Our Groups run a number of events, socials and activities throughout the year. To run certain events we require you to fill in an Event Planner which will help you to think about all the different aspects of your event including finances, contracts, venue/space booking and risk assessments. It also gives the SU more information on what you are doing which allows us to support you and will help you to ensure you put on the best event for your members.
Do I need to submit an Event Planner?
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The following events DO NOT require an event planner
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ON CAMPUS
For your society’s core activity
Society Meeting
Small fundraisers for your group
SU Socials (PLUG and TUB)
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OFF CAMPUS
Bar Tour (no tickets)
Pub/Club Social (no tickets)
Meal (no tickets)
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The following event DO require an event planner
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OFF CAMPUS
Costs over £2,000
For over 200 guests
Venue Hire (with contract)
Bar Tour (with tickets)
Overseas Trip
Pub/Club Social (with tickets)
Meal (with tickets)
Charity/ fundraisers / bake sales
External Speakers
Conference
Coach Trips (exclu Sports teams - refer to your Area)
Competitions (exclu Sports teams - refer to your Area)
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ON CAMPUS
Costs over £2,000
For over 200 guests
External Speaker
Selling Tickets (Online Product)
BBQ
Show/Performance
Conference
Charity/ fundraising/ bake sales
Food event—Pizza etc
Film viewing
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Any event that requires an online product MUST have an event planner, except if you are selling hoodies/ t-shirts/merchandise for your group, the online product form needs to be sent to your area.
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Event Planner Timeline
| Activity or Event |
When to submit Event Planner |
| On campus activity or event |
3 weeks in advance |
| On and off campus shows |
4 weeks in advance |
| Cakes / BBQ's |
3 weeks in advance
(including Food/BBQ health & Safety form) |
| Off campus activity or event (no contract) |
3 weeks in advance |
| Off campus activity or event (contract) |
6 weeks in advance |
| External speakers (online or in-person) Read more here |
At least 4 weeks in advance
(including external speakers form) |
| Overseas trip (For societies and sport, please call into the Activities office before booking, all other groups call into their area office) |
At least 6-8 weeks in advance
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Sport events over £2000.00
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At least 8 weeks in advance |
Event Planner
If you're unsure whether you require the event planner, please contact susocieties@bath.ac.uk
To access the Event Planner, you will need to be on campus or acessing via a VPN. You will also need to create an account (not single sign on).
Launch Event Planner
Additional Information