Events

Generally, the sooner things can be planned, the better. It's far easier to modify an approved event than it is to create a new event from scratch, so it's always worth submitting things like risk assessments, budget notifications and catering forms to the guild as soon as physically possible even if some details aren't finalised yet rather than waiting until details are confirmed but it's now too late to submit things.

The pre-prepared risk assessments (PPRAs) designed by the Guild are very broad, so most of our events can fall under these - saving us the effort of re-writing new risk assessments though check the individual event pages above for where this is not the case.

All events, no matter how basic they seem need to be submitted via the Activities Dashboard.

The School of Computer Science has been incredibly helpful in supporting events and it's essential to work well with them to succeed.

The biggest part of this is any event involving us giving out alcohol that take place in the school, we have to have a member of staff present. Unfortunately, the school is of the opinion that student staff do not count as real staff, so reach out to early to make sure you can find someone who's free. This typically ends up being our primary contact.

The guild runs annual and termly room booking services, but these are typically only for recurring events, so we don't usually use these.

One-off room bookings are done via Matrix, login details for which are in the vault warden and the process for which is reasonably self explanatory. Rooms in the Guild are in high demand, so if you think you might need a room in the Guild make sure to sort it as early as possible, otherwise there's a good chance someone else will book it first, especially in high demand periods.

Historically student staff at the uni (TAs, Ambassadors, etc…) had access to the room booking system which meant we could just book whatever we wanted. Unfortunately since then the university has acquired some tiny semblance of competence and that access has since been removed, meaning any uni rooms we need to book need to be done via the school contact.