What Are The Rules For Booking Vendors and Performers

Planning an event and hiring vendors, performers, or equipment? Whether you’re booking a DJ, hiring a caterer, or working with another student group, there are some key things to sort out first.

GET IT IN WRITING!

Before anything is confirmed, you must have a proper contract in place. This protects you and makes sure everything runs smoothly. You’ll also need to collect some important documents from your vendor, such as:

✅ Public Liability Insurance (PLI) – so they’re covered if anything happens

✅ Risk assessments – making sure everything is safe

✅ Food hygiene certificates (for caterers) – because no one wants food poisoning!

Don’t forget—if you’re hiring external vendors, make sure this is included in your event’s risk assessment too.

CHECK THE SOCIETY’S FINANCES FIRST!

Before committing to any spending, your Treasurer should check that your society has enough funds in the account—especially for large amounts. Where possible, get at least three price quotes from different suppliers to make sure you’re getting the best value for money.

DON’T GET STUCK WITH THE BILL!

IMPORTANT: All contracts must be signed off by the ASK Team before your event. If you sign a contract yourself without their approval, you’re personally responsible for any unpaid costs.

For example, if your group books a venue for a 100-person ball at £45 per head and cancels after the venue’s 100% cancellation deadline, you could be on the hook for £4,500. Ouch.

WHAT IF I’M A VENDOR OR PERFORMER?

If you're a student but also working as a vendor or performer, or if your society is providing a service to another group, check out this article instead: Can I Get Paid For Activity Related To My Student Group?

PLAY IT SMART

Before booking anything, check with the ASK Team, make sure your society has enough funds, and always compare prices where possible. Need help? Just ask – that’s what they’re here for!