Events

For any activity in London outside of your Core Risk Assessment, you need: 

• Event Proposal Form

• Risk Assessment

Some events may need:

• An Event & Trip Budget on eActivities (£500+)
• Additional booking request forms, annotated maps, contracts or H&S documentation. Please see the 'Additional Steps' section to find out if your event needs this.

Please adhere to the timeframes below; any submissions for events which are too short notice will be automatically rejected by our system.  

Submit your forms and risk assessments as early as possible to allow time for feedback and financial processing. Do not finalise any event plans or expenditures until receiving final feedback from the Union. 

You are now able to submit your proposals for events planned to take place in Term One (01/11/24 - 05/01/25). Please complete this form and attach a risk assessment for review.

• You will need to complete the Term One events proposal form on this page to request ICUnion Venues spaces in Term One (01/11/24 - 05/01/25). Your booking request will be reviewed alongside your proposal.
• NEW process and booking form coming soon for events after Term One.

• For stall bookings throughout the year, please use the Stall Proposal & Booking Form via your student dashboard on SUMS.
• Please allow a minimum of 3weeks notice ahead of the earliest requested date.
• You do not need to submit a separate room booking for these. 
• Please attach a risk assessment if you have any activity at your stall or are selling items or providing food.
• The spaces available for stalls are the SAF Foyer & Concourse and Sherfield Concourse Lv1&2.
• The Union will check availability for you however, the space may be out of use if other large events or exams are being hosted in the building at the time.

• Please complete the Internal Events Booking Request form by the deadlines advertised below:
  • Term 1 Events: 8th September DEADLINE PASSED
  • Term 2 Events: 6th December
  • Term 3 Events: 14th March

• Complete this on your SUMS student dashboard first and, if you receive a provisional booking confirmation, you will be asked to submit an Events Proposal Form as usual.
• You will have been emailed a College booking form which is a paper form provided by the Internal Events Team at the College.
• This should be attached to the Proposal to be signed by the Fire Office, security and by the Union.
• A member of the Activities Team will sign the form once the event has been approved and no earlier.
• Some relevant College staff will also review your risk assessment to confirm it is sufficient for use for the space and activity.
• If you are having AV provided by an external company please add a RAMS specific to the Great Hall including a map of the Great Hall, proof of their Public Liability, if you will have haze, the external provider will need to submit a 'Permit to work' and complete the external contractor College induction.  

• If you would like to host a CSP event outdoors on campus, we have a booking request form for the use of Queens Lawn, Dangoor Plaza & Princes Gardens. This is the same form as for 'Internal Events' spaces (see above process and deadlines).
• You will need to attach an annotated map of your event area and set-up to your event proposal:
  • Princes Gardens map & Dangoor Plaza map.

Please note there are a few restrictions to the outdoor space bookings.

1. No Alcohol except through College catering & signed off through proposal process.
2. No use of generators.
3. No food, unless it’s via the College catering booking, or shop bought pre-packaged.
4. No temporary structures.
5. External guests will need to be via invite only and with a 2:1 ratio of 2 Imperial student :1 External guests.
6. Bookable spaces are only Princes Gardens and Dangoor Plaza (Queens Lawn).
7. Booking requests to be submitted by the termly advertised deadlines.
8. Event proposals to be submitted no less than 2months in advance.
9. Events dates to take place during term time.
10. Events may be rejected if the event quota for this type of booking is reached- this is dependent on team capacity.

• It is at the discretion of various College teams with responsibility for the spaces to sign off on activity that is able to take place there; feedback may include a change in the event plan if it is deemed necessary.

• If you have a contract associated with your event (e.g. for an external hire), please submit these through the External Contracts Form via your student dashboard on SUMS.
• Please allow a minimum of 1 month submission time ahead of the deadline for signing or submit in line with the published deadline for your event type, whichever is longer. 
• Your contracts will only be signed upon associated event approval. 
• Students must not sign contracts themselves under any circumstances!

• A satellite form to the Event Proposal is the Activity Notification & Permit Request Form.
• The purpose of this form is to notify the Union of any service provision groups may be doing where this is not connected to an event or they are not the primary organiser.
• This means we are able to be aware of high risk activity, tech provision and services being provided by CSPs and give an oppourtunity for this activity to be attached to a risk assessment where it may not be covered by a Core Risk Assessment.
• This can also be submitted if CSPs require a permit to work as the College system is for the use of staff and external contractors.
• A submission should be made at least 3weeks and advance of the date of activity to allow any review, escalation and submission of PTWs to be undertaken by Union staff if necessary.
• Please include a specific breakdown of work being undertaken and ensure your risk assessment is task specific.
• Groups will be contacted upon the outcome of any permit requests.
• If you have any questions about this form, please contact activities@imperial.ac.uk