Events are a core component of a Student Group’s activity as they enhance the Student Experience and building membership retention!
An event is any Student Group activity that is planned by committee members for members or other committee members. This can be anything from a committee meeting to a film night to an end of year gala.
Events Documentation
For all Student Group events, there are some forms that you must complete to ensure that the Students' Union can support you. Please see below:
Form:
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Purpose:
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Minimum notice and processing time required:
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Room Booking and Event Notification Form
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- Notify us if your group is planning to host a one-off or recurring event
- Society/Sport Club bookings for all university and Students' Union rooms
- Compulsory for all student group events both on and off campus
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Two weeks (4 with external speakers, 6 for the O2 Academy or for events over 100 attendance)
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External Speaker Request Form
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- Notify us of any speakers or organisations outside of the university who will be involved in your event
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Four weeks |
| Event Planning Guide |
- For guidance with planning events and ensuring all considerations are made. Submission of an event planning guide is required for all large scale events with over 100 attendance.
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Four weeks |
| Trip Registration Form |
- To inform us of key information about your trip, such as destination, time and date.
- Contains guidance on what to do in an emergency and contacts.
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Two weeks |
| Food Provision Policy |
- For when you are planning on providing food and drink during your event, including do's and don'ts
- Includes an updated food disclaimer that must be submitted back to the activities team.
- University guidence
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Two weeks |
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Under 18s Guidelines
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- For when you have under 18's present or taking part in an event
- For when you have under 18's wanting to have a membership with your student group
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Four weeks |
| Bar Crawl Guidance |
- For when you have a bar crawl as an event
- Submitted to Activites Team and distrabuted to members if members get lost or are left behind in a location they can know approximately where to go next or how to get in contact with someone who should be able to help them
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Two working days |
Additional Information
Risk Assesement
What is it?
The successful completion and submission of the Student Group Master Risk Assessment (MRA) is mandatory to be affilitated with the University of Leicester Students' Union. As an elected committee member you have a duty of care to look after the safety of your members. Your committee will need to show that all possible risks pertaining to the activities of your Student Group have been considered and that achievable methods have been put in place to lower the risk to both your members and any other attendees.
The Master Risk assessment should be submitted once a year as part of your Affiliation process for all regular activities your group holds. For example, if you run a Sports group you are likely to have regular trainings but also socials and occasionally a trip to another part of the country to compete. For each of these different events you should ensure that they are covered under your MRA but you must resubmit your Risk Assessment when holding an event not covered under the MRA. Need further support? If you require additional support filling in a risk assessment, please contact unionactivities@le.ac.uk and check out our Student Group Handover & Affiliation Training module.
Insurance
Public Liability Insurance
If your Student Group is affiliated to the Students' Union (have completed affiliation documents and training), you are covered by Students’ Union’s public liability insurance (PLI).
This means that your group is covered if any personal injury or property damage results where the activity has been organised by your Student Group provided that you have taken appropriate safeguards to minimise such an eventuality. This means having completed your Master Risk Assessment for the activity and implementing the risk reducing measures, and also having submitted an event Notification Form.
This insurance covers the majority of group activities on and off campus, however if you are doing an activity that you don’t normally do (e.g. a one off event that involves higher risk elements) then please check with us to ensure that the activity will definitely be covered and reflect this in your risk assessment.
Please note that if your group organises activities that are not covered by our Public Liability insurance then the organisers of the event may be personally held responsible for any claims.
Thorough risk assessments are a vital part of the insurance process, you need to ensure that all possible risks are identified and controlled in order to be covered with the public liability insurance as well as demonstrating that you have implemented the controls at the actual event.
Personal Accident Insurance
If your group partakes in regular physical activity i.e. you are a sports or physical performance society, or do field trips etc., we would highly recommend you considering Personal Accident (PA) cover. This cover is designed to provide financial help if you have a serious accident or injury, or if you suffer a fatal accident where the Students’ Union is not responsible for the accident.
There are various providers of PA and we’d recommend doing some research on the Internet to find one that suits your group’s needs. .
Team Leicester Insurance
If you are a Team Leicester club all fully paid members have personal accident cover included. Once you have your Gym membership and Club membership paid it is active.
This, however, only covers you for the team of which you have membership; not activities undertaken with other groups and societies. For further details on this insurance please contact teamleicester@le.ac.uk
Serving Food
What?
When serving food at events, it's important that you are keeping your Student Group and attendees safe. For any events where your Student Group is in charge of providing the food, you must abide by our
Food Provision Requirements. For the updated
Food Disclaimer, please see
Section 7 of the above document. You must also follow the
University guidence
Summary
Your Student Group can only provide snacks and not entire meals and cannot serve food which needs to be temperature controlled (such as meats, fish, rice and dairy products). When having external catering, you must provide the documents asked for on the policy.
Fundraising Guide
We're put together a fundraising guide for ideas of events your society can do to raise money, and can be found here
How to book a room/space with us
- Read through the ‘SU Bookings Terms and Conditions of Hire' – you will need to comply with this process to hire a room/table with us.
- Plan your event! - You can use our event planning guide for guidance. Please note that we require the submission of an event planning guide for all large scale events (over 100 attendance).
- Student groups must complete and submit the relevant paperwork (event notification, updated master risk assessment, external visitor form, food notification etc) to unionactivities@le.ac.uk
- Complete and submit the relevant electronic SU bookings forms before the minimum notice period. Completed forms provide the contract of agreement to the terms and conditions of hire (see above).
- Await confirmation from the Students' Union. Your booking is not confirmed until you have received confirmation.
If you are an external organisation or company wanting a room booking, please email su-sales@le.ac.uk