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Events

Guide: Plan Your Event

Plan Ahead!

Each club needs to run a minimum of two events per semester in order to be eligible for re-registration for the following year

At least 2 weeks notice from the event date is required for no-fund and micro events, 4 weeks for general events and 12 weeks for major events.

→ Start planning at the start of the year and make a Club Event Calendar

Booking & Quotes

Ensure that you have the event venue booked or quotation of the venue hire. You can book on-campus spaces for events through

Resource Booker⁠

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If an event happens on-campus, you will need to book security via an

Event Support Request (ESR)⁠

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Extra services for large events such as DJ, photography, sounds & lighting will also needed to be booked and quoted

Include your event budget breakdown in the provided Excel sheet.

If you plan to purchase certain items, a tax invoice is required. If the item is available online, you will need so send over a screenshot of the item as proof in the budget sheet.

Submit an Event Notification

Create a new event

On UniOne, go to Content → Event → New

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Fill in the ENF

Main

Fill in the required information, then on the top right click Save

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Date

Fill in your Event schedule type, Event start and end date, and time

If the event only happens in one day, choose the same date for start and end

If your event is a recurring, e.g. weekly game nights, choose Recurring events under Event schedule type (it’s a drop-down tab)

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Choose the start and end time

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Attendance tracking

Location

Fill in the information accordingly

For on-campus events:

Book your space through

Resource Booker⁠

Book security via an

Event Support Request (ESR)⁠

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For off-campus events:

Upload your venue booking confirmation

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Travel

Only required if your event include travelling

Fill in the information accordingly

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Event Fields

Choose Joint event if you are doing a collaboration with other club(s)

Choose Yes if you will be providing tickets for the event

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Health and Safety

Provide emergency contact and upload your risk assessment

Depends on the event, you might be required to provide details of your First Aider and Event Checklist

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Funding

Fill in all the required information

Upload your quote, invoice or budget sheet

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Licensing

If you are serving alcohol and/or screening a film or other copyrighted content, choose Yes

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Notes

Choose New to add any additional notes that you believe the Clubs and Sport Officer should know regarding your event

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Submit the ENF

Once done, click Save on the top right of right of the screen

Receive an Outcome

Clubs will get in touch with an event outcome via email. Payments will be organised and confirmed at this time

The expected turnaround time (in weeks) is as following:

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Promote your club event

All approved club events will automatically appear on the Student Life Portal. You can now start to promote your events to your members!

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