Events and Activities

What to consider Where? When? Guest Speaker? Tech? Risk Assessment (in group session)

Where? When? At the Union? Room bookings for Union facilities such as Room 1, Cogs, Fusion get booked up quickly! If you want an event you need to book it as far in advance as possible You can book these through the helpdesk or by ing they will ask you to fill out a booking form with as much as University rooms are booked through the LSU website fill in the form and make sure you are as accurate as possible Please also read the terms and conditions for example no food is to be consumed in University spaces Only the Chair and Secretary can book rooms Room bookings need to be made as far in advance as possible University?

Important Information!!!! Guest Speakers Tech Catering IT IS ESSENTIAL that you give us 2 WORKING WEEKS if you are having a guest speaker any later and the application will be rejected If you need Technical assistance for your event you need to fill it in on your Room Booking form and it will cost you money so unless you have the funds in your account your booking will be If you need catering again, you need to put it on the booking form if you wish for LSU to supply it. If you wish to cook for your members you need to complete a Food Hygiene course please if you wish to

Essential Documents Before you , look for yourself

Sport Bookings Sport facilities are in high demand. To book sport facilities contact the helpdesk We will be closely monitoring participation at your sports bookings. If you are not using the pitch it will be reallocated to another society. SOCSPORTS Societies Sport Leagues are a great way to get to know other societies

Fundraising If you don’t have enough money for an event then you will need to fundraise as we cannot provide funds for events- please budget from your membership money Please declare all the money you raise for charity through RAG it will go towards the overall total and will be counted on our system You can book stalls outside the Library, James France and the union however again these are in high demand so please book as far in advance as possible

Event Planning Event/Trip Planning Initial Event Idea 1 week before the event During the event After the event Things to consider: Timing Cost Logistics Research Seek prior consent for any members aged Ensure you have informed the Societies Administrator of your trip and completed a risk assessment. Ensure members have signed and read the risk assessment. Collect contact info of participants. a passenger list to Societies Administrator at least 5 days before departure. Draw up a trip/event itinerary. Ensure a designated committee member has collected contact numbers. Set a designated meeting place. Travel with a well-stocked first-aid kit. Complete any accident forms Review the risk assessment- were the provisions sufficient? Safely destroy any personal data about members which is no longer necessary. 8

Step by Step Event Example of Event Key Points to remember: Make your booking as far in advance as possible Do you need a risk assessment? Do you need to fill in a guest speaker form? (2 WEEKS) How many people? What needs doing and by when? Set deadlines Enjoy it!