the vehicle?*

Date

Hour MinutesAM/PM Option

Are there any accessibility requirements?

Would you like this transport form to be used as a grant funding request?*

YesNo

Driven Vehicles (Coach/Minibus)

The Activities Team will book transport on a weekly basis, rather than upon receipt of your form. So please allow up to 1 week following your submission of this form to receive confirmation of transport being booked.

All driven vehicles are provided by Star Coaches and the usual pick up and drop off location is the Storthes Bus Stop.

Name of event organiser/trip leader*

Contact number for event organiser/trip leader*

Area CodePhone Number

Address of Location*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code

Number of Passengers*

Outgoing Journey: What date and time do you need picking up from the University?*

Date

Hour MinutesAM/PM Option

Return Journey: What date and time do you need picking up from your trip venue? *

Date

Hour MinutesAM/PM Option

Are there any accessibility requirements?

Would you like this transport form to be used as a grant funding request?*

YesNo

Student Led Events Form

Personal Details

Online Event

Charity/Fundraising Event Important Information

On Campus Event

Charity/Fundraising Event Important Information

Room Booking

Off Campus Event

Charity/Fundraising Event Important Information

Self Drive (hired car/MPV/van)

Driven Vehicles (Coach/Minibus)