Event Resources

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Event Resources

This is the Event Resources section where you will find all the information that you need in order to host an event. All events regardless of nature need to be assessed and approved by the Student Activities Team. Below are all the relevant forms that you require in order to put on an event as a Society or Sports Club. All forms are to be completed and then submitted to student.activities@aston.ac.uk.  

Whenever you are hosting an event as a club or society, you must first complete an event request form. This must be completed with as much detail as possible and submitted to the Student Activities office for approval before your event can take place.
In order to have anyone speak to people at any event or any time it is essential that you fill in this external speaker form. This form is to be handed in 3 days before the speaker is due to speak for approval by the union. The form needs to then be approved by the university security before you are able to get an external speaker. If you do not receive confirmation, under no circumstances may you have an external speaker. It is also essential that the external speaker is to speak in English.
The available space guide is here in order for you to see all the spaces that you are able to book. You are only able to book a room as a committee member and the number of students that you attend cannot exceed the size of the room that you will be booking. Additionally, you may not book a room that is too big for the number of students that will be in. Please use the link below to access a guide to the rooms you can book and see which room would suffice for the purpose that you would like to use it for.
In order to have external catering at your event it is imperative that you fill in the form below. The form below is to be filled in and submitted for review. When hiring external caterers you need to get certain paperwork from them including their hygiene rating and the public liability insurance. Once this information is received and your form has been reviewed you are only then able to use that company. With particular companies such as Dominos, there is no need to get any paperwork from them as we use them regularly and we already hold all the information required, therefore there is no need to attain this information from companies we already use. In order to see which companies have previously been used, please contact Rachel Smith.
When organising a large event it is imperative that you do a large event plan. This is then to be submitted for review. Please submit this well in advance of your event taking place.
Before you start to organise an event, it is essential that a risk assessment form is completed; you need to contact student.activities@aston.ac.uk to arrange a meeting to complete the risk assessment. You can not complete a risk assessment on your own as you need a member of staff to do it with you.