Event Planning

Event Planning

Event planning

Top tips for running your events



  • What will your event cost and where will the money come from if so?
  • What is the contingency if your event goes over budget? Remember, you are liable for any agreements you make and any costs you have agreed to
  • Will your event be ticketed? 


  • How many people are you expecting to attend?
  • Have you completed a risk assessment?
  • Have you completed a guest speaker form if you have an external organisation/speaker coming?


  • Where will the event be hosted? Do you need a room on campus booked?
  • Is the location you have chosen accessible and inclusive?
  • Does the location have the necessary equipment you require? E.g. projectors, speakers, tables etc.


  • Are there any timetabling clashes? e.g. assessment week, end of block etc.
  • Is it just prior to a student loan installment date? 
  • Have you tailored the time to your audience? Would morning, afternoon or evening be better?
  • Have you given yourself enough time to confirm funding, risk assessment approval etc.?


  • What is the key message about your event and what is it trying to achieve?
  • Who are you trying to attract?
  • Is your target audience just members of your society/club or it open to all students, public, staff etc.?


  • What platforms will you promote the event on?
  • Do you need to sell tickets on the SU website?
  • Think about your target audience and the best ways to reach them
  • Ask the activities department for access to the Canva account to create your promotional materials

For some more of our 'event top tips' click here


Risk Assessments + Accident forms

When hosting a social/event, you must fill out a risk assessment and send it to su.activities@uos.ac.uk at least two weeks before your event. 

You only need one risk assessment per type of event, this can cover the whole year.

You must also fill out an accident form if someone gets hurt and send it to the SU asap.

You can find links to the risk assessment template and an accident form here



With thorough planning we hope nothing will go wrong and your risk assessment should cover every eventuality. However, below are some helpful contacts should you need them:

SU offices are open Monday-Friday, 9-5 - just pop in if you have any questions/concerns

On campus security 24/7 - call 01473 338999

If hosting in an external venue find out who the emergency contact is in advance

Serious emergencies during events helf off campus call 999 and then report to the SU