Events and Activities Where? When? Guest Speaker? Tech? Risk Assessment Some added extras to discuss: Marketing, Freshers and Sport Bookings
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@example.com they will ask you to fill out a booking form with as much as firstname.lastname@example.org University? 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
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@example.com it will cost you money so unless you have the funds in your account your booking will be firstname.lastname@example.org 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 Alisonjohnston@lsu.co.uk if you wish to trainAlisonjohnston@lsu.co.uk
Marketing and Media What is wrong with the branding on this page?! Have you completed the branding section on U-Learn? Please ensure you do not disfigure, cramp, or adjust the colour of the logo and make sure it is… on what side? Please use the Societies logo on all your promo Media – If you wish media for your event please email VPMedia@lsu.co.uk and book in the equipmentVPMedia@lsu.co.uk There will be an opportunity for a member of your committee to be trained to do your society media it will cost your society £20 Please send posters to email@example.com to be checked before your events and do not reveal any posters until your room bookings have been firstname.lastname@example.org The VP Societies will promote your events through Social Media if you let them know email VPSocieties@lsu.co.ukVPSocieties@lsu.co.uk You can also get your events advertised on the screens but they must be on brand
Sport Bookings Sport facilities are hard to book as they are in high demand. To book sport facilities contact the helpdesk. In a few weeks, regular booking for next year will re-open to everyone and you will need to submit an application for your booking. We will be closely monitoring participation at your Sport pitches from now until the end of the year. Don’t forget to get a team together for SOCSports! Societies 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 bear with us and book as far in advance as possible
Freshers When you get an email over summer make sure you confirm your stall at the Societies Bazaar Book your first meeting before the summer or your first meet and greet so that it is all ready for you to create flyers for (MAKE SURE THESE ARE ON BRAND) The earlier you plan your timetable for the first term the more enjoyable and easy it will be to manage Sit down with your committee and book everything you want to do for the term Stuff will change but at least your members will know what the society is doing for the next few months If you have time get yourself around campus spreading what your society is about and getting people to join in!
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!