The societies toolbox is where you can complete the Society Leaders Training and you'll also find all the useful forms and documents you'll need when planning Society activities.

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End of year Ball and Events Guidance

It’s come to our attention that events are be planned earlier than usual this year, and venues may be reaching out to you directly with deals. If you are thinking of organising an end of year ball we have some guidance for you, along with some rules that must be followed.

To ensure that everything is done correctly and to avoid any potential issues, please be aware of the following key points:

Under no circumstances should any society member or leader sign a contract with a venue. Only the Students’ Union can sign contracts, and this will only happen after we have reviewed the contract and are satisfied with its terms.

If you are considering a ball or end of year party please reply to this email. Let us know what society or community you are part of. We may be able to negotiate you a better deal acting as the Students’ Union than you could as an individual Society or Community.

If you’re planning a ball or end of year party arrange an event date, as well as a contract signing date with the venue. Set your contracting signing date so you can sell enough tickets beforehand to at least cover the deposit. Preferably all events costs will be covered by ticket sales before a contract is signed. Once these dates have been agreed with the venue, the Students' Union will review and sign the contract.

All ticket sales must be carried out via the Students’ Union website. Contact the Community Organising team for support setting this up.

Please be conservative about the number of tickets you think you will sell. Hotel and other venue cancellation policies can be very strict. It’s much easier to add additional people if needed later.

If your society fails to sell enough tickets after a contract is signed, the society will be liable for the payment. This will come from your societies deposit account. If the society's account does not have sufficient funds, the society will have a negative balance and an action plan for the society will need to be put in place.

Please ensure that all members of your society are aware of these guidelines. If you have any questions or require further clarification, please do not hesitate to contact us.

Student Activities Booking Form

Student Communities or Societies holding events/activities that require a space booking or require funding from the SU or require a unique risk assessment or include an external speaker will need to complete the Student Activities Booking Form at least 15 working days prior to the date of your event/activity

Student Activities Booking Form

Documentation referred to in the Student Activities Booking Form

Some activities are considered to be part of LBSU's Standard Operating Procedures and do not require a unique risk assessment to be submitted. This document provides a brief overview to help you decide whether you need to submit a unique risk assessment.

Activities requiring a unique risk assessment

The following information sheet will help you to answer the questions when submitting your risk assessment

Risk Assessment Information Sheet

The following checklist will help you to check your electrical equipment for defects

Electrical Equipment Visual User Checklist

The following provides a list of equipment available to use in Students' Union spaces

Equipment Available in SU Spaces

External Speaker Terms & Conditions

Student Community Development Fund Guidelines

Planning a small event

Running a small scale event couldn’t be easier and should be used with the Events Handbook

A small scale event such as a meet up or social in the Hive or Leeds can be completed in 5 steps and just over 3 weeks.

3 weeks before - Book your space – check out the Toolbox to book SU Spaces.
3 weeks before - Complete your Risk Assessment – your event will not be approved without this.
2 weeks before - Promote the Event – As soon as your event is approved by the SU, advertise it for free on the your SU webpage and your social media.
On the Day - Attend your Event – Go and enjoy it!
3 days after - Review the event and plan the next one – A few days after ensure you take time to review what went well and what didn’t so you know where to improve for your next one.

Useful Info

Grant funding is available and can be found on the Society Toolbox under Finance. Applications can take 14 working days to be processed.

The SU website can host tickets for your event and any money made is 100% yours and goes back in your Society Deposit Account! For you to spend on your society.

These timelines are used as a guidance and each event is different meaning more information may be required of you, please allow more time than less to avoid disappointment.

How to post an event on the website

Wondering how to post your upcoming event to the website? It's free so there is no reason not to.

Read

Stock images for your events

The right image can really help your event stand out from the crowd. Here are a few free stock image sites you could use.

Unsplash Pexels Pixabay

External Speaker Agreement Form

External speakers will be required to complete the External Speaker Agreement Form. This must be completed at least 5 working days before the event.

Please note: this is not the External Speaker Request Form which forms part of the Student Activities Booking Form. Please submit your External Speaker Request prior to inviting your speaker to complete the form.

External Speaker Agreement Form

Report an Accident, Incident or Dangerous Occurrence

If you have had any accidents, incidents or injuries that occurred during your event or activity please complete this form and inform us as soon as possible.

Report an incident

Pizza Order Form

If you have an event booked with us you can use this form to order Dominos at a discount!

Pizza Form

Personal Accident Cover

If you are an officially recognised LBSU student group, you and your members are covered by the Union's Personal Accident Cover. Please click on the button to see a summary of what is covered.

If you require the full document please email communityorganising@leedsbeckett.ac.uk

Accident Cover Summary

Student Community Development Fund

The Student Community Development Fund is available to approved student groups to bid for funding for their events, activities and initiatives.

Student Activities Booking Form

Student Community Development Fund Guidelines

Payment Requests

All payments or reimbursements can be made through the Student Groups Finance (SGF) System which can be found on your Student Group Admin Tools. Below is a short video of how to access and use SGF.

Please note you must have the funds available to be reimbursed from either your Deposit or Grant Account.

Accessing and Using SGF

Your Accounts And Understanding Them

You can view your Financial Accounts here

As a Community or Society you have two accounts which are looked after for you by the SU.

Deposit – This account holds money that you have acquired or raised as a student group through activity including membership fees, ticket sales for an event or merchandise sales. This money is unrestricted and can be spent on things that will benefit your members and can also help cover cost of deposits for End of Year parties. Funds in this account roll over year to year.

If you want to understand how much is in your account please email communityorganising@leedsbeckett.ac.uk

All student group funds must be held by the SU. External bank accounts are prohibuted and could result in the closure of your society. Please contact communityorganising@leedsbeckett.ac.uk to arrange transferring funds into your account.

Grant – This account holds money which has been applied for through the Student Community Development Fund. The money in this account can only be spent on what it has been applied for and must be applied for before spending (no retrospective applications). Funds in this account are recouped one month after your event is completed.

Leaders' Basic Training

This is compulsory training which must be completed by all student leaders and society committees.

Please ensure you fill out the completion form at the end and receive a confirmation email otherwise you will not appear on the system.

Start Leaders' Basic Training

Website

Logging in Accessing your dashboard Editing your details Adding news article Adding a free event Viewing your members Messaging your members Uploading and managing resources

Social Media

Are you looking at improving your online engagement and how to reach out to your members through social media? Check out this detailed video about social media platforms and how.

Social Media Tips for Student Communities

Beckett Careers

Watch this detailed talk about how Beckett Careers can help support your Student Community and ensure the work you do doesn’t go unnoticed by future employers.

Watch

Student Group Terms & Conditions

This document outlines the terms & conditions that Community Leaders and Society Committee members must abide by.

Student Group Terms & Conditions

Student Group Code of Conduct

This document outlines the code of conduct expected of members, leaders and committees of student groups.

Student Group Code of Conduct

Complaints

This document outlines the complaints procedure.

Complaints

These handbooks are designed to help you understand the roles and responsibilities and provide support to you and your members. If you have any suggestions for new handbooks or how to improve existing ones please get in touch.

In this section:

Community Toolbox

Useful Info

Running a Successful Freshers Stall

Handover Guidance

Events Planning

Event Ideas

Committee Roles