Events & Trips

Planning an event or activity? Use this page to submit your proposal, understand submission deadlines and ensure you’re meeting safety and approval requirements.

Activity proposal form

Do I Need an Activity Proposal?

When Do I Need to Submit a Proposal?

For any activity taking place in London and outside of your Core Risk Assessment, you must submit:

An Event Proposal Form
A Risk Assessment

You may also need:

An Event & Trip Budget (if event costs are £500+)
Booking request forms, maps, or other documentation (see ‘Additional Steps’)

Events That Require a Proposal:

Large Event (100+ Attendees)
Outdoor Event
Film Screening
Event with External Speaker or Attendees
Event with External Suppliers or Coaches
Conference
Dinner / Ball
Organised Sports Event / Competition
Organised Performance / Show

No Proposal Required For:

Core Activity
Members-Only Meeting
Movie Night
Small Social on Campus

Tip: Not sure? Check your activity against your Core Risk Assessment or ask your Management Group.

Submission Timeframes

Please submit your event proposals by the deadlines below. Late submissions are automatically rejected.

Large Event (100+ attendees)

2 months

External Speaker Event

6 weeks

Union Venues Event

1 month

All Other Activities

3 weeks

Submit early to allow time for feedback and approval before spending any money or making bookings.

Additional Steps

Need Extra Help or More Forms?

Some events may require additional documents like contracts or annotated maps.

Check the Committee Hub Knowledge Base for guidance on:

Using Union Venues
External speaker forms
Coach bookings
Catering / food safety
Map submissions

Accident Reporting

Accident or Incident During an Event?

If someone has been injured or involved in an incident during your activity, you must report it.

Click here to access the updated Accident Reporting guidance

Ensure you're also familiar with updated Core Stream incident procedures.