Event Proposal Form 20/21

Filling out this form notify's LSESU Staff Team that your student group is planning to run an event or activity. Once we have received your form, we will review your form approve, reject or support the in progress planning of an event or activity. Please provide as much information as possible as the point of submission, your event forms can continually be updated so we suggest for large events submitting early. If you have any issues or questions regarding this form and submitting, please email su.arcstaff@lse.ac.uk

Event info

Society/ Club/ Media Group

The Lead Event Organisers Name
The Lead Event organisers LSE email address


Venues & Bookings


If you are choosing the Students' Union, options for booking rooms will become available. Filling this in does not confirm your booking, the events team will get back to you within 5 working days.
For LSE rooms, once your form is approved, you can use resource booker to book a room.
Please include as much detail as possible including: Venue Name, Venue Address, The Name and Contact information for the contact within the venue, How long you plan to book and a link to their website.


Attendees & Crowd Controls


If your event is open to the public or has over 50 attendees, you should have stewards who crowd control for safety and help evacuate if needed.

If you have not sent the guidelines to your stewards, please head to this link for the guidelines and send the link to your stewards. Once you have done this, please click yes to let us know you have sent it to them.

Please note - You cannot have events open to the public on LSE campus during Michaelmas term 2020 due to COVID-19. Normally Events that are open to the public or non-LSE students and staff are subject to additional regulations, please see more on the LSE Room Bookings Website. You will need to have an Academic Chair present for all speakers, controlled ticketing, stewards at your event and possibly a SU events supervisor.
Members of the public, other university members, sponsors etc. If you do have non-LSE attendees, you will have to have a ticketed system as you will need to provide a list of names to LSE security.
For example (members/public): 50:50 or 25:75. If your event is predominantly for non-LSE students, the committee should have a really good reason as to why they are delivering this event.

Including senior government officials and political representatives, celebrities, famous people or people in the current public eye NOT speakers.



If yes, please ensure you comply with laws regarding gender segration. For further guidance please head to: http://bit.ly/Genderseg

Specialised Events


Please ensure you provide the speakers full name and in their profile you may include things like, role, company they work for, political party/stance, anything of concern and a small biography of their work

If Yes, you will need find an academic chair for your event. We suggest asking an academic interested in your topic. For more information on Academic Chairs, visit the Committee Hub
Please note, your event will not be confirmed until we have the name of your academic chair if one is needed.

If you have not, please follow this link to the chair notes and send the information onto your academic chair, and then click yes to agree you have completed the action.



These issues include: heckling, protest, disruption, risk of physical security, intrusive/ inappropriate press interest, targeted by fixated persons or their appearance engenders crowd hostility/ over-enthusiasm.
Please fill this in if the speaker has a fear of any physical risks to their person.
If none, please just say none.

If no, please head to this link and pass the information on to the speakers. Click Here.
We will need all topics / a full schedule / Itinerary before an event form can be approved.


This needs to be a full list before your event is confirmed. This can include any external organisations involved in your event: speakers, panels, content, sponsorship, etc



Please note: there are a large number of laws and requirements regarding screenings. You can screen for educational purposes or instruction with out a license. If screening for recreational purposes, you need to acquire a license.For guidance before moving forward please here to here: http://bit.ly/Eventsupport

If no, please stop and email your coordinator before moving forward to arrange purchasing the appropriate licensing. For further guidance head to:






Ticketing, Advertising & Press


Please note, if you are not using lsesu.com for your Ticketing & Registration, You will need approval from the Societies Team and we will need the log in details for the platform.

If yes, we will ask further questions so we can create tickets for you on your lsesu.com group page, under the event. Please bear in mind, you need to create an event on your lsesu.com once your event is approved. It is against policy for you to use any other ticketing system than the lsesu.com ticketing system. If you need further guidance, please contact su.arcstaff@lse.ac.uk.
. (i.e. event name, date, time, place, number of tickets to be sold, price, deadline for buying tickets)


.

Catering



. If no, please ensure you collect this information before providing food and make allergen posters clear.

. Please see further information on booking catering here, Please note that the Societies Team must place all orders for your LSE and LSESU catering, so please email what it is you would want and we will add this to your form and book it.

. If no, you will not be able to provide your own food at your event.


Event Finances



.

Please attach at the bottom of the form. The budget template can be found on the finance section of committee hubs.

Equality, Diversity & Inclusion



More information about Equality Impact Assessments can be found online. We advise online completing an EIA for events that are classed as large or flagship.

Risk Management



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