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 and trip begins with paperwork. You must submit a trip/event proposal form at least 4 weeks prior to your event!
The following buttons will link you to the paperwork you need to complete in order to host a society event or trip.
Event/Trip/Ball Proposal form
Fill out the above form if the activity will have/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)
Risk assessment
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 trip, you need to let us know!
The process for your society:
- Complete the Event/Trip/Ball Proposal form above
- 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 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
External Guest Speaker Form
Guest speaker forms must be submitted if you are bringing anyone external to the University or Students' Union to your society activity.
Guest speaker form
Apply for one-off SU funding
For any society events or trips that are not part of your regular activity, you may be eligible to apply for funding. Please note our funding operates on a 50% matched basis, so ensure you read the funding guidance to check your activity is eligible.
Funding request
For more guidance on planning a society event or trip:
Events
Hallam University Event Guidance
Hallam University Event Form
Hallam University Catering Options
Society taster sessions
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
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.
Looking for native?
All society events should be ticketed and advertised through our 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