For every event you organise, you’ll first need to complete an Activity Form explaining exactly what your event is and what you need to make it happen. This is how we can see that you have budgeted for events and that they are safe for members.

You must do this even if your event or activity takes place off-campus. Include as much detail as possible and upload a risk assessment that covers your activity (you can find guidance and template risk assessments here). It is important to consider the following things:

Deadlines

• For simple events, activity forms should be submitted 10 working days in advance
• If your event requires more organisation- you need a bigger space, tech support, catering or need to sell tickets- activity forms should be submitted 1 month in advance
• For events with an external speaker activity forms must be submitted 20 working days in advance and must include the speakers name, contact details, affiliated organisation or job role and the title and content of their talk
• Each trip can be different to organise depending on where you are going. If you are planning a trip, get in touch with your Opportunities Coordinator to talk about the best way to do this

Room Bookings

• All NTU room bookings are sent to the University, who manage those spaces. You will receive a receipt that your booking is being processed and a confirmation when it is booked. You need to cancel your booking if you no longer need it. For regular society activity, you should ensure that your booking is within the opening times of that building
• All NTSU room bookings are managed by our Events Coordinator and supported by your Opportunities Coordinator. Our venues are free of charge for societies, but there may be staffing costs to take into consideration depending on what you need for your event.

If you’re organising an event or activity that requires transport, you can book an NTSU vehicle for your event. In order to do this, you need to:

• Become a registered driver and attend a minibus driver’s workshop (MiDAS). This is a two-hour theory and practice course resulting in a nationally recognised qualification valid for four years. You will be contacted about the course after you complete the registation form.
• To use NTSU’s minibus you must be 21 years of age or older. Tto use NTSU’s car or van you must be 19 years of age or older. For both, you must have held a UK driving licence for a minimum of 2 years
• If you have already completed MIDAS, you need to re-register at the beginning of each academic year.
• Once you have registered as a driver and completed the MiDAS workshop, use this form to hire a vehicle.

Societies can also organise their own transport with external companies or subsidise their members' public transport costs. For advice on finding external transport, you can contact your opportunities coordinator.

The Opportunities Department have a camera, GoPro, projector, screen and PA system available for societies to hire for their events and activities. These are booked on a first come first serve basis and will need to be collected from Activities HQ at the City Campus SU. You can hire equipment using the forms linked below.

Hire GoPro 1

Hire GoPro 2

Hire our DSLR camera

Hire Projector 1

Hire Projector 2

To ensure as many people as possible come to your event on the day, you’ll need to promote it. See our guide to promotion for details on doing this and how to add events and sell tickets on our website.