Are There Any SU Requirements When Activity Planning?

TRIP / EVENT FORM

The SU needs to be informed of any trip or events taking place, whether this is on or off campus:

A trip is any event that takes place off the University campus. A trip form and complementing documents must be completed and submitted no less than 14 working days before any such trip.
An event is any activity or event taking place on or off campus that isn't one of your standard regular events. By regular events, we mean repeated low risk activity that is linked to the aims of your group e.g. meetings, tastings, topic discussion groups; it does not include higher risk events that you hold annually, such as balls, conferences or competitions.

To make this easy, we have a Trip / Event Form you fill in which captures the necessary details we need for your activity. Alongside the form, you will need to submit a risk assessment for your activity.

RISK ASSESSMENT

We have template files which will help you begin to think about the risks associated with your activity. However, the files are not complete and information for you to fill out is contained both in the brief event summary and also throughout the risk detailed on the assessment itself. Each activity will have its own unique risks which you will also need to include. We have more detailed articles on Risk Assessments for you to find out further information on this area in our Health and Safety Articles:

CONTRACTS

All contracts need to be signed by the ASK Team before the event can go ahead – we are the legal entity entering into the contract, not you or your student group. If not, YOU are liable for any funds not paid. For example, if your group cancel at 100-person ball at £45 per head within the venue’s 100% cancellation fee deadline, YOU personally will need to pay £4500 to the venue if you have signed the contract and not the SU.

PARTICIPANT / ITINERARY LIST

You will need to fill out and submit a participant list for any trips away from campus. This contains names of everyone attending your trip and an Emergency contact number. This must be completed before you leave campus and submitted to the ASK Team in the same email chain that the ASK Team will begin to discuss / approve your Risk Assessment. We have an example of a participant list which you can use to see the information needing to be captured.

OTHER

There may be other documents or requirements which we need that are not listed in the article above. These will be listed in the articles which are relevant to your activity type, such as "How Do We Plan A Film / TV Screening?" or "How Do We Plan A Fundraiser?". Please see our other activity planning articles or ask another question to find the article relevant to your activity type.

For any issues relating to accessing the links above, please get in touch here.