The earlier the better, especially if you’re planning something on a large scale. A lot of different components come together to make a successful event, so leaving all organisation to the week before is not going to help anyone.
Events which are going to take place outdoors or need a lot of support will need to have all elements finalised two weeks in advance to be able to get the go ahead for the event.
At the bottom of this page, there is a document with a set of questions to assist in the planning and organisation of your activity.
Book Your Space
Depending on where you are thinking of holding your event, this will be the first thing you need to secure. Spaces get booked up quickly, especially large spaces like the Great Hall Complex so making sure this is sorted first means everything else will be easier to work out. Other spaces in the university may need to be agreed with the University’s Facilities department, so please make sure this is raised at least four weeks in advance so that the relevant authorisations can be made.
The 'Event Space Booking Form' is attached at the bottom of this page.
Here is a link to an article all about booking rooms, spaces and marquees.
Booking PA Kits and Technical Requirements
The next step is working out your tech requirements. If you need any sound or light equipment you can hire this from us from £50 depending on the kit you need. We also have our trusty Students' Union Events Crew who will set up any kit you’re using and help crew your event for you; they are paid by the hour and this obviously depends on the extent of the kit and set-up required.
Here is a link to a full article about booking crew, lighting and sound equipment for your event.
Guest Speakers and Guest Visitors
If you are having a guest speaker at your event, or a guest visitor (anyone outside of your society membership), you must complete the online Guest/Speaker request form at least four weeks in advance to your event. Your room booking request will not be approved until your guest/visitor request has been approved, please consider this in your planning.
Here is a link to the full article about Guest Speakers.
Budgeting and Funding
Once you have somewhere to hold you event, make sure you can afford it. You need to draw up a budget which details all of your costs and any income you may bring in through sponsorship or ticket sales.
Depending on the scale of your event, you might need some extra funds to cover costs. There are several ways to generate this extra income including fundraising events, additional member income, external sponsorship and Activities Exec funding.
There are limitations to what Activities Exec will fund, but you may be eligible to apply for this providing it fits within the guidelines. For more information on this please see the Funding section.
Again, this is something that needs to happen as early as possible. Applying for funding or sourcing other external income can be a lengthy process, so you have to allow plenty of time for this. Remember, if your group has received funding from the union before, it's unlikely you will receive funding again as one of our core funding principles is that repeated activity should be self sustaining.
Health and Safety
In one way or another, you will each have your own Risk Assessment and/or Code of Practice for your individual group activity. However, you will need to draw up a different document when you are holding an event that is outside of your normal activity (E.g. putting on a show as a performance society or holding a tournament as a sports team.)
You can do this following the same process used for your normal documentation, and we can help you in the Students' Union by talking you through examples we have from previous events.
Again, this is something that needs to be given careful thought and not rushed!
It is important to begin publicising your event as soon as possible. All events that are created on your society or club profiles will be featured on iLancaster and lancastersu.co.uk.
Here are some helpful articles:
This won’t be essential for all events, however if you are planning a show of some sort which involves technical equipment, our Events Crew will need some time beforehand to program and run through things. This obviously means that you will need to book plenty of time for your event
Please feel free to ask us questions about any of the above points. The team are here to help support you to make your ideas and events possible so please come and see us or drop us an email to discuss your ideas further.