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

Name of event *

Name of group *Society/ Club/ Media Group

What is your group?
Club Society Society Sub-Committee / Venture

Responsible person name *The Lead Event Organisers Name

Responsible person email address *The Lead Event organisers LSE email address

Planned Event date(s) and time(s) *

Is your event a Digital or In-Person Event? *
Digital In-Person

Please tell us what platform, service or system you are using to deliver your digital event *

What type of event are you running? *
Panel / Speaker event (One off Event)Lecture Series (A series of Panel / Speaker Events)ConferenceGive it a GoGroup Meetings or GatheringsNetworking / Careers WorkshopSocial Event / PartyGroup RehearsalFilm or Show ScreeningLive Performance - Theatre, Musical, Showcase, Talent, Dancing, Acting, Music ConcertTrip inside M25ExhibitionSporting Event - (Tournament, Competition)Other

Key overview of event *

Venues & Bookings

Where are you planning on the event taking place? *
In the Students’ Union (Saw Swee Hock Student Center) Within an LSE room In an external venue 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 provide us with the details of the external venue *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.

Do you have any contracts, i.e. an external venue contract, associated with the event? *
Yes No Potentially

If Yes, please attach a copy of all contracts at the bottom of this event form. *
I have attached them below I have not attached the contracts

Attendees & Crowd Controls

Approximate number of attendees *

Have you arranged stewards for your event? *
Yes No Not necessary for this event 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.

As you have not organised stewards, can you please tell us how you intend to crowd control your attendees, manage the health and safety of the event and ensure you do not exceed capacity. *

Please provide us with a list of the names and email addresses of the stewards for your event *

Can you confirm you have sent the stewards a copy of the steward guidelines *
Yes No 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.

Will the event have attendees that are non-LSE Students or members of the public? *
Yes No 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.

If yes to above, who are these likely to be? *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.

What will the attendee ratio be? (Members/public) *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.

Please provide a reason as to why you feel you need public members there for the event to go forward *

Have you invited any external high profile attendees (not speakers)? *
Yes No Including senior government officials and political representatives, celebrities, famous people or people in the current public eye NOT speakers.

Please provide details on the high profile attendee(s) *

Are they bringing their own security? *
Yes No

If yes, please tell us about thier planned security arrangements in detail. Including: the number of security personelle, the company providing security, the contact information of the security company. *

Is the event likely to attract participants sufficiently opposed to each other's views that may cause a conflict, protest or disruption? *
Yes No

Will there be assigned seating arranged for this event? *
Yes No If yes, please ensure you comply with laws regarding gender segration. For further guidance please head to: http://bit.ly/Genderseg

Specialised Events

Have you invited anyone to speak or present at this event? *
Yes No

Please provide us with the full names of the speakers you plan to/have invited and a small profile about them. *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 your event is open to non-LSE members or contains controversial or contentious material, you are required to have an academic chair. Does your event need a chair? *
Yes No 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 provide us with the name and some details about your academic chair *Please note, your event will not be confirmed until we have the name of your academic chair if one is needed.

Have you sent your academic chair the Chairing Guidelines? *
Yes No 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.

Will the speaker(s) be accompanied by an external security detail? *
Yes No

If yes, please tell us about thier planned security arrangements in detail. Including: the number of security personelle, the company providing security, the contact information of the security company, and why they need security. *

Do they need an advance visit to the venue?
Yes No

Has the speaker encountered any problems before with similar types of events at other universities or institutions or fear any risk during this visit? *
Yes No 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 provide full details of incidents or risks *

Please provide details on where the speaker will arrive and depart from campus and which routes they will use to reach the venue.Please fill this in if the speaker has a fear of any physical risks to their person.

Please provide any details the speaker(s) requires for special arrangements during their visit *If none, please just say none.

Have you sent all speakers LSE's Code of Practice on Free Speech?
Yes No If no, please head to this link and pass the information on to the speakers. Click Here.

What is the topic(s) of discussion at your event? *We will need all topics / a full schedule / Itinerary before an event form can be approved.

Does the topic/s being discussed have the potential to cause alarm or distress among other members of the LSE community or the public? *
Yes No

Please provide details of which individuals or collectives may be impacted by this event and why? *

Are you collaborating with, working with or being sponsored by any external organisations to deliver your event? *
Yes No

Please provide us with a list of the companies that you are collaborating with on your event *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

Does your event involve an external organisation discussing careers, recruitment or marketing for their Company? *
Yes No

Have you spoken to LSE Careers about your event which involves careers based activity? *
Yes No

Are you planning on screening any films, documentaries or programmes? *
Yes No 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

Please provide us with the name of the content you are planning to screen and the copyright owners name *

Is the screening for purely educational purposes *
Yes No If no, please stop and email your coordinator before moving forward to arrange purchasing the appropriate licensing. For further guidance head to:

If yes, please provide us with justifications as to why you feel this screening is truly for educational purposes *

Are you working with children, Schools, under 18s or vulnerable adults? *
Yes No

If working with schools, please provide us with details of the school and your contacts *

Have you liaised with the LSE Widening Participation Team on your event? *
Yes No

Can you please tell us at what level you are going to be working with Under 18s? *
On a 1:1 / Individual Level As a group of under 18s

If you are working with children on a 1:1 level, you are required to have a personal DBS, can you please provide us with this number *

If you are working with a group of children, you are required to have someone present with a valid DBS certificate. Can you please provide us with their name and DBS certificate number. *

If yes to above, have you completed the safeguarding training on the LSESU website? *
YesNo

Does your live performance require you to purchase a license to be able to perform? *
Yes No Not sure

Have you purchased the licensing to be able to deliver your live performance? *
Yes Not Yet

Please provide details on the licensing purchase and attach a copy of the paid for agreement below. *

Ticketing, Advertising & Press

How are you managing attendee registration & entry? *
First come first served Pre-registration Ticketed Other

Please tell us the name of the platform you wish to use to sell your tickets / use for participant registration *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.

Are you charging people to attend your event? *
Yes No 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.

Please provide us with information to put your ticket(s) on your lsesu.com event. (i.e. event name, date, time, place, number of tickets to be sold, price, deadline for buying tickets)

Do you plan on selling tickets at the event entrance? *
Yes No

Please provide links to any websites/ social media sites where you plan on promoting your event.

Will you be inviting, or will the event attract a press and media presence?
Yes No

Please provide details on what press/ media you have invited *.

Will you be arranging a professional photographer to capture images of your event?
Yes No

Catering

Will there be food or refreshments at your event? *
Yes No

Have attendees dietary and allergy requirements been taken into account? *
Yes No . If no, please ensure you collect this information before providing food and make allergen posters clear.

Who do you plan to deliver your catering? *
LSESU Catering LSE Catering Society Providing Food External Catering Company . 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.

Have you read LSESU Health & Hygiene guidance for preparation and handling of food at events? *
Yes No . If no, you will not be able to provide your own food at your event.

Will you be providing alcohol at your event? *
Yes No

Is this event restricted to participants over the age of 18? *
Yes

Event Finances

Is this event funded by the Student's Union fund? *
Fully Funded Partially Funded Not Funded by the SUF

Are there any costs associated with this event? *
Yes No

Total amount that the event is costing? *

GBP

.

If the event costs above £500, please complete a template budget and attach. Have you attached the budget at the bottom? *
Yes Please attach at the bottom of the form. The budget template can be found on the finance section of committee hubs.

Equality, Diversity & Inclusion

Have you considered Equality, Diversity and Inclusion as part of your event planning? *
Yes No

If yes, please tell us how you have considered this and what steps you are taking to make your event inclusive and accessible. *

Do you think your event needs an Equality Impact Assessment? *
Yes No 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

All events need to have a risk assessment, please download this form (from http://bit.ly/2cVxoIA) and complete a risk assessment, and upload it to your form. Have you uploaded your risk assessment below? *
Yes

Do you have any concerns about the nature of the event creating a high risk of: being targeted by violent extremist individuals/ organisations or creating a potential that individuals not attending the event may protest, disrupt or demonstrate outside?
Yes No

If yes, please provide information. *.

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