Events are a great way to showcase your Society, recruit new members, reward your members or even just to socialise - but they need to be organised in the right way to ensure everything runs as smoothly as possible.

For Standard Events like socials or casual get togethers, we don't necessarily need planning packs, but please let us know by completing the Event Notification form here. We will only follow-up with you if there is a reason to, or if we think you might need to consider other things when planning the event. 

If you are planning a special event, such as a Ball, Trip/Tour, Conference etc. Or an event where you are looking to sell tickets or may be high risk such as a Skydive, then you will need to complete an event planning pack (click here or see links below) in advance of the event and send it to studentactivities@warwicksu.com

There are three elements to a planning pack:

  1. Event Planning Form
  2. Risk Assessment
  3. Financial Planner (general events) or Financial Planner (specifically for Balls) or Financial Planner (specifically for Tours)

Depending on the event type, we ask for planning packs according to the timelines below. The below are the minimum timelines. Please note, the more notice given the better:

  • General Events: 2 weeks in advance
  • Domestic Trips: 4 weeks in advance
  • Balls / International Tours / Conferences: The Term before

The Student Activities Team are on hand to help you navigate the event planning process, and to advise on any of the planning steps illustrated below. 

Use the links to the left for more detail on planning and executing your events. 

 

 

Event Notification Form


If so please contact your Coordinator within Student Activities - a contract or legal agreement will require an SU signatory.

 

These will need to be notified about separately at least 21 days prior to the event - https://www.warwicksu.com/societies-sports/exec-support/activities-and-planning/external-speakers/

 

If so, please complete a Ticketing Request online form at https://www.warwicksu.com/societies-sports/exec-support/activities-and-planning/events/event-ticketing/

 

Please contact Claire on clbullivant@warwicksu.com to arrange this

 

Please visit https://www.warwicksu.com/societies-sports/exec-support/activities-and-planning/rag/ for support

 

These types of event are Special Events for which more is required than the notification - visit https://www.warwicksu.com/societies-sports/exec-support/activities-and-planning/ for the appropriate process


Please note that non-Members' participation cannot be subsidised using Society/Club funds (link to Financial Guidelines - https://www.warwicksu.com/societies-sports/exec-support/finance/guidelines/)