Societies Event Pack
3
About University of Westminster Students’ Union
About This Pack
Useful Contacts
4
Don’t Forget
Getting Started
Type of Event
What Does Success Look Like?
Time Management
Set a Budget
5
Make the Booking
Charity/Fundraising Events
6
Booking Stalls
Refreshments
External Speakers and Guests
7
Room Options
8
Ticket Sales
How to Plan Your Event
10
Technical Equipment (AV)
Marketing Support and Guidance
Website
Posters
11
Leaflets
Miscellaneous
Music Equipment
Social Media Platforms
Storage
12
RAG
Risk Assessment
13
Guidance on Completing the Risk Assessment
15
University of Westminster Food and Beverage Disclaimer
16
Event Planning Checklist
2
About University of Westminster Students' Union



UWSU works in partnership with the University to provide rooms for society and sporting
activities.
We truly appreciate the individual needs of each and every event and will always try our
best to meet them.
We will give you as much input in planning and organising your event as needed, and we will
advise and guide you in catering options, technical support and in-house facilities to ensure
that you have all the support you need for your event to run smoothly.
About This Pack
This pack contains all the information you should need to help plan and run a successful event.
Whether your event is simply a large meeting, a talk given by a guest speaker, or a celebration, the
tools within this pack should help you to identify what you need to do.
Remember that the staff and Officers at UWSU are here to support you, and it is recommended
that you talk to us about your plans so that we can use our experience from past events to help
make yours a success too.
Useful Contacts
Society Coordinator
society.coordinator@su.westminster.ac.uk
Andita Santoso
Activities Assistant
TBC
TBC
Room Booking Enquiries
roombooking@su.westminster.ac.uk
Smoke TV Filming
smoketv@su.westminster.ac.uk
External Speaker Guidance
Yusef Kaplan
UoW Front Receptions
Room Layout requests
When emailing external guest list CC Andita
Santoso
y.kaplan@westminster.ac.uk
reception-rgt@westminster.ac.uk
reception-ncs@westminster.ac.uk
reception-mrd@westminster.ac.uk
reception-har@westminster.ac.uk
Events Manager
Rob Tidey (for ticketed events only)
r.tidey2@westminster.ac.uk
3
Don't Forget!
We are here to help and advise you, so don't forget to contact the people above to arrange an
informal chat about your event so that we can assist you.
This is your event and we will support you but it’s up to you to meet with the relevant departments
to get what you need.
Getting Started
Putting on your own event can be a really rewarding experience, but the success of it will depend on
how much planning you do at the start.
Type of Event
First you need to decide what event to put on, and then what goals you have for your event. Read
reviews of other events to find out what works and what has been a success.
You might want to consider sharing and delegating the responsibilities of event planning by forming
an Event Team with your committee. Make sure you all meet well in advance of your proposed
event date, discuss ideas and assign tasks to help your event run smoothly. The better you plan your
event normally the better it will be.
What Does Success Look Like?
Thinking what a successful event might look like during your planning will help you to achieve your
aims and stop potential issues from arising.
Time Management
When planning your event allow two weeks minimum notice to ensure all relevant bookings are
completed in a reasonable time frame. University staff typically reply within three working days, so
to secure the date and venue for your event please allow sufficient time for complete confirmation
between all individuals involved.
Set a Budget
Your budget needs to include a breakdown of your expected expenditure for the event, which could
include venue hire, decorations, entertainment, catering, equipment etc. If you are planning to ticket
your event, you may want to plan the projected ticket sales. Make your budget as accurate as
possible by getting quotes and estimates from suppliers. Meet with your Society Coordinator to
discuss your planned expenditures and receive approval.
4
Make the Booking
When will the event be best scheduled? When will the program have the best attendance? Identify a
timeframe when you’d like to run your event, along with a few back-up dates and times. Make sure
you give yourself plenty of time. All rooms come with a standard projector, computer, lectern with
built-in sound. If you require an extra microphone or AV support, please include this in the room
booking form.
In order to make your booking you will need to complete a Room Booking Form online.
There may very well be resources you need for your event that we cannot provide at the Union.
However, we can still support you to obtain these items or services. Speak to the Society
Coordinator to discuss what you need.
Please note that the submission of a room booking request does not confirm use of that room on
the requested day/time.
Charity/Fundraising Events
Possible events for societies are charity and fundraising events were activities are held to raise
money for a given charity. Charites must be based in the UK and be fully registered. Before holding
your event you will need to provide information to the Society Coordinator of the following
information:

UK charity name

UK charity number

UK charity website
In addition to this societies will need to submit a mini proposal of their charity event stating the
following information:

A brief outline of the charity and your reasoning’s for fundraising

The proposed date, time and venue of your event

Will you be selling products (food, clothes, jewellery, make up etc.) and if so where are
these products coming from?

If you are bringing equipment on site (popcorn maker, candyfloss maker etc.) where are they
coming from and have they been safety tested?

Who is responsible for the event and who is responsible for money collection?

How will the money be raised?

How will the money be stored?

If you are bringing in external guests to help your campaigning efforts do they have the
correct qualifications (a makeup artist giving tutorials/offering makeup services or a sporting
coach offering instruction)?
5

Charity bank account information
Any money raised at charity or fundraising events affiliated with the Westminster Students’ Union
will have to be banked with our finance account. We will then transfer the money to the charity via
bank transfer. You will need to ensure the charity accepts this form of payment before raising any
money, and details of the charity bank account(s) will need to be provided to the Society
Coordinator in your mini proposal.
Booking Stalls
If you wish to book a stall opposed to a room for your event please complete the Stall Booking
Form Online. Please note if you’re booking a stall to raise money for a charity you will need to
provide the UK charity name, UK charity registration number and UK charity website address.
Bookable areas for stalls are as follows:

Cavendish: Foyer

Marylebone: Learning Platform

Regent Street: Old Gym & Deep End

Harrow: The Forum & The Street
Refreshments
If you intend to serve any refreshments you will need to sign a Food Disclaimer Form which needs
to be handed into the reception desk at the respective campus of the event. This form is attached at
the end of this event pack on page 15. Snacks and soft drinks should be stated on the online room
booking form, however if you require hot food and/or alcohol, this needs to be discussed and
approved by the Society Coordinator. Again, please state this on the online booking form but also
get in touch with the Society Coordinator for approval. For large catering events this also needs to
be discussed with the Society Coordinator who will talk you through your options. One month’s
notice will be needed for events where this high level of catering is required.
External Speakers and Guests
We encourage you to invite external speakers to your events as it will enhance students as well as
your own learning experience. If you do wish to book external speaker(s) we require at least four
weeks’ notice before the event. All external speakers will have to be vetted by our Interfaith Advisor
Yusef Kaplan irrespective of the nature of the talk. Once done we can place the booking for your
event. Make sure your speaker is approved in good time to avoid rejection of your booking request.
External guests are limited to thirty people per event. If you wish to invite guests from outside the
university to your on-site event you need to submit a list of names for all the expected guests to the
Room Booking Officer at least 24 hours before the given date of the event. They will pass this
information to the reception desk at the campus the event is being held at. Your guests will need to
sign in at reception upon arrival.
6
Room Options and Layouts
The room options available to you have been clearly outlined for your convenience. Normal
classrooms vary in size at each campus, but you can request a particular room (if known), or you can
give us an idea as to what room you would like based on the information here. For larger events
lecture theatres and large space rooms would be best and are outlined for each campus. Please note
that numbers in brackets represent the capacity. If your event has no special room requirements
simply state the campus and your second choice campus on the Room Booking Form online.
Cavendish
Normal
Cavendish
classrooms building
(numbers in (18-50)
brackets
represent
capacity)
Copland
building
(23-53)
Harrow
Marylebone Regents
LTS
Wells
Street
Maria
Hewlett
Building (A
Block) (1454)
Chiltern Hall
(28-40)
Regent
Street (2536)
Little
Titchfield
Street (1426)
Wells
Street (1060)
E&F Blocks
(18-40)
Luxborough
Building (30)
RS 451
(129)
Portland
Hall (180)
Marylebone
Building 1250)
Lecture
Theatres
Small
Lecture
Theatre
(80)
Kodak
Lecture
Theatre
(100)
Cayley
Lecture
Theatre
(200)
Large
Lecture
Theatre
(220)
LT1 (114)
Wood
Lecture
Theatre
(100)
LTS 2.05a/b
(130)
LT2 (100)
Hogg
Lecture
Theatre
(300)
LTS 2.05c
(97)
LT3 (100)
Large
Spaces
CLG.06
(90)
The Forum
(n/a)
Chiltern Hall
(148)
CLG.09
(80)
Auditorium
(230)
LA103 (60)
Cayley
Room (60)
LTS 2.06
(60)
C1.03 (100)
7
C1.04 (90)
C1.15 (120)
Pavilion
(80)
C2.14 (70)
C2.15 (65)
N1.109 (86)
N1.110 (58)
If you have a specific room layout please submit your request to the Room Bookings Officer three
working days prior to your event. If necessary include a diagram
Ticket Sales
If you are producing tickets for the event then you must include the UWSU logo on them, this can
be obtained by contacting the society president who will have access to all society related logos
affiliated with the Students’ Union.
If you will be collecting money please ensure this will be securely stored and paid in as soon as
possible to the Students’ Union Finance Office. Please note that money raised from ticket sales will
need to be banked with the UWSU finance account. If you intend to use this money for future
events it will be transferred to your budget and can be accessed through the Society Coordinator.
Once you’ve outlined your plan put yourself in the position of someone attending your event and
ask yourself the following questions:

Would you know where to go?

How much will things cost?

What is happening?
How to Plan Your Event
The flow chart on the following page will help you effectively execute your event from start to end.
Depending on the type of event you wish to hold this may take some time to plan, therefore please
keep this in mind when planning your event!
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Event Idea
Yes
Do you
need
budget?
Request funding from Society
Coordinator
No
Discuss with
team & delegate
tasks
Yes
Any
queries?
Contact Society Coordinator
No
Query
resolved?
No
Yes
Do you
want Smoke
TV to film
event?
Yes
No
Request Smoke TV team
Place room booking & any AV
request online
Room booking processed &
confirmation received
Confirm catering
requests
Yes
Contact Society Coordinator for
confirmation
Yes
Contact Room Booking Officer
for confirmation
Yes
Contact Room Booking Officer
for confirmation
No
Confirm room
layout requests
No
Confirm AV
requests
No
Do you have
external guests?
Technical Equipment (AV)
Yes
Submit external list 48 hours
before event to the front
reception and Society
Coordinator
No
Event commences
Submit receipts of previously agreed
reimbursement to Society Coordinator
9
We can offer packages to suit all requirements with a wide range of equipment available for hire.
AV must be booked three days before an event by the Society Coordinator with more complex
requests needing five days. Please ensure you take this into consideration when submitting your
booking form. Basic AV equipment is as follows, however others can be requested and we can look
into hiring these for your event:

Audio recorder

CD/DVD player

Data projector

Flipchart stand

Video camera

Microphones

Extension cables

TV
Marketing support and guidance
UWSU's Marketing team can offer you the below support to help promote your event. Please note:
we need at least 1 months’ notice before the start of your event to complete these for you.
Website
Students should forward on the details of their event (including start time, location, ticket prices (if
applicable), and a small description of the event) to the Website and Social Media Coordinator at
web@su.westminster.ac.uk for it to be included within our newsletter, website and social media
platforms.
Posters
All society posters will have to follow the UWSU poster template which can be found on the
Committee Hub if you do not already have a downloaded copy. You are entitled to put up a
reasonable amount of posters around the Union to advertise your event. Posters can be printed at
any Students’ Union reception office, however please note the following printing allowance:
Poster Size
Quantity
A3
25
A4
40
A5
75
A6
150
10
All posters must include the UWSU logo; if this is not present Students’ Union reception staff will
inform you to include this before printing, however if you print these yourself and put them around
campus without the relevant logos, University staff will remove them.
You should not write the below on your posters unless you have been given permission by Union
management to do so:

'The Official UWSU Friday Night'

'UWSU presents'
You cannot make it sound like your event is Westminster Students' Union own event unless you
have been given permission.
Reception staff at each respective campus will print your posters for your society and keep a log of
your printing activity. They will inform you of the appropriate places to put the poster as some
campuses do not allow marketing material in certain areas. University staff will take them down if
they are found to be placed here.
Leaflets
You will be able to place a reasonable amount of leaflets around the Union to advertise your event.
Again, ask the reception staff at the respective campus for appropriate areas to distribute these.
Don't forget to think of other ways you can promote your event to students too!
Miscellaneous
If your event has specific needs or requirements please consult some of the topics listed below:
Music Equipment
If you require musical equipment that the Students’ Union currently has, this can be requested from
the Society Coordinator. Please ensure you give reasonable notice (at least two weeks), as the
booking may require moving equipment to a different site.
Social Media Platforms
Each society will have their own social media presence where you can communicate with your
members easily, and promote upcoming events. Please ensure presidents join the ‘UWSU Society
Presidents’ Facebook page for regular updates from the Society Coordinator. It is also a great way of
interacting with other societies and forming joint events so make sure you join!
Storage
Societies are able to utilise the storage room for storing equipment, decorations, paper
plates/cutlery etc. This is available at the Regent Street campus in room B5; you will need to ask for
access from the Students’ Union reception office there. Please note that food and drink cannot be
stored there, any such products found will be disposed of.
RAG
11
RAG stands for Raise and Give where fundraising takes place for the four main charities of UWSU. It
involves a group of dedicated students who come together to plan fundraising events, activities and
RAG week. RAG is well known around the country and is a fantastic opportunity to help charities all
over the world.
Please contact the Society Coordinator if you want to incorporate any fundraising activities for RAG
into your event!
Risk Assessment
Once your plans begin to take shape you MUST complete a risk assessment (it is a legal
requirement). This will allow you to see where any potential health and safety hazards are, and you
can identify what steps need to be taken to minimise the risks. It is much easier to do the risk
assessment at the same time as the planning and organising, so that you can organise any control
measures as well. For example, you may need 100 attendees to break even on the cost of the event,
and the risk assessment could show that you need to have security staff for that number in your
chosen venue. By identifying this early in the planning, you have time to book security staff for the
date of your event.
You should note that all events carry some element of risk, but this should not stop the event from
going ahead. Your risk assessment will show us your intended audience/guests, the venue and
anyone else involved exactly what you have done to reduce the risks as much as possible.
A template risk assessment form is included in this pack on page 14 with an example of the risks you
should be covering for your event. Please ensure a copy of your risk assessment for each event is
sent to the Societies Coordinator. This risk assessment can be accessed from the committee hub if
you do not already have a downloaded copy.
Guidance on Completing the Risk Assessment
12
1. The Hazard(s): A brief description of the potential for causing harm or loss e.g. moving
parts of machinery; entanglement; contact with electricity, lifting heavy loads.
2. Persons at Risk: E = Employees; V = Visitors; MP = Members of the public; S = Students;
EM = Expectant Mothers; DP = Disabled persons. The types and numbers of person at risk
may impact the degree and likelihood of the risk.
3. Existing Controls: Considerations could include: guarding; training; safe systems of work;
segregation; safety equipment; examination and testing; emergency arrangements.
4. Risk Classification: In considering the likelihood of an injury or incident occurring the
following potential contributory factors should be considered:

How frequent is the activity carried out? A higher frequency may increase the risk.

Whether those carrying out the activity are more at risk e.g. a disabled person, an
expectant mother, or someone with little experience.

Are suitable tools and equipment available that are properly maintained?

Has a safe system of work been established and implemented?

Has suitable information, instruction and training been provided?

Is there adequate supervision?

Are the controls in place adequate or are additional controls required?
5. Task or Process: A brief description of the specific work being carried out e.g. use of
workshop; bulk waste collection or the process being assessed.
Please note that section 8 & 9 must be completed on the day of the event; section 1-7
can be completed prior to the date of the event.
13
Brief description of activity:
Society/Club:
Assessed By:
Location:
Date:
Time of Activity:
Review Date:
1. What
are
the
hazards?
2. Who might be at
harm and how?
E, C, S, Mp, V, Em,
Mp, Dp *
Example:
S, V, EM, DP
Tripping over
bags in
classroom
3. Current control measures
Personal belongings to be stored
well under the table or at the back
of the room away from the activity.
4. Initial
Risk Rating:
H/M/L
*
L
5. Additional control
measures
(if required)
Remind everyone at the beginning
of the activity to put belongings
out of the way
6. Action 7. Action
by whom? by when?
(Date)
President
or
committee
member
Event date
8. Date
done
Event date
9.
Residual
risk rating.
H/M/L
L
14
University of Westminster Food and Beverage Disclaimer
The University will not be held responsible for the provision of catering by third party providers,
including food and beverages.
The University will in no circumstances have any liability, whether expressed or implied for any
direct, indirect, incidental or consequential loss, damage, illness or injury suffered by the (hirer) or
any delegate/guest/visitors, including loss of profit, goodwill or any other financial loss or damage to
the (hirer’s) or any delegate’s property.
This is supplementary to our normal Terms & Conditions.
Please list refreshments:
Booking reference number:
Number of attendees:
Date:
Print Name:
Signature:
Name of Organisation:
Position in Organisation:
15
Event Planning Checklist
Name of event:
Date:
Time:
SCHEDULING
Discuss requirement with Society Coordinator - room size, tech support, room layout
Reserve a date
Submit external speakers information to Interfaith Advisor
Confirm booking with Room Bookings Officer
Schedule a meeting to go over your tech needs and room set-up
Submit Risk Assessment
ADVERTISING
Posters
Leaflets
Website promotions
VENUE
Booking of room(s)
Start/end time
Tickets
Catering
EQUIPMENT
Purchase/hire decorations
Projector
Microphones
Speaker system
EXTERNAL SPEAKERS AND GUESTS
1
External speaker approved
Guest list submitted 24 hours prior to the event
16