Society Event Bookings

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Booking a society event

Please use the form below when you're booking a society event.

The form contains details of procedures you need to follow for one-off events that sit separately to your regular society meetings. Please make sure you read the detail in the form and complete it fully before you submit it.

Event bookings need a minimum of two weeks to be considered. If you have a justifiable reason for booking an event with less than two weeks notice, please speak to your society coordinator first.

There are also links underneath to a number of other areas that may be useful to you when thinking about making a booking.

 

Society Event Request Form

 

Any ratified society is able to invite external speakers onto campus to interact with society members.

We will consider requests in line with the Higher Education (Freedom of Speech) Act 2023.

This act makes provision in relation to freedom of speech and academic freedom in higher education institutions and in students’ unions. 

This form should be used by committee's to request access for an external speaker to come on campus for a society event.

Please note that any external speaker requests have to be approved by both the Students' Union and the University security team. Because of this, they can take up to two weeks to be processed so please consider this when planning your event and plan as far in advance as possible.

External speakers should NOT be advertised until you have received confirmation that they can come on campus.

 

Access the External Speaker Form

Please use the form below to complete a basic risk assessment for your activity.

Please note; some activities undertaken will need a more detailed risk assessment - if this is the case, your coordinator will contact you to let you know.

 

Risk Assessment Form

To make a reimbursement claim for items you have bought for your society, there are a few things you need to ensure you take into account. If you don't, we won't be able to process your claim and you will not be refunded.
 

  • Before you spend any money, you should clear the expense with your Treasurer who, in turn, should ensure the society has the money available to cover the purchase(s).
  • All puchases must be accompanied by an itemised receipt which shows what was bought and the amount you spent. Our finance team will not accept non-itemised receipts or bank/card statements with no individual purchase details.
  • If the claim relates to an event which has taken place, you should also provide proof that the event was advertised to all society members. This should also include linking to your event on our What's On Page on the claim form.


To process your reimbursement, you should log into the Student Group Finance module via your society admin tools widget.

If a company wants your society to pay for goods or services via invoice, this needs to be processed via the Student Group Finance module. 

When you log into the module, choose 'invoice' as the submission type and fill in the details. Make sure you attach a copy of the invoice itself in the upload section. Unless explicitly specified, our standard payment terms are 31 days, so requests for 'immediate' payment are unlikely to be processed.

If another student does some work for your society (things like graphic design or performing at an event) then they will also need to supply an invoice for payment. There's a number of things that must be included on it so if they don't regularly invoice for their services, it might be worth sending them a copy of this invoice template. 

The documents below are useful for societies looking to host events. Click on the link to download the document.

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