Organise a New Event

Event Planner

Our Groups run a number of events, socials and activities throughout the year. To run certain events we require you to fill in an Event Planner which will help you to think about all the different aspects of your event including finances, contracts, venue/space booking and risk assessments. It also gives the SU more information on what you are doing which allows us to support you and will help you to ensure you put on the best event for your members.

Do I need to submit an Event Planner?

The following events DO NOT require an event planner


For your society’s core activity

Society Meeting

Small fundraisers for your group

SU Socials (PLUG and TUB)


Bar Tour (no tickets)

Pub/Club Social (no tickets)

Meal (no tickets)


The following event DO require an event planner



Costs over £2,000

For over 200 guests

Venue Hire (with contract) 

Bar Tour (with tickets)

Overseas Trip

Pub/Club Social (with tickets)

Meal (with tickets)

Charity/ fundraisers / bake sales

External Speakers


Coach Trips (exclu Sports teams - refer to your Area)

Competitions (exclu Sports teams - refer to your Area)



Costs over £2,000

For over 200 guests

External Speaker

Selling Tickets (Online Product)




Charity/ fundraising/ bake sales

Food event—Pizza etc

Film viewing


Any event that requires an online product MUST have an event planner, except if you are selling hoodies/ t-shirts/merchandise for your group, the online product form needs to be sent to your area.

Event Planner Timeline

Activity or Event When to submit Event Planner
On campus activity or event 3 weeks in advance
On and off campus shows 4 weeks in advance
Cakes / BBQ's 3 weeks in advance
(including Food/BBQ health & Safety form)
Off campus activity or event (no contract) 3 weeks in advance
Off campus activity or event (contract) 6 weeks in advance
External speakers (online or in-person) Read more here At least 4 weeks in advance
(including external speakers form)
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

Sport events over £2000.00                       

At least 8 weeks in advance 


Event Planner

If you're unsure whether you require the event planner, please contact

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

Additional Information