Events Planning

Events Planning

Planning an event, is a brilliant way to bring together your society or club members, as well other students at LSE.  Below contains lots of information that will help you, and lots of information about the support we can give. If you are planning an event or trip, please ensure that have completed the LSESU online training module on Running Events and Trip as this covers the basics of what you need to do.

To make it easier for you, we have split events pages up to help you plan appropriately,  Please refer to the specific area below for your event:

  • Event – This is anything that your group organises within london, on or off campus.
  • Trip – a trip is over night, out of london or the UK. Use our trip page to help you plan!
  • Sheffield Street Stall– To have a stall outside the SU, Use our booking page to help you get started!

Step 1 - Turning your idea, into an event 

As a registered LSESU Club or Society, you must complete an event proposal form for every event you run! It is a legal requirement to have all activities, listed and risk assessed as as well as this our staff can offer you expert advise. Please note failure to complete a form means your rooms on campus will not be booked. To help with this we have broken down the events process into easy steps to help you out. A full map of the events booking process can be found here. 

All Events Forms and Room Booking Requests should be completed 10 working days in advance of your Event, this gives teams enough time to support you to deliver your event to a high standard.

To help you be able to deliver events effectively, members of your committee who are events organisers should have completed the Room Bookings Training, and Planning Events Training on the committee hub. You can access the training here. 

Planning events can take any varying degree of time and energy, for this reason we have created a support framework below to help you plan based on your event;

 

Step 2 - Choose your Event Venue

LSESU Spaces

Available Spaces:
See here for a detailed list of Spaces in the Saw Swee Hock Building

Room Booking Privilages:
To be able to book rooms in the Saw Swee Hock/ Students Union, your committee must have registered and all members have completed thier training. 

How to book a space: 
Once you have decided which space you want to use in the Saw Swee Hock, you must complete an event proposal form in step 3 below and you will get a response within 5 working days.

LSE Spaces

Available Spaces:
See here for a detailed list of some event spaces at LSE

How to get Room Booking Privilages: 
Your committee must have registered then you must follow the steps outlined on the room bookings website here.

How to Book Via Resource Booker:
You book your space using Resource Booker and follow this by completing step three.

Further guidance for holding events on campus can be found at the Society Room Bookings page of the LSE website.

External Spaces

Finding your Venue:
We have pulled together a list of venues used by our groups in the past which may help you plan

Submit your Booking Contract:
If your event requires a contract for its booking, we expect you to complete an events form with it attahed a minimum of 3 months in advance to ensure it can be signed and risk managed. 

 

Step 3 - Submit an Event Proposal Form

For all events you need to complete the following:

Please ensure you have attached all documents in your form. Once submitted, Union Staff will review your forms. 

 

Step 4 - Full Approval

Once your Proposal, Risk Assessment (and Budget if needed) has been reviewed by the Union it will be sent to the relevant team that needs to deal with your request and you will be notified whether it was fully approved, or provisonally approved. 

  • For LSE Rooms, it will be sent to the Room Bookings Team. 
  • For LSESU (Saw Swee Hock) Spaces, it will be sent to the Events Team.
  • For External Spaces, you will be supported by your coordinator or anther member of Union Staff.

Full Approval

Once reviewed, there may be no issues with your form and we will pass it on to the relevant team. You may need to continue with event organisation but there is nothing else you need to do with the Union. If something with your event changes, please let us know.

 

 Provisional Approval

Once reviewed, a member of union staff or LSE staff may let you know the event or room is only provisionally booked. At the same time they will notify you of any further action you may need to take for the booking to be fully approved and confirmed. Further actions may include: Updating your Risk Assessment, Confirming further information, meeting with security, arranging AV or much more. 

Step 5 - Actions, Addtional Services & Event Delivery

As mentioned above, whether fully approved or provisional there may be more steps you need to take to get your event planned. Make sure you take these step as your event may not happen or be of the quality your members expect. You may need to use one of the Additional Services which include:

By giving each team and your group time to book and run the Event you should be fully supported throughout the entire process. This support can include Catering, Security and AV. To help you we have made a handy Events Planning Checklist to help you out, but should you have any queries please don't hesitate to get in touch with us at su.arcstaff@lse.ac.uk should you need to. 

Don't forget to take photos - you can submit your photos here, and may even be featured on this page in the future!