events and activities. what to consider where? when? guest speaker? tech? risk assessment (in group...
TRANSCRIPT
Events and Activities
What to consider•Where?•When?•Guest Speaker?•Tech?•Risk Assessment (in group session)
Where? When?
At the Union?
• Room bookings for Union facilities such as Room 1, Cogs, Fusion get booked up quickly!
• If you want an event you need to book it as far in advance as possible
• You can book these through the helpdesk or by emailing [email protected] they will ask you to fill out a booking form with as much as possible
• University rooms are booked through the LSU website fill in the form and make sure you are as accurate as possible
• Please also read the terms and conditions for example no food is to be consumed in University spaces
• Only the Chair and Secretary can book rooms
• Room bookings need to be made as far in advance as possible
University?
Important Information!!!!
Guest Speakers
Tech
Catering
IT IS ESSENTIAL that you give us 2 WORKING WEEKS if you are having a guest speaker any later and the application will be rejected
If you need Technical assistance for your event you need to fill it in on your Room Booking form and email [email protected] it will cost you money so unless you have the funds in your account your booking will be unsuccessful
If you need catering again, you need to put it on the booking form if you wish for LSU to supply it. If you wish to cook for your members you need to complete a Food Hygiene course please email [email protected] if you wish to train
Essential Documents
http://www.lsu.co.uk/societies/essentialdocs
/Before you email, look for yourself
Sport Bookings
Sport facilities are in high demand.
To book sport facilities contact the helpdesk ([email protected])We will be closely monitoring participation at your sports bookings.If you are not using the pitch it will be reallocated to another society.SOCSPORTSSocieties Sport Leagues are a great way to get to know other societies
Fundraising
• If you don’t have enough money for an event then you will need to fundraise as we cannot provide funds for events- please budget from your membership money
• Please declare all the money you raise for charity through RAG it will go towards the overall total and will be counted on our system
• You can book stalls outside the Library, James France and the union however again these are in high demand so please book as far in advance as possible
8
Event Planning
Event/Trip Planning
Initial Event Idea
1 week before the
event
During the event
After the event
Things to consider:
TimingCost
LogisticsResearchSeek prior
consent for any members aged 16-
18.
Ensure you have informed the Societies Administrator of your trip and completed a
risk assessment. Ensure members have signed and read the risk
assessment. Collect contact info of
participants. Email a passenger list to Societies Administrator at
least 5 days before departure.
Draw up a trip/event itinerary.
Ensure a designated committee member has
collected contact numbers.
Set a designated meeting place.
Travel with a well-stocked first-aid kit.
Complete any accident formsReview the risk
assessment- were the provisions
sufficient? Safely destroy any
personal data about members
which is no longer necessary.
Step by Step Event
• Example of Event
Key Points to remember:• Make your booking as far in advance as possible• Do you need a risk assessment?• Do you need to fill in a guest speaker form? (2 WEEKS)• How many people?• What needs doing and by when? Set deadlines
Enjoy it!