Sell Event Tickets or Products

This guide is linked from our core how-to guides on Organising Activities & Events and Raising, Spending & Managing Money.

You can sell tickets for an event, or products (such as sports kit), on the Students’ Union website. You must not sell tickets or products through third party sites such as Eventbrite.

Event Tickets

If you are requesting tickets for an event, you must create an event on the What’s On Calendar before submitting a Ticket Request Form, as you will be asked to provide the URL to the event page when completing the form. Please refer to the 'Promotion' section of our core how-to guide on 'Organising Activities & Events' for more information.

Please remember that:

• If you are requesting tickets for an event where you will be spending £350 or more, you will need an approved Activity Registration Form first.
  • The detailed breakdown on your ticket request form must match the details on your activity registration form.
• If you are requesting tickets for an event which is a one-off activity not covered by your core risk assessment or is considered high-risk, you will need an approved Additional Risk Assessment first.
• If you are requesting tickets for an event involving an external speaker, you will need an approved External Speaker Request Form first.
• If you are requesting tickets for an event where you will be raising money for charity, you will need an approved Charity Permission Letter first.

Some of the details you must finalise before submitting your Ticket Request Form (and any other required forms) are:

• The date
• The time
  • Start and finish!
• The dress code
• The venue
  • Make sure any rooms or bars provided by the college or Union are definitely organised.
  • Please see our core how-to guide on 'Booking Spaces & Equipment' for further guidance.
• The price of the tickets
  • Will different people have different prices? You can set different prices for UCL students, concessions, members of your club or society and external attendees.
  • Will you have early-bird tickets at a discounted rate?
  • If your ticket is free, you can create the ticket yourself on the Union website!
• How you are going to sell the tickets
  • We recommend selling all your tickets online, as the Students' Union website ensures all ticket sales are deposited directly into your club or society non-grant account and ensures financial transparency.
  • Cash door sales are allowed for events where the ticket costs £10 or less. When selling cash tickets on the door of an event, you must:
    • Keep an accurate record of purchases including attendee's name, number of tickets purchased, and price.
    • Store the cash safely.
    • Deposit the funds at the Student Activities Reception as soon as possible after your event.
• How you are going to publicise your event?
  • Check out the 'Promotion' section of our core how-to guide on 'Organising Activities & Events' for some ideas.
• Who is allowed to come to the event
  • Members only? Alumni? Members of the public?                                                                                                                         

You should complete a Ticket Request Form as far in advance of your event as possible (at minimum this should be 2 weeks before your event so that your tickets can be put on sale and purchased).

Once your ticket is set up, you’ll be able to see and download a list of people who have purchased tickets for your event! We can also provide this access for other members of your committee, who may be helping to organise the event.

Products

You can also sell products, such as kit or merchandise, through your Students' Union webpage. You should complete a Ticket Request Form as far in advance of when you want your products on sale as possible (at minimum this should be 2 weeks before your on-sale date).

Please remember that:

• If you are requesting tickets to sell kit or merchandise, please refer to our how-to guide on ordering kit and merchandise before submitting this form, as the design must be approved by the relevant Union staff member first.
• If you are requesting tickets relating to coached / instructed sessions, you will need an approved Coach/Instructor Registration and Contract first.

If you have any questions, feedback, or concerns about the contents of this guide, please email us at [email protected].