How to book an event on campus
Running an event on and off campus
For running an event on and off campus make sure to consider the following.
- Event – Is the idea popular/trendy? Is it related to your SGN?
- Venue – What size/capacity do you need, expected attendance, accessibility, and transport links
- Catering – Is it self-catered or is there catering at the venue/provided by the venue?
- Finances – Is it a free or ticketed event, do you have the finances to put on this event?
- Health & Safety – Have you completed a risk assessment? Do you know what to do in event of a fire? What staff are registered first aiders?
Bake Sale Checklist - CLICK HERE
External Speakers
An external speaker is an individual or group who is not part of RGU and is coming onto campus to do a talk/lecture/presentation/workshop.
Under the Government’s Counter Terrorism and Security Act 2015, all academic institutions have a duty of care and stringent legal responsibilities to monitor and vet any external speakers for events on university property, as the legislation places the onus on the institution to ensure hate speech and radicalisation do not take place on campus, with the aim of safeguarding staff and students.
As RGU:Union works closely with RGU on events with external speakers. The legal responsibility for these events and the speakers in attendance so they have final say on any bookings by societies which involve external speakers
RGU:Union also has a legal responsibility to monitor the activities of all societies in regards to this legislation, to ensure the safety and wellbeing of all our members.
Bookings for external speakers should be submitted at least three weeks in advance of the event.
Should you submit a request for an external speaker to be present at your event on campus and this request is subsequently refused by RGU, they should respond outlining their reason for this refusal. Should you wish to dispute this refusal, please in the first instance contact the Activities Co-ordinator, either in person or by email on socieities@rguunion.co.uk, and appropriate advice will be given.
Manangment of Speakers Protocol
Sponsorships
As an SGN you may feel you could benefit from having a sponsorship with the various clubs and bars throughout Aberdeen.
The benefits that this could bring to your respective SGN are;
- Discount on entry, food and drink for respective SGN members.
- Help with fundraisers in the form of using spaces in their venue at a discounted rate or free. Some may donate prizes or money to help your fundraiser.
- Commission scheme, meaning you will receive commission on every paid entry of an affiliated member.
Be mindful that this contract agreement will have conditions that you’ll have to meet, some of those could be;
- To host a certain number of events at the venue you have a contract with
- Asked to promote them via sharing social media posts or upload posts for the venue.
- They might ask that there are your SGN’s ‘sole night vendor’, meaning no other affiliation with any other nightclub.
Before signing and agreeing to a contract please send it to the Activities Co-ordinator as any sponsorship must abide by charity laws. Once approved by the SU you can move forward with the process.