Student Led Events Form

Student Led Events Form

Please complete this form to let us know of your intention of organising an event as an Activity Group or Liberation Network.
If you need help completing form, please have a read through these FAQs
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.
- 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
Personal Details
What is your name?*

First NameLast Name
What is your student number?*
What is your email address?*
example@example.com
What is your phone number?*
What is your group type?*

Academic SocietyGlobal SocietyHobby/Interest/Faith SocietySports ClubLiberation NetworkAcademic RepIndependent (not linked to a group)
What is the name of your Activity Group or Liberation Network?*
Please put N/A if you are not completing this form as part of an Activity Group.
Event Details
Please give the details about your event below. If you are using this form to book a regular room for your events, please give the date and times of your first event. You will be asked about regular bookings later in the form.
What is the name or title of your event?*
What is the START date and time of your event? *

MonthDayYear
Date
Hour MinutesAM/PM Option
What is the END date and time of your event?*

MonthDayYear
Date
Hour MinutesAM/PM Option
Where will the event take place?*

OnlineOn CampusOff Campus
Does your off campus event require transport?*

YesNo
What type of event are you running?*

Meeting or event (for Activity Group or Liberation Network)What's on Wednesday eventCharity or fundraising eventTaster sessionOther
If 'other' please give details below:
Does your event require funding and or are there any costs associated with your event?*

YesNo
Funding Your Event
Please let us know how you intend on funding your event. (Please select all that apply)*

We would like to ask the Students' Union to fund this via Grant Funding.We will be selling tickets via the Students' Union websiteWe would like to use the funds from our Activity Group account
Please detail what you would like the Students' Union to fund? Please give as much detail as possible.
This information will be taken to a Get Involved Committee Meeting.
If you're selling tickets via the Students' Union website please explain your plans below. e.g. how much are you setting the tickets at etc.
If you're planning on using your Activity Group account please explain how much you'd be using and what for.
How many people are you expecting to attend your event?*
Who is your event open to?*

The event is open to our Activity Group or Liberation Network members ONLYThe event is open to ALL students and researchersThe event is open to members of the public as well as students and researchers
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 food? (This includes everything from home baked goods, to shop bought snacks and takeaway food)*

YesNo
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.
Does your event include inviting an external speaker to speak or present at it?*

YesNo
External speakers must be checked and logged before they're invited to speak at an event.

Please make sure you complete an External Speakers Check Form 3 weeks before the start of any planned event.
Online Event Details
What online platform are you using to deliver your event?*

MS TeamsZoomOther
If 'other' please give details below:
Room Booking Details
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 by keeping buildings closed, so we are putting all our bookings in to the same building.
Would you like a room booked for a regular meeting or event (i.e. weekly?)*

Yes, we would like to book a room on a regular basisNo, this event is a one off event
Please indicate exact dates and times for your regular booking below.
E.g. Please book a room every Thursday 6pm-8pm.
What time of room would you like?*

ClassroomLecture TheatreMeeting RoomLarge Event / Performance SpaceExhibition Stall SpaceUniversity Square (outside)
Please let us know your preferred room:
Do you need any specific equipment booking?
E.g. do you need tables, chairs, backboards? A stage? Any audio/visual equipment?
If you have any specific room/layout requirements please detail them here:
E.g. do your tables and chairs need setting up in a specific way?
Please feel free to upload any plans/layout drawings here:

Cancelof
Would you like to book a refreshment box (includes tea, coffee, mugs and hot water pump flasks for up to 12 people)*

YesNo
Transport Details
The Activities Team will use the info below to get quotes for transport for your event. These quotes will then be shared with you, and if applicable, discussed at a Get Involved Committee Meeting regarding any potential funding available.
What type of transport do you need?*

Self driven (hired car/MPV/van)Driven (coach/taxi)Public Transport (train/bus)
For self-drive vehicles, we need to register each driver to ensure they're covered, on our insurance, 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 Arnold Clark and will be dropped off and collected from the University.

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

MonthDayYear
Date
Hour MinutesAM/PM Option
What date and time will you be returning the vehicle?*

MonthDayYear
Date
Hour MinutesAM/PM Option
All driven vehicles are provided by Star Coaches and the usual pick up and drop off location on Queen Street South, behind The Toast House Cafe.
What is the name of the trip organiser/leader (This info will be passed on to Star Coaches)*

First NameLast Name
What is the trip organiser/leader's phone number? (This info will be passed on to Star Coaches)*
Outgoing Journey: What date and time do you need picking up from the University?*

MonthDayYear
Date
Hour MinutesAM/PM Option
Return Journey: What date and time do you need picking from your trip venue?*

MonthDayYear
Date
Hour MinutesAM/PM Option
What are your plans for using public transport? Please give us details and we'll be in touch to discuss this with you.*
What is the address of the venue/location of the trip?*

Street Address

Street Address Line 2

CityState / Province

Postcode
How many people are going on the trip?
Please include all people, so we can get an accurate transport quote for you.
Do you know of any accessibility requirements needed for anyone attending the trip?
Charity/Fundraising Event 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. 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.
The Students' Union cannot use its money to fund charity activities. For example, we cannot fund ingredients for a bake sale. The money for the ingreidents need to come from money raised at the event.

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 confirm that you have read and understood the charity/fundraising event important information detailed above:*

Yes
Who are you raising money for?*

A CharityYour Activity GroupBoth
What % of the proceeds will go the Charity?
What % of the proceeds will go to your Activity Group?
What is the name of the Charity you are raising funds for?*
What is their charity number?*
How are you collecting money? (select as many as apply)*

Collection buckets (cash)iZettle (card payments)Direct to the Charity (online e.g. JustgivingOther
If 'other', please give details below:
Would you like us to make the Marketing Team aware of your event? So that they can visit it and capture content?*

YesNo
Would you need to use any of your Network budget to fund this event? If so, please give details below:
Is there anything else you want to make us aware of?
Should be Empty:

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

Student Led Events Form

Personal Details

Event Details

Funding Your Event

Online Event Details

Room Booking Details

Transport Details

Charity/Fundraising Event 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: