Events & Trips
Do I Need an Activity Proposal?
For any activity taking place in London and outside of your Core Risk Assessment, you must submit:
- An Activity Proposal Form
- A Risk Assessment
You may also need:
- An Activity & Trip Budget (if event costs are £500+)
- Booking request forms, maps, or other documentation (see ‘Additional Steps’)
Activities That Require a Proposal (This list is not exhaustive):
- 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
Tip: Not sure? Check your activity against your Core Risk Assessment or ask your Management Group.
Submission Timeframes
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.
Need extra help?
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
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.