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Events

 

Parties

 

When choosing a venue for your event bear in mind that not all your members will attend and your ability to attract non-members will depend on the timeing of your event and what other events are going on that week.  Try and start selling tickets at least one week in advance of the event.

 

 

Events on Union premises (the Quad or the Underground) must be booked via the Entertainments Manager (see Registered Societies – Room Booking Procedure) The Quad and the Underground have up to date sound and lighting equipment.  The Quad can accommodate up to 530 people and the Underground up to 290.

 

 

Useful Contacts:

Nick Pauro (Ents. Manager) – for general advice, help in setting up your event, DJ’s, equipment etc.,

Alice Kington (Societies Manager) – for payment of expenses

Jim Fagan or Paul Harman (Bar Managers) – for bar arrangements

Patience Ohaburio (Café Manager) - for catering arrangements

 

Hiring a large outside venue will be expensive and you need to be able to cover your costs with adequate ticket sales.  Consider hosting a joint event or advertising in other colleges to boost numbers attending.

 

 

You may be able to hire a venue free of charge if you can guarantee a particular amount in bar sales.  It is recommended that you do not sign contracts or hire clubs on the basis of minimum takings behind the bar as your society may have to make up the shortfall if the requirement is not met and even if a realistic bar take is set you have no way of verifying whether it was met or not.

 

 

For advice on club hire, contracts and advertising contact the Ents. Manager, su.ents@lse.ac.uk.

 

When budgeting for an event use the following example as a guide:

Total cost of event                                                    £300

Number of people expected (60% of total members)      60 

Therefore – ticket price to be charged - £300/60 =         £5 + 17.5% VAT

The ticket price may be reduced if you are able to use your society funds to subsidise the event but remember that the maximum subsidy for social events is £5 per member attending and you should allow some leeway, as the turnout may be lower than expected. You should always charge non-members more than members.  (See the Finance Pack for further information.)

 

Careers Events

 

If you intend to hold careers fairs, company presentations, internship/work experience talks or skills workshops check the Careers Service website (www.lse.ac.uk/depts/careers/pip.shtml) before arranging dates in order to avoid clashes.  Inform the Careers Service of the dates of any such events you are planning, as they may be able to help with organisation and publicity.   If you are interested in trying to get specific companies to come in to do presentations for your society the Careers Service may be able to put you in touch with the relevant people. 

 

Sports Events

 

Any societies who wish to organise football matches for their society, whether it be for inter society games, inter-collegiate games or just amongst the society itself should contact Jarlath O’Hara, the Sports Administrator at j.o’hara@lse.ac.uk to book pitches at Berrylands, the School’s sports ground.  This service is completely free for societies and has the added advantage of increasing the use of an under utilized school facility.   The Union will not reimburse pitch hire costs to societies who book pitches for society football matches elsewhere.  Any societies interested in organising any other sporting activities should also contact the Sports Administrator, as he may be able to help.

 

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