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Run An Event With Us

Run An Event With Us

Learn how to run an event with the University of West London Students’ Union. From small talks to club nights, this step-by-step guide makes it easy for anyone to get started.

Learn how to run an event with the University of West London Students’ Union. From small talks to club nights, this step-by-step guide makes it easy for anyone to get started.

Welcome to the guide to running an event with University of West London Students’ Union. You don’t need to be a society or a sports team to run an event with us! Whether you’re planning a small talk, a social gathering, or a club night, this is how to do it — step by step.

Steps to a successful event

Idea and initial planning

  • What kind of event is it? (Workshop, social, speaker, performance, fundraiser, etc.)
  • Who is it for and how many people do you expect?
  • Who will lead each part of organising it? Make sure roles (booking, risk assessment, promotion, etc.) are assigned if you are organising this with a group.
  • Where do you want this event to happen? Freddie’s? A dance studio? A classroom? Please ensure you manage you expectations with the spaces we have to offer – our spaces get booked up quickly so its important to have back up options just in case your preferred one isn’t free. Spaces such as Lawrence Hall and Weston Hall are spaces managed by UWL are in high demand – these typically require 3-6 months advance bookings.

Book the event with UWLSU

  • Events Booking Form: Complete the form in detail.
  • After submission, you’ll get a response within 5 working days, and a meeting will be scheduled (via Teams or in person) with someone from the events team. If you do not get a response within this time frame, please email: su.events@uwl.ac.uk to follow up.
  • Lead time: Please be conscious that we need time to process and book your event – ideally you should book your event 6 weeks in advance of when you would like it to happen. We sometimes can make exceptions for smaller events but please be aware of time frames.
  • To speed up the process: You can begin filling in the Student Event Guide which will need to be submitted ahead of your event.

Budgeting and costs

  • If you are a society/sports team running an event – you will have a society/team balance which can be used to contribute toward the cost of events. Please speak directly with your specific coordinator to confirm these details.
  • If you are NOT a society/team please submit your event and list all possible costs associated with your event – music/band/dj, decorations, food, etc. The events team will be in contact whether there is SU funding or grants available and what criteria apply.
  • As a society/team you can charge an extra fee for an event – we recommend £2-£5 max to keep things accessible. The money you make from your ticket sales will go back to your society balance.
  • If you are not a society/team you will not be able to charge entry fees – unless you are fundraising for a charity. In this instance, the events team will be in contact on the RAG and donation process.

Health, safety and permissions

  • Every event must have a Risk Assessment filled out - especially if your event involves external speakers, physical activity, food, large crowds, or special facilities.
  • Ensure all permissions are obtained (e.g. fill out form for external speakers, use of University-owned or SU venues).
  • Check policies (for example, food & allergens, health and safety, any SU / University site policies).
  • The events team can support you with completing the risk assessment.

Venue and resources booking

  • Decide where your event will be held: SU venues, University campus spaces, or external locations.
  • Check availability and capacity; ensure the chosen venue meets your needs (accessibility, technical equipment, etc.).
  • If using SU‐managed or University-managed venues, follow the appropriate booking process.

Promote your event

  • Use SU’s channels (social media, email, SU website, posters etc.). Please bare in mind that the SU comms team have a strict social media schedule they follow – if you are promoting an event you can tag @UWLSU on an Instagram story and they will ensure to share things as much as they can.
  • Reminder: DO NOT litter your posters over tables, the floor or furniture on campus – the best way to use posters is to walk around campuses and hand them directly too students. If they are left all over tables and furniture our facilities team will dispose of them.
  • Make sure publicity is done early enough to give people time to plan and book tickets.
  • Ensure accessibility & inclusivity in your marketing (clear signage, considerate of dietary restrictions, physical access, etc.).

Day of the event

  • Check logistics: set up, technical equipment, seating, staffing, signage.
  • If organising with a team make sure your everyone knows their roles and contact points.
  • Be ready for changes or issues: have a backup plan.

After the event

  • Evaluate: What went well? What could be better? Gather feedback from attendees and organisers.
  • Settle finances: receipts, payments, any reimbursements.
  • Report back to SU if required, especially if SU funding or resources were used.
  • Store useful documents (risk assessments, contracts, feedback) for reference next time.

Students queuing to spin a wheel of prizes at an event

Important things to know

Contact & Support

SU’s Events Team is here to help. If you have questions or need guidance at any stage, you can email or arrange to meet for support.

Completeness of Application Matters

The more detail you give in your booking form and other documents (risk assessment, budget, speaker details, etc.), the smoother the process.

Accessibility & Inclusion

Plan for all students to be able to attend and participate fully. This includes ensuring accessible routes, considering sensory issues, dietary needs, etc.

Students posing in front of the camera at a silent disco event

Next steps and how to proceed

  1. Fill in the Events Booking Form.
  2. Wait for your response (within 5 working days), then have your initial meeting with SU to firm up plans.
  3. Use this guide to track your checklist: budget, risk assessment, venue booking, promotion, etc.