• 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.

  • Personal Details

  • What is your group type?*

  • 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 START date and time of your event? *
     - -
    2 digit month, 2 digit day, 4 digit year
  • What is the END date and time of your event?*
     - -
    2 digit month, 2 digit day, 4 digit year
  • Where will the event take place?*
  • Does your off campus event require transport?*
  • What type of event are you running?*
  • Does your event require funding and or are there any costs associated with your event?*

  • Funding Your Event

  • Please let us know how you intend on funding your event. (Please select all that apply)*
  • Who is your event open to?*
  • Does your event involve food? (This includes everything from home baked goods, to shop bought snacks and takeaway food)*

  • 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?*

  • 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?*

  • 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?)*
  • What time of room would you like?*
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  • Would you like to book a refreshment box (includes tea, coffee, mugs and hot water pump flasks for up to 12 people)*

  • 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?*

  • 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.

  • Please give us the names and student numbers of the drivers. (you may be hiring more than one vehicles or require more than one driver)*
    Rows
  • What date and time do you need the vehicle from?*
     - -
    2 digit month, 2 digit day, 4 digit year
  • What date and time will you be returning the vehicle?*
     - -
    2 digit month, 2 digit day, 4 digit year

  • 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.

  • Outgoing Journey: What date and time do you need picking up from the University?*
     - -
    2 digit month, 2 digit day, 4 digit year
  • Return Journey: What date and time do you need picking from your trip venue?*
     - -
    2 digit month, 2 digit day, 4 digit year

  • 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:

     

  • Who are you raising money for?*
  • How are you collecting money? (select as many as apply)*
  • Would you like us to make the Marketing Team aware of your event? So that they can visit it and capture content?*
  • Should be Empty: