Student Led Events Form

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.

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.

Please check that your event funding requirements fall within the Get Involved Funding Criteria by reading this section of the Activity Group Committee Member SharePoint Site: Grant Funding Criteria and Guidelines

If your event funding requirements fall within the grant funding criteria then please go ahead and complete a Grant Funding Request Form alongside submitting this form.

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.

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.

Please check that your event funding requirements fall within the Get Involved Funding Criteria by reading this section of the Activity Group Committee Member SharePoint Site: Grant Funding Criteria and Guidelines

If your event funding requirements fall within the grant funding criteria then please go ahead and complete a Grant Funding Request Form alongside submitting this form.

As your event involves the handling of food, please have a read of our Food Safety Guidance Document

Part of this document, and a requirement for all events that involve food is that at least one person present at the event should hold a minimum of a Level 2 Food Handling Certificate.

The Students' Union can enrol you on to this 30min, online course, free of charge. To request this please complete the Food Handling Request Form

If you run an event that involves food and you do not follow the guidance and or hold a minimum level 2 food handling certificate then this could lead to sanctions being placed upon your activity group.

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.

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.

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.

Please check that your event funding requirements fall within the Get Involved Funding Criteria by reading this section of the Activity Group Committee Member SharePoint Site: Grant Funding Criteria and Guidelines

If your event funding requirements fall within the grant funding criteria then please go ahead and complete a Grant Funding Request Form alongside submitting this form.

Further down this form you will be asked whether your trip requires transport. If it does, then you will be asked if you want us to get you a quote and add this quote to the next Get Involved Committee, to request us to fund this.

As your event involves the handling of food, please have a read of our Food Safety Guidance Document

Part of this document, and a requirement for all events that involve food is that at least one person present at the event should hold a minimum of a Level 2 Food Handling Certificate.

The Students' Union can enrol you on to this 30min, online course, free of charge. To request this please complete the Food Handling Request Form

If you run an event that involves food and you do not follow the guidance and or hold a minimum level 2 food handling certificate then this could lead to sanctions being placed upon your activity group.

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.

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.