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.
1. Event/Trip/Ball Proposal form
Fill out the above form if the activity is or has:
- A guest speaker external to the University
- 50+ attendees
- A need for a lecture theatre
- A need for the Void
- A need for a space in the HUBs
- Potential risk of physical, psychological or emotional harm to society members
- Outside of Sheffield
- Making or serving food
2. Risk assessment
3. Guest speaker form
4. Funding request
5. Trip registration form
The trip registration form must be completed and submitted to activitiesadmin@shu.ac.uk for all society trips, both in the UK and abroad, at least one week before your departure date.
You must submit a proposal form and risk assessment for every trip and event you host as a society.
Guest speaker forms must be submitted if you are bringing anyone external to the University or Students' Union to your society activity.
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.
For more details on how to plan a society event or trip, check out the following resources:
Events
UK trips
Trips abroad
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 lecture theatres, or spaces at the Students' Union's HUBS building, please contact us at activitiesadmin@shu.ac.uk.
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.
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