🎉 Society Events & Activities – Let’s Make Cool Stuff Happen

 

Whether you’re planning a movie night, a campaign day, or a full-blown bus trip, events are the heart of any good society. They bring people together, create memories, and give your society its vibe. This guide is here to help you plan like a pro (without needing an event management degree).

 

🏫 Booking Rooms & Venues – Claim Your Space

 

Need a room for a meeting, movie night, or dance practice? Here’s what to do:

• Book early. Spaces go quick – especially during peak times.
• Use the SU room booking system or email the Activities Team.
• Be clear about what you need. How many people? Chairs? Projector? Dance floor vibes?

Want to host something off-campus? Let the SU know – there might be extra steps.

 

✅ Event Planning Checklist – Your New Best Friend

 

Planning an event? Here’s a rough checklist:

• Pick a date & venue (and book it!)
• Plan the content (what’s actually happening?)
• Check your budget
• Create a promo plan (posters, social media, word of mouth)
• Complete any risk assessments (don’t panic, we’ll explain below)
• Let the SU know if you’re inviting external guests
• Have a backup plan (especially for tech or outdoor stuff)
• Enjoy it & take photos!

Bonus: get help from other committee members – it’s more fun and way less stressful.

 

🎤 Working with External Guests or Speakers

 

Bringing in someone from outside uni? Amazing! Just make sure you:

• Fill out the External Guest/Speaker Form
• Give the SU at least two weeks' notice
• Share what they’ll be doing or speaking about

This keeps things safe, fair, and smooth – especially for public or controversial topics. Better safe than panicked.

 

🥪 Food & Hygiene – No One Wants Food Poisoning

 

Serving snacks or full-on catering? Here’s what to know:

• Only serve food from safe, legal sources (don’t sell homemade stuff unless approved)
• Follow basic hygiene – gloves, clean tables, etc.
• Let the SU know in advance if food is involved, especially for large events

If you're not sure what’s allowed, check in with the SU first – they’ll help you avoid any (literal) messes.

 

📢 Campaign Days – Make Some Noise

 

Want to raise awareness, support a cause, or get people talking? Campaign Days are a great shout.

Tips for a good one:

• Be clear on your message – what are you campaigning for?
• Use eye-catching visuals – posters, flyers, banners
• Consider interactive elements – like pledge walls, quizzes, or giveaways
• Promote in advance – social media, emails, and even old-school word of mouth

If you’re working with an external organisation or tackling a sensitive issue, run it by the SU for guidance.

⚠️ Risk Assessment Guidelines – Not Just a Buzzword

Risk assessments = thinking ahead to stop stuff going wrong. Not exciting, but very important.

You’ll need one for most events – especially anything with:

• Big crowds
• External guests
• Physical activity
• Food, travel, or equipment

The SU has a template – just fill it out honestly. What could go wrong? What would you do if it did? Job done.

 

🧳 Trip Guidance – Taking the Society on Tour

 

Planning a trip? Weekend hike, museum visit, day in the city? Fun! Just don’t forget:

• Fill out the SU trip form – they’ll let you know what’s needed
• Plan your transport, contact list, and emergency info
• Do a risk assessment
• Make sure your destination knows you’re coming (no surprise societies, please)
• Keep it inclusive – think about accessibility and cost

Bonus: keep your receipts – some travel or ticket costs might be covered.

 

🎯 Final Thoughts

 

Running events can be wild, but also so rewarding. They’re the heartbeat of your society – where memories are made and new people join in. With a bit of planning, some support from the SU, and a sprinkle of creativity, you’ll be putting on great stuff in no time.

Need help? Overwhelmed? Lost in a booking form? The SU Activities Team has your back – always.