Welcome to your Event Hub!
Here you can view tips & tricks, handy resources, and a simple way to send in event applications
How to create an event?
For all your events, you are required to complete an Event Application. The Activities & Events Coordinator will then review this application and once it’s approved, you can start advertising and selling tickets!
If your event involves inviting anyone who isn’t a current student or staff member, you’ll also need to complete an External Speaker form and include this within your event application. Make sure you wait for approval before sending out any invitations or confirming arrangements.
*REQUIRED NOTICE PERIOD* All event applications should be submitted with a minimum of 10 working days’ notice
How to collaborate with SU?
If you are planning a larger event and would like support or collaboration from the Students’ Union, please complete an Event Request form. This would be relevant if you would like to borrow SU equipment, book the Spark, or need help with large-scale organisation and money handling. Organisation of larger-scale events may take extra time, so please allow for this in your planning.
*REQUIRED NOTICE PERIOD* All event request forms should be submitted a minimum of 6 weeks before your desired date. Once submitted, the Activities & Events Coordinator will be in contact to get things rolling.
The Planning Process
Develop an Idea - Think about the kind of event you’d love to run and what experience you want people to have
Acknowledge the key considerations - Think about what is needed to make your event feasible, inclusive, and safe. How much will it cost to run? Will the event be ticketed? And so on.
Risk Assess - Think about how you will keep everyone safe throughout the event by completing a risk assessment. Plan for how you'll react to situations if they occur and ensure you're compliant with the University’s health and safety requirements.
Submit an Event Application above!
Key Considerations
A risk assessment is an evaluation of the things or situations that may cause harm, particularly to people. It is a necessary step when planning an event becuase it helps you keep your members safe. A risk assessment must be completed for every event you run and should be shared with the Students' Union via an Event Application.
Click here for guidance on how to complete a Risk Assessment
Click here for a template
If your event includes any food - even simple snacks - compliance with food-saftey guidelines is a must. Always check for allergens and intolerences, and make sure anything you provide is done so in line with the university's Food Health & Saftey policy.
Click here to read the university's Food Health & Safety policy
If you wish to use SODEXO or bring a food vendor onsite, please contact student.involvment@solentsu.co.uk.
Accidents and incidents do happen, and we're here to support. If something unexpected does occur let us know via the Accident & Incident reporting hub. By telling us what happened, we can support anyone involved and make sure you're not left dealing with things alone. It also means your society is covered if anything needs to be followed up for insurance or safety reasons. In short: reporting keeps you safe, supported, and protected.
Click here to view the Accident and Incidence Guidence Policy
Click here to go to the Accident and Incidence Reporting Hub
If you have any concerns or wish to seek guidance, please contact student.involvement@solent.ac.uk
Room bookings can be requested via the Event Application Form. When doing so you will need to provide a completed t&cs form which can be found below.
Click here to view the Student Room Booking and Room Usage Policy for more guidence.
Click here for the room booking t&cs form.
Ticketing can be a great way to generate a bit of additional income for your society or simply help you manage attendance numbers at events. All event ticketing must be set up through the SU website, particularly for any event that includes a cost.
If you would like tickets created for your event, please include this request within your Event Application. The Activities & Events team will review the details and arrange the ticket setup as part of the approval process.
Bringing in external speakers or companies is fantastic, but permission must be granted before you do so. When submitting your Event Application, please submit an External Speaker form alongside this. Only once you've recieved formal approval should you finalise your agreement.
Find the External Speaker form here
If you’re keen to start a fundraising project, that’s brilliant — we’re here to back you all the way! To get going, pop us an email with your idea and we’ll be in touch to discuss the next steps.
Please note that all fundraising activities must be coordinated through the Students’ Union.
Click here to view the Student Fundraising Policy