Events

Find out all you need to know about events below!

About

Events and trips are two of the most rewarding and fun aspects of running a society! If you need any inspiration, have a look at the list below to see the kind of events and trips societies have run in the past:

  • Talks/debates/seminars
  • Networking events
  • Careers workshops
  • Fundraising activities e.g. cake sales, fashion shows
  • Society end of term/year balls
  • Pub quizzes
  • Socials e.g. film nights, pub crawls, cinema trips
  • Trips abroad
  • Mentoring schemes
  • Sporting activities
  • Revision sessions
  • Concerts/performances/showcases

From small scale regular events to one-off large scale events, this page is designed to give you all the information you need to run your events and make them a success!

Find a list of current society events here.


Events Procedure

To ensure that societies are running events properly and not losing money or missing out on income for their events, we have an Events Procedure which covers all events. This allows the Students Union to support its societies to run bigger and better events.

Here are our 3 steps to follow when planning an event:

Step 1: Register Your Event 

For any events that fall outside the scope of your weekly activity, tell us what you're planning by registering your event through the link above. This allows us to asign a relevant member of staff to support you with your event. 

In order for us to support you with your event effectively, please register your event at the very start of your event planning stages and/or allow the minimum notice required (depending on the scale of your event) as outlined in your event procedure table in Step 2. 

Step 2: Check the Event Procedure Table and Submit any relevant Documents Needed

The table below shows the process in a simplified form; depending on the expenditure that your event will use will mean that you may need to organise a meeting with the Societies Team.


Event Type Notice Period Meeting Budget Assessment Event Plan Risk Assessment

< £250

 2 weeks

No- email or telephone call (unless in a Union venue)

No – confirm with SC

No

Covered by Annual Risk Assessment

£250 - £1000

4 weeks

Yes

Yes - Simple

Email sent with event details to SC

Yes- if not covered by Annual Risk Assessment

£1000 - £10,000

6 weeks

Yes

Yes - Detailed

Yes

Yes

£10,000

2 months

Yes

Yes - Detailed

Yes

Yes

Trips Abroad

6 weeks

Yes

Yes - Detailed

Yes alongside a Health and Safety document  provided to members with details regarding the trip + a list of attendees with next of kin information

Yes

Trips UK

2 weeks

Yes

Yes - Detailed

Yes

Yes


*SC = Societies Co-ordinator

Step 3: Complete any Relevant Booking Forms, Financial Requests 

Once your event has been approved by the Union staff member assigned to support your event, process and room bookings/ venue contracts and financial requests needed to make your event happen! All booking forms and financial request procedures can be found on the relevant pages of this committee resource hub.


Event Budget

When preparing for an event, it is good practice to create a budget for that event. This budget outlines all the incomes and expenditure that your event will incur, and will tell you whether you will make a profit or a loss from the event.

We have prepared two budget sheets for your use; a simple one for small-scale events and a detailed one for larger events.

An Event Plan must be filled in if instructed to do so in the table above or by the Societies Coordinator.  This is for large scale events on and off campus and/or for numerous activities taking place at one time eg. Campaign Weeks/ Balls or Awards Evenings.

You may be asked to provide the Societies Team with a budget for an event that you are planning. Click on the links below to download

  1. Simple 
  2. Detailed
  3. Event Plan

Risk Assessment

Some events may need you to create an additional risk assessment; you can find out more information here

Risk Assessment Template


Food Safety & Provision

You may want to offer food at your events, if so you need to be aware of Food Safety requirements and also where you are permitted to do this on campus.

Here is where you can and cannot have events with food;

Can:
- Students Union Rooms (including Students Union Hub, Drapers and BLSA)
- QMUL Building Foyers (with authorisation from QMUL Staff)

Cannot
- Teaching Rooms (All QMUL buildings)

If you are serving food or drink on campus make sure all the following legal requirements are met:

  • All food surfaces are smooth and easily cleanable. Wood must be covered.
  • Food on display for sale should be protected from contamination, ie covered.
  • All equipment, including utensils (knives, spoons) must be clean and suitable for use.
  • Food must not be stored on the floor.
  • Ready to eat food and drink products must be stored suitably.
  • All waste should be bagged properly and disposed of in an appropriate manner.
  • All parts of person and clothing should be clean.
  • Sores, cuts or abrasions should be properly treated and covered. Any wounds likely to cause High risk food predominately refers to dairy but also any food or drink that must be kept at a constant temperature.
  • All high risk chilled foods must be stored at 8 degrees centigrade or below.
  • If any hot items, food, or drink is to be used it must be the subject of an individual risk assessment.

You must also clearly label all foods that are being given out for ingredients, allergens and that they are homemade.

For more detailed requirements please click here
 


Top Tips: 

  1. Put your event on society webpage (principle officers, you can do this from your admin privileges). All events that have been added to your society webpage will be included in Society Newsletters (every 1-2 weeks) and your Union (monthly). This will help your society get a bigger reach and better sturnout at your events!
  2. Allow plenty of time to sell tickets (if your event is ticketed). We can set up different permission on your event tickets sold through the Union website, speak to us about different pricing options for your tickets when planning your event budget.
  3. Don't forget to account for VAT when setting your ticket prices.
  4. Fail to prepare, prepare to fail. The key to a successful event is planning! Be proactive and plan early for great events!
  5. Don't be liable for your venues and sponsors - get all contracts signed by Union staff members. This also ensures your event is covered under our insurance.

Room Bookings

If you are planning on running your event on campus, you will need to book a room. You can find out more information here

BLSA Teaching Events

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.


Ticket Set Up

Set up tickets for your event couldn't be easier! Simply email su-societies@qmul.ac.uk with the following information: 

  1. Society name
  2. Event name
  3. Event description (if event is not already set up on your webpage)
  4. Event date and time (if event is not already set up on your webpage)
  5. Type of Tickets (members, non-members etc.)
  6. How many of each ticket type are available for sale
  7. How much each ticket type costs
  8. When you want the tickets on and off sale

Contact Us

Email: su-societies@qmul.ac.uk

Elected Officers:
ME: Bilal Khan
BL: Caitlin Gordon