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Although there are many good spaces on campus, there will be occasions when you want to use an external venue for something specific. Examples may include booking a club, a theatre or a boat. There are lots of different things to consider, and this guide will help you make the right decisions, and aid your planning.

Step 1

Find your venue. Make sure it suits your needs. As you are off campus, the President will be responsible for everyone, so check their health and safety procedures, ask if they provide security (if you need it), and most importantly, when you can use it, and what they expect of you. If you’ve hired it for an evening, do they expect you to clean everything before you leave? Most importantly, make sure that the cost is reasonable and check that there are no hidden costs.

Step 2

As always, make sure that you have followed the correct procedures in terms of getting expenditure approved. You may need to complete an Event/Budget Approval Form – check the How to Draw up a Budget for an Event for more info on this, and then there are other relevant guides on how to publicise your event / sell tickets etc. There is also further useful information in the Info Pack.

Where is the money coming from? Ticket sales? Your non-Grant or Grant Accounts? Other college sources? Are you going to make money for the event from selling tickets, or is it for charity? Please see the relevant How to Guides for more info on all of this – we advise you have a look at the Info Pack for some handy info on how to budget effectively.

Step 3

When you are happy with the terms of use, ask the Manager of the Venue to provide you with an agreement or a contract, and ask them to sign it if possible. This should be the Treasurer’s job, as they have responsibility for your Club or Society spending.

This contract should include exactly what the external venue/company is providing and what the fee is in return. The contract should be taken to Student Activities or emailed in to su.activities@ucl.ac.uk. The Union will not sign the contract if the expenditure has not been authorised, so make sure you follow the appropriate financial procedures.

Do not sign the contract yourself!  If you do, you are personally entering into an agreement with the company, and therefore will be personally liable for any costs. All agreements and contracts must be signed by the Sabbatical Officers.

Step 4

Once you have had confirmation that the contract has been signed and that (if necessary) your Event and Budget Approval Form has been approved, you will need to pay for the venue. If you need to pay in advance, submit an Order Request Form to and the Finance Department will pay it for you. Do this in plenty of time, and check the guide on How to spend money from your Club or Society Account for more information on how to do this.

Step 5

Hold your event and be careful to treat the venue with respect – venues will usually charge you if you break or damage anything!