Find everything you need to know about running activities and events, from booking rooms to running large scale events.

Activities & Events

This is your one-stop shop for everything you need to know when running activities and events for your group.

Due to COVID-19, student group events processes are changing throughout the year. We will keep this website up to date as much as possible but please do always keep an eye out for our update emails where we’ll give you regular updates on any changes you need to be aware of.

Please note that we are not taking room booking requests from student groups at the moment, due to COVID-19.

Sports Clubs: If you are looking for information about Match Days and BUCS events please visit the Additional Information for Sports Clubs page here.


Quicklinks:
Documents/forms:

Room bookings:

As of Monday, 17 May 2021, the government restrictions are relaxing to allow outdoor face-to-face gatherings of up to 30 people, provided there are Covid-secure measures in place. Indoor gatherings of up to 6 people, provided Covid-secure measures are in place, will also be permitted.

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


To run face-to-face indoor or outdoor activities of no more than 6 people

The President of your student groups needs to sign the Basic Activity Safety Measures form. This is to let us know that the group’s committee members understand what safety measures need to be in place for these specific events and activities. Even if you’ve signed the form once this academic year already, you do need to re-sign it before you do any further face-to-face activity as some of the measures have changed following changes to government guidance.

Once the President has signed on behalf of your student group your student group may plan and deliver events or activities in line with the measures described, without needing to complete a separate risk assessment. The President of the student group should then stay up to date with any changes to these measures, which will be communicated by the Students’ Union.


Online events/activities

If you’re running online events/activities, your President should also have signed the Basic Activity Safety Measures form. If you’ve not yet done this, please do so before running any further online events/activities.


Outdoor events/activities of more than 6 people

Any student group wanting to run outdoor events/activities of more than 6 people will need to get their event/activity approved first. This is because an additional risk assessment may be required. To inform us of any events/activities you’re considering fill in the Events/Activities Registration Form. No events of more than 6 people can go ahead until approved by the Students’ Union- for the safety of you and your members.


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.

Please note that we are not able to take room booking requests on campus, unless in specific circumstances. If you have any questions about this that have not already been answered then please let us know.

Events/Activity Registration Basic Activity Measures Online Events Safety Settings

Due to COVID-19 we are not taking any bookings on campus. This page will be updated with information on our spaces and how to book them once we are in a position to offer this again.

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.

Approval procedure Guidance 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

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Contact Us

Clubs & Societies

Contact your Students’ Union with any questions you may have.

Societies:
su-societies@qmul.ac.uk

Sports Clubs:
su-sportsadministrator@qmul.ac.uk

Student Media:
su-studentmedia@qmul.ac.uk

RAG:
su-rag@qmul.ac.uk

Volunteering:
su-volunteering@qmul.ac.uk