Activities & Events

Here are the processes you need to follow for your student groups' events and activities.

Always let us know when you’re thinking of running an event (regardless of if it is covered by your annual risk assessment) so we can help you out right away! You can let us know via the link down below.

It is always best to tell us about any planned trips or balls as soon as possible so we can support you in planning.

Minimum Notice Periods

• Anything on campus: 1 week
• Anything online: 1 week
• Anything off campus but within London: 2 weeks
• Anything off campus but outside of London: 2 weeks
• Trips within the UK: 2 weeks
• Trips Abroad: 8 weeks
• Ball or similar: 6 weeks
• Conference event: 6 weeks

Online events/activities

Student Group leaders should familiarise themselves with the Online Platforms Guidance which contains information how to facilitate and maintain positive and inclusive interactions and how to respond to inappropriate behaviour at online events and activities.

The Online Safety Settings Guide also explains how you can best use the settings on Zoom Pro and MS Teams to keep your Student Group online interactions safe and a positive experience for all involved.

Online platforms guidance Online safety settings

Any other in-person events/activities

Any student group event/activity not covered by the above information will need to be reviewed on a case-by-case basis. To inform us of any other events/activities you’re considering fill in the Events/Activities Registration Form.

If you are unsure of what process to follow for your events/activities please get in contact with your relevant staff support.

Events/Activity Registration

Health & Safety

For more information on risk assessments, online safety, and safeguarding see the Keeping Safe section of the Committees' Hub.

Find out more

Affiliated Student Groups may request to use spaces on campus for their activities.

Students’ Union Rooms and Library Square Stalls

These are rooms in the Students’ Union Hub (Mile End), BLSA Building (Whitechapel). Bookings requests can also be made for a stall in Library Square (Mile End).

5 working days minimum notice is required for booking these spaces.

Before making a booking request please make sure you carefully read the booking terms and conditions at the top of the request forms as well as the Fair Usage Protocol.

Book a Students' Union room Fair usage protocol

University Rooms

These are teaching rooms in University buildings. After certain times and on weekends there may be a charge for portering in University rooms (prices and times subject to change). This is subject to change, but an indication of when porters would be needed for University rooms is here.

Before making a booking request please make sure you carefully read the booking terms and conditions at the top of the request forms as well as the Fair Usage Protocol. Note that physical activity and food are not permitted in these spaces.

10 working days minimum notice is required for booking these spaces.

If you are planning on using Laird hall for a show, please contact us for a seperate booking sheet. If you want to book Laird hall for anything other than shows pelase use the university room booking link.

Book a University room Fair usage protocol Portering costs

Drapers, Drapers Lounge, The Griff Inn

Booking requests for Drapers, Drapers Lounge and The Griff Inn are now being accepted. However, please note that booking requests will not be processed or responded to until October, so please factor this into the dates you’re considering. Please see the conditions at the top of the form carefully. Costs are usually involved in the booking of these spaces.

Book Drapers/ Griff Inn

Qmotion Studios

Qmotion studios will not be bookable for term 1 (due to these spaces being used to socially distance the main gym). If you require space for a physical activity please let us know and we can support you with finding an alternative space.

Any other spaces?

Other spaces managed by by the University (commercial spaces such as the Octagon) or clinical spaces need to be book via the relevant University staff directly. Please speak to us if you require any of these spaces so we can support. Please leave plenty of time for this as these spaces take longer to request.

Student groups may invite individuals to speak, participate or run activities for their members on campus. This applies to both in-person or virtual events and activities. To ensure that the safety of all students is upheld, every external speaker must be declared to the Students' Union.

All events with an external speaker must be submitted at least 10 working days before the event but higher risk or high profile speakers need a minimum of 20 working days notice.

An external speaker is anyone not associated with Queen Mary University of London therefore QMUL students and staff, and members of the Barts Trust do not need to be submitted via this method. Alumni count as external and must go through the external speaker process.

Once the Students' Union has approved your external speaker, the University will vet the speaker to ensure that there are no further security or safety measures needed. Student groups cannot promote the name(s) of your speakers until they have been approved.

To submit an external speaker request for an off-campus or online event please use the form below. To submit an external speaker request for an on-campus event please make sure you submit their details as part of your room booking request.

Approval procedure Guidance Off-campus / Online External Speakers Request Form

At Barts and The London School of Medicine and Dentistry, student-led teaching has long been recognised as fundamental to student learning. A Policy for Students Groups Providing Teaching for Students has been created to ensure student-led teaching and learning sessions are being quality assured to provide the best learning for students on the MBBS. Please read the policy before offering any teaching sessions in your society programme.

Teaching policy

Once you have got your event up and running the next step is to promote it. You can find out how you can do this by clicking the button below.

Promote your event

Balls

If you are planning on organising a ball please allow for 6-8 weeks of planning, on top of this please register your event with us and one of the student engagement team will organise a meeting with you to discuss your plan.

IBefore the meeting, please complete a risk assessment and a detailed budget plan to present to the member of the engagement team.

Please click on the document below for further guidance and how to prepare for a ball.

Download guide