Because of all the new and changing rules around meeting others, we're asking groups to fill out an Event planner for every activity you plan. This is for both virtual and in person events.

Start Planning an Event.

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 COVID safe, complying with the latest government guidelines and supporting you adap to these changes as they happen. Don't forget, any external speakers, whether they're in-person or virtual, need to be authorised by the SU and require 4 weeks notice. 

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 you participate in any activities that aren't included and don't comply with COVID rules, you don't have our authorisation and could be liable for any fines.

There's been a lot of changes to keep up with because of COVID, so here's a health and safety page where you can find everything you'll need to run your groups safely while complying with government guidelines.

If you haven't already, there's a health and safety training module on moodle for all committee members to complete too. If there's anything you've still got questions on or we've missed, let us know! 

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! Your Sports Officer Tom has kindly made this 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.

To comply with COVID legislation you must ensure that all in person activities you collect the name and contact number of everyone attending (including organisers and staff). This is a legal requirement.

The easiest way to do this is to create a signup list via thesubath.com admin tools. For any in-person activities, please follow this procedure:

1. Log into your account on thesubath.com.

2. Go to “Account” in the top right of your screen and then go to admin tools. Here you’ll see a menu and an option for “Signups”.

3. Follow the link for Signups.

4. Click “Add new signup”.

5. Fill in the information for your activity and save. The number of available places allowed will be based on either the allowed room capacity or the National Governing Body (NGB) capacity. You must apply whichever is the smallest number. Committee members, coaches and assistants etc will need to complete signups too and be accounted for within the limits of room capacity.

6. Add the text “{signups}“ in your content tab of your SU page. If you need any help with this, let us know and we can talk you through it.

7. Only in exceptional circumstances, for example the on-line sign-up process is unavailable, should hard copies be used. In this case please record the following details of all those present and send the information to susocieties@bath.ac.uk

Name / library card number
Contact phone number
Within the email please confirm the session details too (Group name, venue, start/finish time)

You may also be required to sign in via an additional Test & Trace app when using certain venues too.

All participants must share this information or they will not be able to attend the event or activity. This information will be stored for 21 days after the activity has taken place.