It’s really important to plan each stage of your event and make sure everyone knows their responsibilities. This page will go through all the things to consider when planning your event and the flow chart below shows the events process.
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An “event” is any activity that you plan and runs for your members, or an external audience. All of these activities must be submitted in order to go ahead.
Some examples of events:
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Fundraising activities such as sponsored events.
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Lectures, talks and networking evenings.
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Forum stalls and bake sales
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Volunteering
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Sports/ exercise classes
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Campaigning
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And many more!
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You need to have the time to work out your budget, book your venue, complete your budget and risk assessment, publicise the event and sell tickets (if necessary).
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It's important to think outside of the box when planning an event! You need to think about your members and who you are aiming the event at. If you are an academic based society, for example, you may have postgraduate students who have different wants and needs for events than undergraduate students. Don’t forget also that your events should fit in with your aims and objectives, as this is what your members are expecting!
If you think of the term as a whole, try and plan a range of events that cover all the areas – fun, social, educational, alcohol and non-alcohol related. As a rule, for each alcohol-related event that you offer your members, you should offer a non-alcohol related event. Making sure all events are as inclusive as possible.
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There are a number of rooms available to groups, Guild rooms including Cornwall House, and University rooms including lecture theatres and seminar rooms. To see where to book the space you want, click here
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Many groups invite external speakers to attend their events, whether it be for a debate, employability events or a lecture on a topic. We strongly encourage groups to invite a diverse range of speakers to allow our members to engage in a wide range of topics, ideas and views. For more information on planning a speaker event see here.
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A society trip is anything involving travel and/or accommodation, this includes; cultural visits; sporting tours; activity trips; skiing trips or volunteering. Please see here for more information on the steps to take when planning your trip!
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From technical services to security and using external contractors it's important that you plan what services you require to hold your event. We've put together a short guide here on different services and what you need to consider.
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Another important factor for you to consider is the inclusivity of your events. We have an incredible diversity of students on our campus and it's essential to allow these students to engage with student activity. We've put together some guidance of things to consider in the planning of your event to make them as inclusive as possible, see here for more information.
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There are a number of ways you can extra funding to help support your event, including donations, crowdfunding and grants. For more information on how to access these funding methods, see here.
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