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Events & Trips

Planning an event or trip? 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?

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.

If you are looking to book one of the Union venues (Metric, Union Bar or Reynolds), please fill out THIS FORM instead. If your event includes one or more of the below elements, please still submit an Activity Proposal form:

  • Guest speakers
  • Use of non-ICU bar venues
  • Part of a larger college-wide event
  • 24-hour events
  • Alumni or external guests (e.g. inter-university collaborations)
  • Event sponsorship

Submission Timeframes

Please submit your event proposals by the deadlines below.
Large Event (100+ attendees)2 months
External Speaker Event6 weeks
Union Venues Event1 month
All Other Activities3 weeks

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

October Activity - by 5 September, 2025

To ensure you can run a range of activities to go ahead during the Welcome period, any activity taking place in October, regardless of activity type, will need to be proposed via the Activity Proposal form by Friday, 5 September.

After this deadline, we will not be accepting any more proposals for October events.

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

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.