Planning Events

 

For any SU Group planning an event that involves money, making/selling food, booking a venue, a contract or over 200 people attending we ask that you fill out an Event Planner. This is for both virtual and in person events. 

The Event Planner will guide you through all aspects of your event, such as contracts, finances, venues and risk assessments. We can access all this information too so can let you know if there's anything missing. We'll also be checking plans are in line with your group risk assessment.  

We will require different things of you for each type of event you put on. For example, an event with food will require a food risk assessment, an event with an external speaker will require an external speakers form. These will be included as part of your Event Planner.  

The SU will authorise your event if the planner is completed and then agreed by the relevant SU area. We can only authorise what's included in your Event Planner. If your event requires an Event Planner and your group participates in any activities that aren't included or are not authorised by us then your event cannot be associated with The SU.  

 

1. If your event doesn't require an Event Planner but you DO need tickets, you can fill in the Online Product Request Form and email it to susocieties@bath.ac.uk. 
2. For large events (Balls, Trips, over £2000 etc), please organise a meeting with SU Staff before you submit your planner. Click here to book a meeting! 
3. To access the Event Planner, you will need to be on campus or acessing via a VPN. You will also need to create an account (not single sign on). 

Launch Event Planner Here 

 

For large events (Balls, Trips, over £2000 etc), please organise a meeting with SU Staff before you submit your planner. Click here to book a meeting!  

Activity or Event	When to submit Event Planner
On campus activity or event	3 weeks in advance
Off campus activity or event (no contract)	3 weeks in advance
Cake Sales / BBQ's	3 weeks in advance  (including Food/BBQ Health & Safety form)
On and off campus shows	4 weeks in advance
External speakers (online or in-person)	At least 4 weeks in advance  (including external speakers form)
Off campus activity or event (contract)	6 weeks in advance
Overseas trip (For societies and sport, please call into the Activities office before booking, all other groups call into their area office)	At least 6-8 weeks in advance
Events over £2000	At least 8 weeks in advance

 

We welcome new ideas and are here to support you to make them happen. If you’d like ideas of events that have worked well in the past, see below:  

 

For a large event, you’ll need to follow the process and timeline below.  

12 weeks before: 

1. Meet with the SU to discuss your event. Establish finance plans and promotional plan.  

2. Submit event planner with online product and finance form.  

11 weeks before:  

3. Your event is taken to the Events Committee.  

10 weeks before: 

4. Tickets are put up for sale. Income is generated ready for deposit payment.  

8 weeks before: 

5. Book venue and trustee signs contract. Establish minimum numbers, costs and deadlines. 

6. Deposit is paid with 14 days of signing contract.  

6 weeks before: 

7. Complete your specific risk assessment, event is approved. 

5 weeks before: 

8. Submit all details of sole traders working at your event to the SU. 

4 weeks before: 

9. Remainder of balance is paid to venue. 

1 week before:  

10. Invoices are paid. 

On the day:  

11. Your event! 

 

What is an external speaker? 

External Speakers are defined as individuals or organisations that are not a member of the SU or the University. 

External speakers are typically externals who are addressing students at an event such as a talk, speech, debate or similar event. 

Sports coaches, or instructors for other activities are not considered 'external speakers', but you should consult with your relevant SU staff team to ensure you are being compliant. 

Planning an event with an external speaker: 

If you plan to invite an external speaker, your society will need to submit an Event Planner with an External Speaker Request Form.  

The event planner must be submitted at least 4 weeks in advance. If you miss this deadline, it is highly likely your external speaker request will be denied. 

 

More information about the External Speaker Process 
 

 

We encourage you to break even on your events, unless you are trying to raise money for something specific, that has been agreed with your relevant staff member.  

Before you can send any money to a venue or a supplier, you must generate this income! 

As part of your event plan, you will be asked to fill out a finance form that includes all income and expenditure.  

 

About VAT:  

VAT is charged on all income for Societies so always allow for it when setting the price of online products. It can be confusing so please if you have any questions, just ask sufinance@bath.ac.uk. 

Removing VAT = n / 1.2  

1. You must ask suppliers if they are VAT registered (e.g. DJs, Photographers) 
2. If they are VAT registered, then cost would be without VAT 
3. If the individual does not charge VAT, the cost remains the same 
4. There is no VAT on internal transfers 

 

There are endless ways in which your society can fundraise to help make a positive impact in the community!  

Your group can do almost anything to raise money for charity and as all fundraising within the SU must go through RAG (Raise and Give), the Fundraising Team can provide anything you need to do it successfully; whether you need volunteers, publicity, collection permits or just a helping hand in running an event. 

Click here for Fundraising Guidance

 

Key Fundraising FAQs:  

1. All fundraising events are supported by the Fundraising Coordinator (su-fundraising@bath.ac.uk), not your usual member of staff. 
2. All money MUST go through RAG accounts. 
3. If any money goes through your groups’ account, then you either won’t be able to donate money to charity or will not get your expenses back. 
4. For fundraising expenses, use a yellow form and send to Finance and Fundraising for approval – do NOT use Expense365 app. 
5. There is no VAT on fundraising tickets. 

 

At the start of the year, each group will be asked to complete a Generic Risk Assessment. This risk assessment will cover most of the events you’ll run throughout the year, such as socials and recurring events.  

For events that aren’t covered by your Generic Risk Assessment, you’ll be asked to submit a Specific Risk Assessment.  

A risk assessment is simply a careful examination of what could cause harm to people, so you can weigh up whether you have taken enough precautions or should do more to prevent harm.  

It should be a helpful part of the planning process rather than an onerous paperwork exercise. 

We have lots of useful templates which show you how to complete different kinds of risk assessments and these can be great for getting you started. You can use these templates and adjust them accordingly, showing that you have understood and considered the different risks that may present themselves at your event. 

 

Step One: Identify Hazards 

1. Mentally work through the task/event and speak to the others involved. You need to think through the possible ways someone could experience harm at your event.  
2. In your Generic RA, a hazard would be ‘Injuries’. In a Specific RA, you’ll need to clarify the specific hazard. For example: 
3. If your event involves decorating a venue, you may need to use a ladder. The hazard could be working from a height, as injury could occur if someone falls.  
4. If your event involves a sporting challenge, a hazard could be overexertion, like pulling a muscle or becoming dehydrated.  

 

Step Two: Who might be affected and how? 

1. Who is coming to your event? Members, Committee, Under-18s etc 
2. How might they experience harm?  

 
Example: Decorating a Venue 

1. Hazard: Using a ladder to decorate the room  
2. Who might be affected: Committee members  
3. How might they experience harm: Falling from the ladder and getting injured.  
4. Existing controls and measures: All committee members made aware that when working on a ladder, someone else must hold the ladder steady.  

 

Step Three: Consider existing controls and measures  

1. These existing controls are any action that has already been taken to minimise the likelihood of harm.  
2. What are you already doing to control the risks? What further action can be taken to control the risks? Can you remove the hazard altogether?  
3. For example, consider a bake sale. For someone with an allergy, there is a high risk of harm if no ingredients or allergen information is displayed. To counter this, you’ll need to present an ingredient list or allergen chart for every food item. This control reduces the likelihood of harm, making it a lower risk event.  

 

Step Four: Evaluate Risk 

1. How likely is it that someone could be harmed and how serious could it be?  
2. Using the Risk Assessment Matrix, calculate the Risk Rating (Severity x Likelihood).  

 

 

1. When rating the likelihood, consider your existing measures and controls.  
2. The bake sale example – the likelihood of an allergy attack when no allergy information is provided could be considered a 4 (Likely). However, if your existing controls include providing an Allergen Chart, this rating will drop to a 2 (Unlikely).  
3. Your Risk Rating will place your risks into either Low Risk, Medium Risk or High Risk categories. If a hazard falls into Medium or High Risk, additional actions may be required to bring the Risk Rating down.  

 

Step Five: Monitor and Review, updating where required 

1. You must review the controls you have put in place to make sure they are working. Are they still effective? Have there been any changes to the environment or event? Update your risk assessment with any changes you make.  

 

 

1. Aim to run sustainable projects  

2. Make an effort to buy less, but buy better 

3. Share the workload amongst your committee 

4. Prepare your handovers and pass on to the next committee well

 

Yes, you can usually show a film at your event. Due to copyright laws, the SU has specific requirements and guidance to follow around film screenings. You can access this information here:  

1. Show a Film on campus 

2. Film Screening Guide  

 

See here for more guidance around ED&I.  

 

Societies: susocieties@bath.ac.uk 

Sports: subathsport@bath.ac.uk 

Volunteering: volunteers@bath.ac.uk 

Arts: su-arts@bath.ac.uk   

Fundraising: su-fundraising@bath.ac.uk 

Now you've got loads of awesome activities planned, it's time to let people know about them! The What's On page is the easiest way to advertise your events to all students! Here's a quick video telling you exactly how you can add all your events to the What's On page.  

Unsure how to update your groups webpage? We've also got this Web Tools guide to make everything a little easier.