• Event Application Form

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  • This form is for all affiliated society, sports club and other groups that are part of the University of Nottingham Students' Union who are running events.

    This form should help you to plan and think through all the details of your event from set up, through to clearing away; health and safety considerations and budgeting. 

    The events process is in place to support and empower all student groups to run successful events. This form and any further documents requested are in place to enable the events team to effectively provide support to all affiliated groups, ensuring events are legally sound whilst developing the skill sets of all affiliated student groups.

    Forms need to be approved by the Students' Union and the University of Nottingham and must be submitted in sufficient time for this to happen. Depending on the size and nature of your event we may ask you to provide us with additional information.

    Please note that if your event involves serving food on campus you will not be able to complete this form unless you have a copy of the Public Liability Insurance and Risk Assessment from the food provider as you will be required to upload this.

    Any form submitted less than 14 days before an event will NOT be approved.

    If your event is a 'Large' event (i.e. expected attendance over 500 people; you need to sell large numbers of tickets; spending over £2,000) then we need this form filled out 2 - 4 months in advance.

    If your event involves a guest speaker (i.e. not a University of Nottingham staff member or student) then you must fill the form out 21 days (3 weeks) before the event date. This is to comply with University rules which the Student Union must adhere to.  PLEASE NOTE THE 3 WEEK RULE STILL APPLIES TO ONLINE GUEST SPEAKER EVENTS.

    If you need help completing this form or in planning your event please contact the relevant member of staff:

    (University Park based) Activites, Cultural & World Affairs, Sports Clubs, Student Led Projects, Campaign Groups, Media Groups and SRS Groups - Victoria Cameron: victoria.cameron@nottingham.ac.uk 

    Courses & Careers groups (all sites), Networks, Hall Committees, NMA, SUPRA, Living out Committee, Sutton Bonington Societies / Sports Clubs, UNAD Societies / Sports Clubs, MEDSoc Societies / Sports Clubs and Postgraduate Groups - Victoria Cameron: victoria.cameron@nottingham.ac.uk.

    If you are planning a trip outside of Nottingham please complete the Trip Form (found here) and do not complete the event form. The trip form generates a ticket reference number to enable you to sell tickets.

    Any generic event queries please email: os-suevents@nottingham.ac.uk 

     

  • Further Information

    Your group has been asked to provide further information in relation to this event. Please click through the form and provide this where requested.

  • About the Group Running the Event

    In this section we want to know more detail about who is running the event. An email will be sent on submission of the form to the relevant member of staff depending where your group is based. Please note that only the Main Event Organiser will receive emails from this form.

  • Contact Details

  • About the Event

    Please give us as much information about the event as you can, in as much detail as possible.

  • For all SB Clubs please ensure that you have prior authorisation from the SB Sports Centre Manager and the SB Guild Sports & Activities Officer, before completing the charity event form


  • A TRY IT session is your chance to show off what your student group can do, and is a brilliant opportunity to grab the attention of potential members. Plan an activity or event that is engaging and can be attended as a stand-alone activity.

    If you’re an artistic society, you might run a one-off craft session where students can take away what they’ve made, or if you are a dance society you may want to invite students to get involved in a ‘beginners’ steps’ taster.

    Right now, we only need you to give us a rough idea of the type of activity you will run as a 'taster' or welcome style session, with the dates and times that you’d like it to run. Once you have received confirmation about what space you have booked and confirmed and the times and dates, we'll ask you to confirm to us your final details.

     

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  • Online Only Events

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  • Event Plan


  • We would like you to complete an Event Plan for this event     as this is a large  event and we want to ensure that you have thought through all of the necessary  requirements for running the event. It will also be an invaluable resource for you in  running the event.

      Please download the attached file and re-upload it in the next section

    Event Plan

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  • If you haven't booked a room yet then please state 'room booking TBC' - your event will be conditionally approved until the room is confirmed. Once you have received confirmation of a room booking, please email your events coordinator so they can approve the event. 


    Please ensure that the room is appropriate for your activity and make sure that it is:

    • Accessible to all attendees
    • Does not exceed the room capacity
    • Will not become damaged or require extra cleaning

    Please note that if your booking takes place outside of the building opening hours you will need to book a building attendant and will incur a cost. Please email your event coordinator or visit SU Reception in Portland Building to book a building attendant and to find out more information.

  • If you are a Sutton Bonington Group please email the main room bookings team on suroombookings@nottingham.ac.uk  

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  • Environmental Sustainability

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    To book a room please     click here

            For information about what rooms are available click here



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    PLEASE NOTE

    If you are using an external venue and will spend over £1,500 in total on your event, your budget MUST be approved by your group coordinator before you make any payments to the venue - this includes deposit payments.

    DO NOT PAY THE DEPOSIT UNTIL YOU HAVE AUTHORISATION FROM THE STUDENT UNION.

    If you are using an external venue and have a contract with them please send a copy of this to julia.beeson@nottingham.ac.uk     for checking and approval     BEFORE paying a deposit and returning the contract to the venue.

    Please be aware that you might have to change the amount of contracted numbers with the venue if you cannot guarantee to sell out, or, if your budget indicates you will make a substantial loss. Your event coordinator and group coordinator will give you guidance on this.

  • You are predicting to make a LOSS on this event.

  • Please use your hall FIXR page to sell your ticket. Please notify your event coordinator once the ticket page has been created. Your event coordinator will make the ticket 'live' when your event is approved. 

  • To sell tickets online you will need full event approval from the events team. For more information on how to sell tickets and products please click HERE

    Please note you can also sell tickets that are free of cost.

    When selling any tickets it is important that you give the buyer suitable terms and conditions. It is recommended that you sell your tickets through the SU website so you will have the relevant terms and conditions covering your sale, which will protect you and your group from potential problems in the future.

    (!) Please be aware, that the current standard Student Union T&C's state that buyers are eligible for a full refund up to 2 days before the event date. If you do not wish to offer this as an option, please edit the T&C's to suit before submitting the ticket link.

     

     

  • Speakers

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    Example of information required in below box:

    "Joe Woods speaking on behalf of the Tropical Fish Association.  This organisation is generally concerned with advocating for tropical fish as opposed to freshwater fish.  More information about Joe can be found here: www.wikipedia.com/joewoods and also on his website www.tropicalfish.co.uk and information about the tropical fish association can be found here: www.tropicalfishassociation.com.  Also Joe Woods has previously required security at Leeds Union because a conflict started between himself and the Freshwater Fish Association – www.leedsunion.com/freshwaterchaos."




  • IF YOU HAVE MORE SPEAKERS TO ADD TO THE FORM YOU CAN EDIT THIS FORM LATER BY CLICKING THE 'EDIT SUBMISSION' BUTTON IN YOUR EVENT SUBMISSION EMAIL.

    PLEASE MAKE SURE THAT ALL SPEAKERS ARE SUBMITTED 3 WEEKS BEFORE YOUR EVENT DATE AS PER THE GUEST SPEAKER PROCESS. 

    Any speakers that are submitted less than 3 weeks before the event date will be automatically 'Not Approved' by your Event Coordinator.  

  • Transport

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     For further information and to book transport for your event please     click here

  • Food and Drink

    If you are providing food and drink at your event please give details in this section. Alcohol is only permitted in licensed areas served by a license holder. Any business who is providing food on campus must provide us with a copy of their Public Liability Insurance, Food Hygiene Certificates and Risk Assessment.
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    Please ensure that you have read the policy on Alcohol at Events which can be found here

     

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    The Students' Union has a list of preferred suppliers to ensure consistency of reputational risk, fair pricing and safety.
     

  • Safety

  • It is the responsibility of the event organiser to ensure that suitable safety precautions are in place for all aspects of their event. Please ensure that you complete this section fully.

    If you need help completing this section please contact a member of the safety team susafety@nottingham.ac.uk

  • For all bar crawl events we require that the group complete a risk assessment - the safety team have assisted this process by creating a template risk assessment for events of this nature.  All your group need to do is complete the document saying how you will ensure the control measures are implemented for your event.

    For all face to face events we now require a COVID Risk Assessment.

    Please download the attached document and upload a completed version below:

      Risk Assessment

    Please note that you must ensure you will have enough sober volunteers to assist with the event. The SU's guidelines are 1 sober person to every 10 people attending. 

     

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  • If your equipment uses a normal domestic-style three-pin plug like the one shown below, then please untick the box above as this is not three-phase power. 

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  • TEC PA & Lighting Team

    The UoNSU Tec PA & Lighting team can provide a range of lighting, sound and power requirements to suit your event. Some examples of what they can supply include generator set up and hire, full lighting rig and festival set up.

  • As you have stated that you require the services of TEC PA & Lighting you must complete this form: 

    TEC Booking Form

    If you have any issues with this form or questions for TEC please email info@nottinghamtec.co.uk. 

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