1. Events and Risk Assessments

2. Events

3. Events and Activities Things to think about Where? When?
Guest Speaker?
Tech?
Risk Assessment?
Some added extras to discuss: Marketing, Freshers and Sport Bookings

4. Where and When? Within University At the Union
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 (or Alcohol!) 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.
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 possible.

5. Important Information!!!!
Guest Speakers
IT IS ESSENTIAL that you give us 3 WORKING WEEKS if you are having a guest speaker - any later and the application is likely to be rejected
Tech
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 for staffing, so unless you have the funds in your account your booking will be unsuccessful
Catering
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 a valid Level 2 Food Hygiene Certificate -

6. Marketing and Media Please use the Societies logo on all your promo.
Media – If you wish media for your event please
Please send posters/images/publications to to be checked before your events and do not reveal any posters until your room bookings have been confirmed.
The Societies EO will promote your events through Social Media if you let them know –
You can also get your events advertised on the screens in piazza and/or online events calendar - but they must be on brand.

7. 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.
If you want a stall - book in advance, they are in high demand. Locations include James France, Union and the Library.

8. 2/3 weeks before the event Drivers must be registered.
Step by Step Event Planning
Initial Event Idea
2/3 weeks before the event
During the event
After the event
Event/Trip Planning
Ensure you have informed the Societies Administrator of your trip and completed a risk assessment.
Ensure members have signed and read the risk assessment.
Fill out a LSU Trip Form if visiting an external event.
Collect contact info of participants.
a passenger list to Societies Administrator at least 5 days before departure, and on the day itself.
Drivers must be registered.
Draw up a trip/event itinerary.
Things to consider:
Timing
Cost
Logistics
Research
Seek prior consent for any members aged
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.
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
Don’t forget to enjoy it!

9. Risk Assessments

10. It has to be “suitable and sufficient”
“A Risk Assessment is simply a careful examination of what, in your work, could cause harm to people, so that you can weigh up whether you have taken enough precautions or should do more to prevent harm”
HSE
It has to be “suitable and sufficient”

11. Risk Assessments A Risk Assessment is…
An action plan of how to deal with hazards and risks, to show your way of ensuring you have a course of action to lessen the impact of any hazards.
A Hazard is –
Anything that can cause harm.
EG- Equipment, slippery surfaces, drunk students.
A Risk is-
The chance or likelihood that someone will be harmed by the hazard.
Harm is-
Injury, ill-health to people and
Effects/costs to the University/Students’ Union

12. Think of a Risk Assessment (RA) as a CHECKLIST of how safe your event or activities are. It provides a checklist of what could go wrong and the measures that need to be taken to prevent that from occurring…
AND IF AN ACCIDENT/INJURY DOES OCCUR, THE FIRST THING THAT WILL BE REQUESTED BOTH IN LAW/DUTY OF CARE AND IN TERMS OF INSURANCE WILL BE…. THE RISK ASSESSMENT!

13. CODES OF PRACTICE

18. PLEASE NOW… Break off into your respective societies You will be provided with a copy of your current risk assessment – READ AND EVALUATE Using the contents of your risk assessment, please complete a CODE OF PRACTICE; including: Expectations of members Dos and Don’ts All actions that reduce risk This is to make H&S and RA accessible to all members and improve compliance with regulations

20. PLEASE COMPLETE AN UPDATED, ELECTRONIC VERSION OF THIS CODE OF PRACTICE BY: FRIDAY 4TH NOVEMBER AND THIS TO

21. Societies’ Events coming up!
SocSport leagues start NEXT WEEK!
Societies Welcome Back Party – Next Tuesday!!
Keep an eye out over the next day or so for details and possible perks!
Winter Showcase – 6th December! <3
Chairs Council – 12/13/14th December