Event Booking Form

Event Booking Form
For the purpose of this form, an Event is defined as

I. Any on-campus activity or gathering which typically includes one or more of the following characteristics:
- The activity or gathering is public, open and social.
- The activity or gathering hosts visiting speakers and Attendees.
- Outside catering is hired.
- A Temporary Events Notice is required.
II. Any on-campus activity organised by Students

Please complete this form before any further planning/Event organisation can proceed. The University Events / Student Life team will work with you on logistics. Please do not advertise your Event until it has been approved.

This form should typically be submitted at least 1 month prior to the proposed Event, to ensure all appropriate approvals and planning can take place. Later submissions, or revisions, will be considered - but the closer they are to the Event, the less likely it is that approvals and planning can be completed in time.

Any Events approved through this Form will need to comply with our Events Policy, Managing Visiting Speakers Policy, Prevent Policy, Visitor Policy and Health and Safety Policy.

The Principal Organiser (PrO) should be present at the Event and will be the first point of contact for any issues that arise. If the Principal Organiser is not able to attend, a Nominated Principal Organiser must be there as a named individual as the contact person for the duration of the Event.
Full name of the Principal Organiser (PrO)*

First NameSurname
Telephone number of the Principal Organiser (PrO)*

National CodeFull Telephone Number
Email of the Principal Organiser (PrO)*
Affiliation to the University:*
Primary purpose of Event*

Alumni / Careers / Partnership DevelopmentBook LaunchCurricular / Co-Curricular (related to discipline / programme / course learning goals)Recruitment / WPResearchStudent-organised eventOther
Is your event a research seminar/meeting or a research conference?*

Seminar/MeetingConference

Note: any additional speakers or amendments to the form for this Event need to be submitted no later than 14 days before the Event. Failure to do say may mean the Event cannot go ahead.
Name, Title and Organisation of speaker (s)*
Contact Details of speaker (s) - Professional Email Address*
Please provide a LinkedIn URL or website URL of the speaker(s) and the topic of their speech(es)*
If LinkedIn is not available, please provide a professional work website with the speakers name.
Short Bio of speaker (s)*
If you have any questions or queries, please contact prevent@nulondon.ac.uk.
What supporting information can you provide if the speaker does not have a digital presence?*
Eg. How do you know the speaker? Is the speaker/topic considered controversial? Is the speaker linked to an extremist group?
As the PrO, you can verify the speaker(s) if you have completed the Prevent training in the last twelve months. Please confirm below.*

Yes - I have completed this trainingNo - For further assistance, please speak to your Line Manager
Using the Prevent knowledge, are you confident to verify the speaker(s) at your curricular/co-curricular?*

YesNo
Please indicate any agreed honorarium for the speaker(s)? (Where speakers are organised by Staff for primarily student-facing activities, the standard honorarium is £150).*
Please indicate any agreed travel expenses for the speaker (s)? (Where speakers are organised by Staff for primarily student-facing activities, the standard travel expenses are up to £25 local or £50 national.) *

Name of Event*
Summary of Event*
Please provide any initial plan or overview of the event, i.e. what is the purpose of the event? Is there a schedule in place? Is there anything you hope to achieve with this event? Any other details you know at this stage that will help plan and understand the event.
Preferred Date, Timings & Length of Event*
Please be as specific as possible (e.g. weekly recurring on Tuesdays at 12pm (60 mins) in the Autumn Semester. Any week in Spring Semester on a Tuesday, preferably morning. Any Monday and Tuesday. Any week other than w/c 17th November). Evening Events must finish by 21:00 and all staff and participants must vacate the campus by 21:30. Events that may need to fall outside of these hours must be agreed and discussed with the Events Team.
Envisaged number of attendees (approximate): *
If you have any specific AV/tech needs, please indicate here.
For example, does it need to be recorded or live-streamed? Are you linking to any other global campus? Please note: We have two different types of classrooms, High-tech and Mid-tech. The significant difference is that the Mid-tech classrooms do not have cameras and ceiling microphones. Mid-tech classrooms are 122, 124, 131, 134 and 135. All other classrooms in DH are high-tech classrooms.
If you have any specific room preferences, please indicate here.
The below floor plans are the spaces that we are able to use for events. If you are unable to view the floor plan clearly due to size, use the link below the images. The following rooms can be combined for larger capacity: 121&123, 122&124, 224&226. The following rooms outer wall(s) can come down: 121&123 and 112. If using any of these rooms please specify how you will need walls set up. Please note depending on the size of your event and availability you may not get your first choice of room.
⯈ Click here to view the full-size image
Rooms will by default be set up in classroom style, if you need any other type of set up, please detail it here.
Are there any speakers at your Event who are not employees of Northeastern University London? This includes pre-recorded, streamed or broadcast material from a speaker.*

No - the speaker is an employee of Northeastern University LondonYes

Note: any additional speakers or amendments to the form for this Event need to be submitted no later than 14 days before the Event. Failure to do say may mean the Event cannot go ahead.
Name, Title and Organisation of speaker (s)*
Contact Details of speaker (s) - Professional Email Address*
Please provide a LinkedIn URL or website URL of the speaker(s) and the topic of their speech(es)*
If LinkedIn is not available, please provide a professional work website with the speakers name.
Short Bio of speaker (s)*
What supporting information can you provide if the speaker does not have a digital presence?*
If the Event has more than 5 speakers, please upload the document containing all Prevent related information (as requested above).

Cancelof
As the PrO, you can verify the speaker(s) if you have completed the Prevent training in the last twelve months. Please confirm below.*

Yes - I have completed this trainingNo - For further assistance, please speak to your Line Manager
Using the Prevent knowledge, are you confident to verify the speaker(s) at your event?*

YesNo
Please confirm the name of the staff member who will be present at this event. (Mandatory for a student organised event)

Would you like the University to share the details of the Event? If so please share any platform preferences below: (Note: The University teams will have final say on which platform to utilise)*

Digital screens around the campusInternal newslettersNU London website events pageNU London LinkedIn pageNU London Student Life InstagramNU London Global Experience InstagramNo communication support required
Please provide proposed Marketing text for the Event.
Please provide proposed imagery for the Event.

Cancelof
Please provide any further information that will enable effective planning of the Event
If the Event is approved, it is likely that the PrO will need to complete and submit an Event Risk Assessment at least 10 days prior to the Event. If this is needed, the respective teams will contact the PrO.

Any amendments to the details set out in this Form must be communicated typically no later than 14 days before the Event events@nulondon.ac.uk (or, for curricular / co-curriculars, to studentlife@nulondon.ac.uk). Amendments will be considered - but the closer they are to the Event, the less likely it is that all approvals and planning can be completed in time.
Should be Empty: