Running Events
The best part of running a society is planning exciting events and activities to bring your members together and have fun, learn something new, do something different or simply enjoy a social.
To start planning your event, complete the Activities Planning Form. Once that’s done, Your Societies team will be in touch to discuss your requirements.
- Submit event idea to Your SU including all details of planned guests and food.
- Create a budget (using the budget template on the Committee Hub)
- Apply for a grant if the society needs help with costs.
Once event confirmed...
- Publish event on the website with tickets and start advertising!
- Order everything needed for the event. Make sure to keep receipts!
- The SU can place orders for you, as well as paying invoices directly from your society accounts (2 weeks’ notice required - please check that delivery times will be sufficient).
- Don’t forget to complete your risk assessment!
These are reccomended timescales but we would encourage you to start planning as soon as possible to ensure the best chance of success with your activites and events! You can also use the Event Planning tool in Resources to help you.
For events with more costs/paid tickets involved such as balls, tickets should go on sale before any payments are made to the venue etc. This is to ensure that there is sufficient interest for the event and bookings can be upheld.
Use the form below or click here to open in a new window.
Important info
All external visitors to campus must be approved by the University who require at least 6 weeks' notice.
Email details of your external speaker/guest/performer to yoursocieties@sunderland.ac.uk including their name, role and what role they will play in the event.
Activities outside Sunderland and/or overnight trips require a Trip Pack and Participant List - this can be gathered through sign-ups on your webpage.
Contact yoursocieties@sunderland.ac.uk and we can set this up for you. Your Society will receive an up-to-date copy of the Incident Report Form for activities and events taking place out of hours.
Any food served on campus should have allergens clearly displayed.
Students cannot serve their own food unless they have an up-to-date food hygiene certificate.
View the Food Safety Guidelines under Resources.
Any film screenings on campus must be licenced under a STSL licence which costs approximately £150 per film. You can choose from a wide variety of films.
Once your screening is licensed you can stream or show the film in any (legal!) format. Please contact yoursocieties@sunderland.ac.uk to arrange this through the Students' Union.
You cannot charge for film screenings under this licence, but you can hold them for free for your members only then encourage non-members to purchase a membership to be able to attend.
Risk Assessments
Risk assessments are a requirement for society activities and are designed to cover the risks and mitigations attached to them.
All committee members are responsible for ensuring society activities are carried out in line with your risk assessment. If you need any support with filling out your master risk assessment, please contact yoursocieties@sunderland.ac.uk
Separate Risk Assessments must be carried out for:
- Trips outside Sunderland
- One-off activities and events not covered by your master risk assessment
- Large scale events (e.g. ball, celebration OR any activity/event with a 50+ capacity)
