Events, Trip and Ball Proposal Form
It is important that you follow the correct process for hosting society activities and meet the specified deadlines for us to be able to support your event.
Every society event, trip and ball begins with paperwork. You must submit a Events/Trips/Society Ball Proposal Form at least 4 weeks prior to your activity date. For trips abroad, this must be 8 weeks prior.
Fill out the below form if the activity will have or be:
- A guest speaker external to the University
- 50+ attendees
- A need for a space that does not list on Resource Booker including the HUBS, the Void or a lecture theatre
- Potential risk of physical, psychological or emotional harm to society members
- Outside of Sheffield
- Making or serving food
- Submitting a Purchase Order to pay external suppliers (excluding recurring or regular payments such as instructors)
Event/Trip/Ball Proposal form
Risk assessment
Planning an event
A society event is anything that falls outside of your regular activity or meets the above criteria.
The process for your society:
- Complete the Event/Trip/Ball Proposal form above 4 weeks in advance.
- If you plan on having anyone external to the University or SU speak at your event, you must complete a Guest Speaker Form. This must be completed 4 weeks in advance.
- The Societies Team will then be in touch to approve or reject the event and advise on next steps. Until approval is given, no payments or bookings should be made and tickets should not be advertised. In some circumstances, we will need the society to complete a University Events Form dependent on criteria given by the university.
- Consider applying for SU funding. Check if your activity meets the eligibility criteria.
- Complete a Risk Assessment and send this to activitiesadmin@shu.ac.uk at least one week before your event. The Risk Assessment should include any risks associated with the activity, venue or travel to and from the event.
Guest Speaker Form
HSU Events Guidance
Hallam University Event Guidance
Hallam University Event Form
Hallam University Catering Options
Organising a society trip
A society trip is any activity that is based outside of Sheffield. For example, if your society would like to go to another city for a day, you need to let us know!
The process for your society:
- Complete the Event/Trip/Ball Proposal form above. If this is a trip in the UK, it must be submitted 4 weeks in advance. If this trip is abroad/out of the UK, it must be submitted 8 weeks before. Make sure to include detail around transport and routes.
- Consider applying for SU funding. Check if your activity meets the eligibility criteria.
- Complete a Risk Assessment and send this to activitiesadmin@shu.ac.uk at least one week before your departure date. In your Risk Assessment, you should always include information about transport, weather conditions and routes (especially for hikes).
- Complete the Trip Registration form which includes emergency contact information for all attendees. This must sent to activitiesadmin@shu.ac.uk at least one week before your departure date.
Trip registration form
UK trips guidance
Trips abroad guidance
Room bookings
Your society's President and Secretary will each have access to Resource Booker which allows them to book rooms across City & Collegiate Campus. To book spaces that are not on Resource Booker including lecture theatres and HUBs building spaces, please complete the above Event/Trip/Ball Proposal form.
*Please note that the University opening times are 9am-9pm, Monday to Friday until May 22nd. After this date the rooms will only be bookable until 5pm. If you would like a society booking after this time please contact activitiesadmin@shu.ac.uk to register your interest.
Native - our events platform
All society events should be ticketed and advertised through Native events platform.
All societies have been sent a native invite to their generic society email address. If you've not received this or no longer have access to the email, please let us know at activitiesadmin@shu.ac.uk
Handy tip: You can contact all ticket holders of an event by clicking on the menu on the left-hand side of Native and selecting the 'Notification' tab. From there you can select the event and specific tickets. This will save you tons of time!
Log in to your native dashboard
Society Balls
All societies can host a society ball if they meet our requirements. Before enquiring with the Societies Team, societies must read and complete the below documents:
Society Balls Guidance 2024-25
Excel Tracker
Service Level Agreement
Society Ball Risk Assessment
We recommend the following venues: OEC Sheffield, Kenwood Hall, Tapton Hall, Crowne Plaza
Welcome and Welcome Back
Society taster sessions are held at the start of each academic year, typically during the Welcome period, to showcase what your society offers. They give students, both new and existing, the opportunity to try out your society before buying a membership.
Society taster guidance