Organising Activities & Events

You must submit this form a minimum of 10 working days before your event, however, please bear in mind that no other forms can be approved until your Activity Registration Form is.

• Please look at the timelines of all forms you need to submit and ensure there is plenty of time for everything to be approved.
• External companies, suppliers or venues will also have their own timescales, so make sure you consider and check all the deadlines you will need to meet.
  • If an external provider needs the Union to provide something such as a deposit or sign a contract, you must submit the relevant forms as soon as you can!
  • Boat party providers require quick turnarounds. We recommend submitting all required forms with at least 10 working days notice for these events.

Depending on the scale and complexity of your activity, you may need additional support with organisation. You will need to submit your Activity Registration Form according to the timelines below, to ensure we are able to provide you the support you need in advance of your event.

As part of your Activity Registration Form, you'll be asked to outline your budget. A budget is a realistic prediction of the income and expenditure of your club or society specific events, activities or purchases. 

Budgets do not have to be complicated or exact, but they must be realistic and cover all possible areas of income and expenditure.

Think about where your income is coming from. You should include:

• Contributions from either your grant or your non-grant accounts.
• Any sponsorship income.
• Ticket sales (never budget for more than 50% ticket sales).
  • You must include a full breakdown including individual ticket price(s) and projected sales (e.g. ‘Early Bird Ticket - £10’ x 15 = £150.00).
• Membership contributions.
• Bar sales.
• Food sales.
• Selling merchandise.

Think about how much you will need to spend, i.e. your expenditure. You should include:

• Paying for the venue.
• Paying DJ’s or technicians.
• Decorating the venue.
• Buying merchandise or food.
• Printing and publicity.
• All other costs.
• A contingency figure of 15% - this will help to cover any unexpected costs that may arise during your event.

Your activity must either make a profit or break even. Don’t forget to list any money you’re spending from your club/society account under income!

If the amount you are spending is over £350, await approval before spending any funds. If you have any doubts about whether your budget has been approved or if you have any questions, email su.activities@ucl.ac.uk or pop in to the Activities Reception.

Please visit our how-to guide for further guidance on completing the activity registration form for a BUCS Event.

Each year clubs and societies are required to complete and submit a Core Risk Assessment during the annual registration process. You will receive more information about this process by email. 

Core risk assessments must cover:

• All of the activity your club/society delivers on a regular basis (i.e., anything listed in your constitution as core activity).
  • This could be regular training, rehearsals, workshops, language lessons, competitions, weekly socials etc.
• In short, the activities that are essential for your club or society to function, should be covered in your core risk assessment.

Additional risk assessments are needed:

• Each time you plan to run a one-off activity/event not covered by your core risk assessment.
  • This usually means when you decide to undertake non-regular activity (e.g., if German Society want to run a charity football tournament).
• For any high-risk activities (see section below).

You must have both an approved Activity Registration Form and Additional Risk Assessment before any of these activities can take place.

We may ask you to make revisions to your additional risk assessment if it is insufficient. Please keep an eye on your emails for any updates or requests for resubmission.

High-risk activities include, but are not limited, to:

• Risk to life, or risk of serious injury
• Overnight stays
• Trips outside of London
• Trip abroad
• Playing contact sport
• Naked flames or controlled explosives e.g., flares, fireworks
• Large-scale events, e.g.:
  • One-off social events i.e., end of year ball
  • Bloomsbury Theatre shows
  • Events with over 100 attendees
  • Large-scale fundraisers i.e., charity week
  • Main Quad events
• Participants consuming alcohol
• High-profile or controversial speakers
• External under 18’s participating
• Events with non-UCL attendees / members of the public
• Food preparation e.g., external catering
• Use of power tools
• Use of sharp implements, projectiles or weapons
• Live animals

If you’re not sure if your activity is high-risk, get in touch with us by emailing su.activities@ucl.ac.uk and a member of the team will be able to help.

Please visit our dedicated guide on How to Create a Risk Assessment for more information on creating core and additional risk assessments.

Non UCL students, UCL graduates and UCL staff can take part in our club and society activities through a Visiting/Associate Membership, by completing the online Visiting & Associate Membership Form. We may request that you, as president of the club/society, are able to provide a statement of support about this person with their application. 

They should decide on which type of membership they would like:

• If they are visiting UCL from a different university, they will need a Visiting Membership.
• If they are a staff member of UCL, or UCL alumni (graduates), they will need an Associate Membership.

Both of these are available for 3 months (1 term) or the entire academic year. 

The form will be processed, and if approved, their membership card will be made within 10 working days. The associate/visiting member will then be emailed to inform them they can pick it up from the Activities reception.

Once they have their membership card, they may then purchase a membership to the desired Club or Society at the standard cost.

Please be aware that Visiting and Associate Members:

• Cannot represent UCL/ Students' Union UCL in competitive sport
• Cannot take lead roles in our theatre and music productions
• Cannot vote in any Students’ Union UCL or club/society elections
• Cannot hold office/a committee position with Students’ Union UCL or its affiliated clubs or societies

If you are running an event where guests will need access to UCLGuest WiFi, please refer to this guide on the UCL website.

Tickets for all club/society events should be sold through the Union website. Clubs and societies must not sell tickets through third party sites such as Eventbrite.

Once the Activity Registration Form for your event has been approved, you should complete a Ticket Request Form as far in advance of your event as possible (at minimum this should be 10 working days before your event so that your tickets can be ordered / put on sale online).

You can also use the ticket request form to sell a product (such as sports kit) on the Students’ Union website. 

Remember:

• 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 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.
• If you are requesting tickets for kit or merchandise, 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 Form first.

Please review our how-to guide on selling event tickets and products for further information.

When it comes to arranging food or alcohol at your events, it is important that health and safety guidelines, UCL regulations, and legislation are closely followed.

Please visit our guide on Food, Drink and Alcohol for more information.

Many clubs and societies decide to contract professional support for one or more of their activities to ensure they are delivering high quality activity. Students' Union UCL welcomes professional coaches, instructors or trainers as a key way of ensuring our student members are getting the best possible opportunities through our student-led groups. 

All coaches and instructors must register with the Union before they can enter into a contract with a club or society. As part of this, all coaches and instructors must hold Public Liability Insurance with a minimum level of cover of £10 million.

Once a coach/instructor is registered and approved, they can enter into a contract with a Union-affiliated club or society, which must also be approved by the Union.

For more information on the coach/instructor registration and payment process, please review our guide on how to register and pay coaches and instructors.

External speakers are defined as any non-UCL staff or students invited to speak on campus or at an online event. 

Our external speaker process aims to create a framework to empower students to create exciting, challenging and varied opportunities for debate, discussion and dialogue with the support and guidance of Union staff. 

In order to request an external speaker, fill in the External Speaker Request Form with a minimum of 10 working days notice. Remember, you can't promote your event until all relevant forms, including an Activity Registration Form, have been approved, and so we recommend submitting as far in advance as possible.

For more information on external speakers, please see our guide on how to organise an event with an External Speaker.

If you are running an event where guests will need access to UCLGuest WiFi, please refer to this guide on the UCL website.

It is important for the Activities Team to know all the details about any trips, tours, or overnight stays, to make sure you’re insured for all your activities. We follow FCDO guidance on the safety of travel abroad and will not usually allow travel to countries/areas where they advise against all travel or advise against all but essential travel.

As per the timelines above, if you are going abroad you must submit your Activity Registration Form at least 8 weeks before your departure date.

You must also complete the overnight stay section of your Additional Risk Assessment. This will ask you to provide:

• A full itinerary, including accommodation details
• An activity log
• List of equipment being taken
• Details of travel arrangements
• Participant details, including names and student numbers

We may ask you to make revisions to your additional risk assessment if it is insufficient. Please keep an eye on your emails for any updates or requests for resubmission - we must have an approved version at least 1 week before you go on the trip.

You must have at least 2 trained first aiders in attendance for all trips. There should be 1 first aider for every 10 members attending.

If you are a TeamUCL Club planning on competing abroad, you may need to seek approval to travel from your National Governing Body. If you're unsure if this affects your group, please contact TeamUCL (teamucl@ucl.ac.uk).

If you are going abroad, make sure your members get their own travel insurance. They can either do this individually, or the trip organiser can organise it for the group. If members are doing it individually, get a photocopy of the insurance schedule from each of them. If you are doing activities such as skiing, make sure members are covered to do it – not all insurance does cover sports activity.

Familiarise yourself with our guidance on reporting incidents or accidents, and remember that you are representing UCL and the Union, so please behave appropriately to avoid issues afterwards and to keep members safe and happy!

Students' Union UCL, and therefore your club or society, is a charity. It is against the law for charities to donate money directly to other charities straight from your Club or Society account. However, you can raise money for a charity through an event.

Before you begin fundraising, you must ensure that the charity you wish to fundraise for has a registered UK Charity Number and is listed on the Charity Commission Website. Please note, the Union does not allow fundraising for non-UK registered charities.

Please visit our charity fundraising guide for more information.

We need to keep a record of all the films shown by clubs and societies, because we are a public organisation, and must pay a license for films to be shown publicly.

Please check this list of production companies that are currently covered by the Film Screening Licence. If your films Production Company is not listed, please contact su.activities@ucl.ac.uk to discuss your options.

Before booking a room for your event, make sure you check if there is suitable AV available. Let us know if you need help in identifying a suitable room, and visit our Booking Spaces & Equipment guide for further information.

As part of trips to places of interest, or just to get you to competitions, you may need to hire some sort of vehicle, whether it is a mini-van, a minibus or a car to transport your members or your equipment to and from your activities. With all the below methods, make sure you follow the correct financial procedures when paying for the hire of these vehicles.

Bear in mind that most hire companies will ask for a deposit and up front payment.  Make sure you follow the correct financial procedure when paying for the hire. This will ordinarily involve an Purchase Request Form being submitted with the appropriate paperwork to su.activities@ucl.ac.uk 

For all self drive scenarios you should check your licence covers you.

Hire a minibus

If you want to drive a minibus,  this can be arranged through Westway Community Transport, our agreed minibus supplier. They will ask any drivers to take a MIDAS test. You will have to decide if your Club or Society will pay, or if the individual driver will pay for this additional cost. If you do want to pay for this out of the Club or Society Account please ensure that the funds are available prior to booking.

If you want to hire a minibus & driver, this can also be arranged through Westway Community Transport. They will charge you per mile (price goes up depending on distance), for petrol costs and for the driver. For an accurate pricelist, look on their website: https://westwayct.org.uk/.

Hire a coach

To hire a coach, Students' Union UCL has an agreement with P and J Ellis Coaches.  Tell us your departure location, time, destination postcodes, return time, drop off point, and we will be able to get you a quote for your paperwork, and make the booking for you. PJ Ellis will then invoice you for the quoted amount.

• Sports Clubs should email the details to: teamucl@ucl.ac.uk
• Societies should email the details to: su.societies-events@ucl.ac.uk

Hire a car or van

Hiring a car is not a recommended method of transport, as it isn’t as environmentally friendly as group travel. However cars can be hired from Avis, Hertz, Europcar  and other suppliers.

Please note: The price will go up by a huge amount if you cross the border into another country. You are liable for hiring the car, make sure you have the correct driving license, and insurance (bought from the car rental supplier). Please also note that the hirer in most cases must be the named driver and others cannot drive the vehicle as they will not be insured!

If you want any petrol costs refunded, you will need to provide us with a VAT receipt (along with a Payment Request Form) and ensure your club/society has funds to cover this expense.

This is the same for hiring a van, which can be done through www.mylocalvanhire.co.uk or www.sixt.co.uk .

If you are unsure about your requirements for this please contact the Student Activities Reception who will be able to assist you with more information from the Student Activities Team.

Use your own vehicle

Under the Students’ Union UCL sustainable development policy car travel is discouraged and expenses from this may be refused if other more green forms of transport (walking, coach or train) were available but not used.

1. Fill in the Private Vehicle Registration Form. Please make sure to attach copies of your insurance and MOT. You will receive a notification once the form has been reviewed by the relevant Union manager.
2. Ensure your form has been seen and approved before you use your vehicle for Union club and society activity.
3. If you wish to claim back petrol for Union related activity ensure you have a VAT receipt and a record of mileage and where the journey was to and from. Then complete a Payment Request Form. Ensure your claim is made within 30 days of the journey; otherwise the Union reserves the right to refuse to process it.

The Bloomsbury Theatre building houses our very own 541-seat theatre (Bloomsbury Theatre) and a 50+ seat black-box studio (Bloomsbury Studio). The Students' Union are allocated a number of weeks for clubs/societies to perform in the theatre and studio throughout the academic year.

For more information on bidding for an allocation in the Bloomsbury Theatre or Studio, please visit the guides below:

• How to submit a Bloomsbury Theatre bid
• How to submit a Bloomsbury Studio bid

Taster sessions gives students the opportunity to try something new, and societies to build their membership, during key moments in Students' Union UCL's calendar. It appeals to and attracts students who do not currently engage with UCL clubs and societies, therefore giving you a new audience to publicise to - great if you’re worried about recruiting members. 

Key moments in the year we will likely be accepting submissions for Taster Sessions includes:

• September Welcome
• International Festival (beginning of February)
• January Welcome

Dependant on what the Student's Union is offering during the academic year, we may also ask relevant societies to consider holding taster sessions at other points, such as culturally significant periods e.g. Lunar New Year.

Taster sessions must:

• Be free or at a reduced cost for non-society-member participants.
• Be aimed at UCL students who are not currently members of the society (although society members can come along).
• Be aimed at students with low/no experience of the proposed activity.
• Have all relevant forms, including an Activity Registration Form and (where applicable) Additional Risk Assessment, completed and sent to the Union at least 10 working days before the event.

If you have any questions about running taster sessions, please reach out to us at:

• Sports Clubs: teamucl@ucl.ac.uk
• Arts Societies: artsucl@ucl.ac.uk
• Societies: su.societies-events@ucl.ac.uk 

Project Active offers UCL students a wide range of beginner friendly opportunities to be active, try something new, meet new people, have fun and be healthy!

There are a number of benefits that arise from running a Project Active event, including:

• Engaging more students in your activity and reaching a wider audience for your club.
• Support with organising activity to help society members to be more physically active.
• Increasing awareness, membership, and participation opportunities.
• Engaging with specific student groups i.e. females or students with a disability.
• Staff support.

Events/activities should fit into the overall objectives of Project Active

• To encourage more students to take part in physical activity,
• To engage with hard to reach groups i.e. non-active students, females, post-graduates and students with a disability. 

If you're interested in running a session/event or would like more information, please contact su.projectactive@ucl.ac.uk.

There is huge potential for you and your members to share your skills and interests with the local community. A volunteering project provides an alternative and meaningful activity for your members and the Social Impact Team is here to help you plan your project, connect you to a community organisation, provide training, apply for funding and guide you through policies and procedures.

Plan

Identify the aims and objectives of your project and what needs in the community you would like to address. For example:

• Provide a weekly lunch time football activity for Primary School children who are struggling in the play ground
• Do a one-off musical performance for socially isolated elderly members of a local community centre
• Raise money for a children’s hospital
• Organise a one day sporting tournament for Secondary School students

Our Social Impact Team provide Project Leader Training which will guide you through the planning and operational aspects of setting up a project.

Find a community partner

Our Social Impact Team can help you with this. We have strong links with local Primary and Secondary Schools and we work with over 200 community and charity organisations. Alternatively, if you already have an organisation in mind, we can help you contact them and negotiate your project commitments.

Recruit other volunteers

There’s quite a lot to do in planning and running a volunteer project and it helps to share the work load. You’ll need a group of committed volunteers to deliver the project and it’s a good idea to have at least one other Project Leader. Many Clubs and Societies have appointed a Volunteering Officer who is in charge of looking after the project and volunteer recruitment.

You will need to make sure your volunteers are registered with the Social Impact Team for insurance purposes and if you are working with a vulnerable population such as children or the elderly you will also need to make sure everyone has done a DBS check, we can process this at the Social Impact Team.

Write a budget

You may need money to fund your project. You can apply for a Social Impact Small Grant of up to £750 for operational costs such as equipment, specialised training or catering for an event. All travel expenses are reimbursed by the Volunteering Service.

The scope of your volunteering project is endless and the skills and experience your members will gain from being involved is invaluable. Student’s Union UCL Clubs and Societies have developed award winning volunteering projects that have had a significant impact on the local community and your Club or Society can do the same. So, get in touch with the Social Impact Team and let’s get planning.

If you have any questions, please email slvpadmin@ucl.ac.uk.

UCL Careers have a team of experienced career professionals who are dedicated to supporting all current UCL students. Your club or society can work with UCL Careers to provide opportunities for students to explore a wide range of potential career paths. 

Check out our guide on Engaging with UCL Careers for more information!

The What's On Calendar is a great way for your members and other students to find your events. Club/Society Presidents and Treasurers can add events directly to the calendar following the process below:

1. Sign in to the website and head to the What's On Calendar webpage.
2. Click on 'Create event' in the top left hand corner to bring you to a webform.
3. Fill out the form with as much information as you can about your event, making sure you select your Club or Society to associate the event with. Read the descriptions for each field carefully.
   1. When adding a venue, try to select a pre-existing option to avoid creating duplicate venues. If you can't find your venue, you can create a new one. If your event is recurring, the next time you create an event you will be able to quickly select the new venue that you added.
   2. There are a number of sections in the form that are not required and may feel unnecessary. Do not panic, it is perfectly fine to leave these sections blank. An example of this is the 'Access to event and sales' section - feel free to leave this blank!

Remember that not everyone uses social media. It's therefore important that you advertise all your events via your webpage, What's On Calendar, and emails too!

We send out all student emails every week, which include a section on the following week's events (chosen from the What's On). If you'd like to be featured in the email, please email su.marketing@ucl.ac.uk at least a week in advance.

Remember that not everyone uses social media. It's therefore important that you advertise all your events via your webpage, What's On Calendar, and emails too!

• Make sure any club/society accounts are linked to your club/society @ucl.ac.uk email address - this will avoid access issues during committee handover.
• If you're using third-party videos/images, make sure you are using royalty-free media or you have a license for use.

We'll repost your events and content on our Instagram. Please tag us in your content (stories or posts) by 11:00am on Monday.

If you would like to feature on our social media - for example sharing a blog post of video about your group, let us know by emailing us at su.marketing@ucl.ac.uk. 

Printing and displaying posters and flyers are more 'traditional' methods of marketing your events.

To use an external printer, you should use the procedures outlined in our guide on 'Raising, Spending & Managing Money'. This may involve using a Purchase request form or a Payment request form. You will need to make sure your expenditure has been approved (if necessary). 

There are a number of large poster boards in the Bloomsbury Building, and you can collect the keys for these from the Student Activities Reception anytime Monday - Friday 10:00 - 21:00, and on Saturday 11:00 - 19:00. Once an event has passed the reception staff will remove your posters.

Feel free to put your posters up on the blue poster boards in Students' Union cafes. 

Displaying posters and flyers in UCL departments or in other places is possible, but be sure to have permission before you put them up. Fly-posting (putting up posters in unauthorised locations) is not allowed around UCL.

You can also get banners printed and put on display outside 25 Gordon Street. To order your banner, you should use the procedures outlined in our guide on 'Raising, Spending & Managing Money' and make sure that your expenditure has been approved if necessary. 

Banners can be put up outside 25 Gordon St, or the Lewis' Building. To put up banners elsewhere around UCL, please contact UCL Estates.

We have portrait digital screens in the Lewis Building, 25 Gordon St and the Bloomsbury Theatre building as well as landscape digital screens in the Institute Bar, Phineas Bar, Mully's and Huntley.

Contact us with your artwork in the below format on the email below and specify when you want your content to be shown and where. We'll do our best to accommodate your request, but space will be allocated on a first-come, first-served basis. 

Contact us on su.marketing-sales@ucl.ac.uk.

Details:

• The digital screens can display still artwork or video in the following formats: JPEG, PNG, MP4.
• The portrait dimensions are 1080 px wide x 1920 px high.
• The landscape dimensions are 1920 px wide x 1080 px high.
• The maximum length of time you can display your advert for is 2 weeks.

Brand Guidelines

• Just call us the Union. No need to use the full title or abbreviate. The Union will do just fine.
• Remove any trace of any old logos.
• The new logos are a below this section. Please don't mess around with them. You should only use them in the colours you see below and don't stretch them.
• If you can, get your web addresses and social media handles updated to remove UCLU if you had it.
• Make sure the info on your club/soc page on the website is engaging and up to date. This is going to be the first port of call for new students and you'll want to look good.

Students' Union UCL Logos

Download Navy PNG Download Navy PDF Download Black PNG Download Black PDF Download White PNG Download White PDF

TeamUCL Logos

We know that as a member of a sports team, where you're from and who you represent is a source of pride, and central to your team spirit. That's why we've created TeamUCL - here's how to use it.

• Display this badge with pride on your kit, your posters and your social media. It's a sign that you're part of a leading sporting institution and will strike fear into the hearts of your opponents.
• Shout about the blood, sweat and tears that go into being the best by posting to your social media with #TeamUCL. Share your eye-wateringly early training sessions, pre-match carbo loading and newly-achieved personal bests with us and the other members of the UCL sports community and show everyone exactly what it means to be #TeamUCL. 

• If you want to turn the TeamUCL shield into a logo for your club, all you need to do is put the name of your sport underneath. Please don't edit or add anything to the logo itself.

  Black on White PDF White on Black PDF Full Colour No Border Blue on Purple Purple on Blue

Please read the TeamUCL Identity Guidelines before using these logos.

Make sure you have your agreed risk assessment to hand, and make sure all recommended control measures are being followed.

Follow your event plan as agreed with the Union and UCL Security. This helps ensure your event runs smoothly and is as safe as possible. This includes following all relevant safety measures for either online or in-person events.

Have contingency plans in place and know when to implement them. For instance, if your event will be taking place both indoors and outdoors – wet weather may result in more attendees needing to fit into a smaller space indoors. Will it be possible to make additional space, for instance by providing tent cover outdoors?

Refer to our ‘Running Activities Safely’ training module while planning your events!

To ensure on campus events are safe, we work closely with the UCL Safety Services and the UCL Security department. UCL Security may need to provide security staff for your event, depending on the nature of the event and potential risks.

If your event will have more than 200 people in attendance in any one space, or you are hosting a high-profile speaker, you may be required to have security staff at your event.

UCL Security must be informed in advance if any non-UCL guests will attend.

The UCL Security department have ultimate approval of all large-scale events on campus, and we are required to provide them with an event plan in advance. The Security team will check your event is compliant with any safety measures outlined in your additional risk assessment.

Events with large numbers of attendees will likely require stewards to help manage the movement of attendees around your event. You should ensure all event stewards have clear roles and responsibilities. Try to make sure your stewards are easily identifiable.

Union staff may attend particularly high-risk events to help support where needed, but the event and stewarding will remain the responsibility of your society.

If you will have a high number of attendees, we recommend writing up a stewarding plan in advance of your event. This should include plans for how attendees will enter and exit spaces and move around the space while your event is ongoing.

Even if you don’t have stewards at your event, it’s important to manage entry, exit and smooth movement of attendees, and ensure fire exits are always kept clear.

Make sure that you only allow people on the ticket holder list into the event. We can give you sales report access for tickets sold through the Students’ Union website, so you can see a list of ticket holders on your phone, or even print off a list.

You should aim to only share the link to your event directly with ticket holders by email, rather than on social media or in any other public place.

Many video conferencing platforms like Zoom allow you to set up waiting rooms, which help prevent those people who don’t have tickets attending your event. If you have your ticket list to hand, you can allow people into your event from the waiting room by checking against your ticket list. This can make your online event more secure as it can prevent ‘Zoom bombing’ or disruption to your event.

Encourage everyone attending to have their names clearly displayed.

If anything happens during your online event, be prepared to remove disruptive attendees at any point, or possibly end your event if necessary.

Our team are here to help you with any support you need in planning and delivering your events – get in touch by emailing su.societies-events@ucl.ac.uk and we’ll put you in touch with the right member of staff. 

If there is an emergency at your event, you may not be able to contact Students’ Union staff immediately, particularly outside of office hours – but there is always help on hand!

• UCL Safety Services – safety@ucl.ac.uk
• UCL Fire Safety – fire@ucl.ac.uk
• Room Bookings – contact via MyServices
• Conferencing – conferences@ucl.ac.uk
• Security – securitysystems@ucl.ac.uk / 020 7679 2108 (24/7)
• Security Manager – Mark West: mb.west@ucl.ac.uk

• Submit any outstanding Payment Request Forms and Purchase Request Forms to us as soon as possible. This helps make sure your financial records are up to date, and you’re ready to run your next activity.
• Ask your attendees for feedback. Is there anything you could have done differently, or do you have any positive feedback you can share?
• Respond proactively to any issues that arose – if you need any support, or if you just want to chat about your event for ideas to improve it next time – book a meeting with a member of our team and we’d love to chat to you!
• Think ahead – what event or activity will you be running next, and how can you make it better based on your experience?

Did you receive some particularly great feedback following your event? You can share it as a testimonial, either when promoting your next event, or on social media to celebrate your successes.

If you took photos or videos at your event, share these online! You’ll increase engagement with your club or society and build your online profile, which might result in more students getting involved in your activities.

Share your success story with us – we can share your social media posts, or even add content to our newsletters (e.g. the TeamUCL newsletter).

Ask any external partners or stakeholders for their feedback. If your external speaker had a great time working with you, you can let future potential external speakers know about it! It might just help you get your next event or activity organised.

And finally, take a moment to reflect on a job well done – you will have created an amazing experience for your fellow students, and gained valuable skills for your career.