Society/Sports Club Events Form

Complete this form to let the Students' Union know about an event you want to run as a society or sports club.

This must be completed for every event your club/society holds either on/off campus.
If you require a room booking on campus, a request needs to be submitted 10 days in advance.
If you are requesting an external speaker on campus, a request needs to be submitted 30 days in accordance with University protocol.

Information on this form is stored securely through a third party called MachForm. When you submit this form you are sharing information with them as well as LTSU. Their privacy policy can be found here https://www.machform.com/privacy-policy/ If you have any questions about this please contact LTSUHR@leedstrinity.ac.uk

Sport or Society event?
What is the name of your society/sports club?
Is the event On/Off Campus or Online?
When will your event be held? When will your event be held? / DD / MM YYYY
What time will it begin? What time will it begin? : HH MM AM/PM
How long will your event last for?
Will your event take place more than once? (e.g. will this be a reoccuring event or an individual event)

Will your event take place more than once? (e.g. will this be a reoccuring event or an individual event) It will take place only once It is a reoccuring series of events
How many students do you expect on your event?
What will the name/title of your event be?
Where will your event be held?
Please briefly describe what the event to includes below:
Is this a Give It A Go event?

Is this a Give It A Go event? Yes No
What makes this event a Give It A Go event? What is the activity involved?
Does your event include an external speaker? (this is anyone coming on to campus that is not a student or part of the University)

Does your event include an external speaker? (this is anyone coming on to campus that is not a student or part of the University) Yes No
All requests for speaker approval should be submitted no later than 30 days before the proposed date of event.
Do you accept that any submission within this date will result in LTSU not approving this event.

All requests for speaker approval should be submitted no later than 30 days before the proposed date of event.
Do you accept that any submission within this date will result in LTSU not approving this event. I accept
Please tell us about your external speaker. Consider inluding the following:
-Speaker(s) Full Name
-Details of the meeting/talk/speech/Q&A
-Speaker(s) religious / political / other affiliations
-Details on any past speaking engagements
-Website/Social Links

The more information here will speed the approval process.
Who will you be inviting to your event? Please select all that apply

Who will you be inviting to your event? Please select all that apply Members of our society/sports club General Leeds Trinity students Leeds Trinity staff External guests who are registered members of our society/sports club External guests who are not registered members of our society/sports club The general public
Will you be charging for anything related to this event (e.g. admission fee, selling food/drink) If so, please include details below.
Please provide Society/Club completed risk assessment covering this type of activity?

Attach Files
Do you need support booking a room? Please provide details on preference on room location and timings (Please note,the University/Union might not be able to provide exact preferences)
Your Name:
Full Student ID (email address)
Do you need any design/artwork creating for the event? (Please note if yes: This must be done atleast 14 working days prior to the event - a member of our team will reach out to you to discuss any opportunities)

Do you need any design/artwork creating for the event? (Please note if yes: This must be done atleast 14 working days prior to the event - a member of our team will reach out to you to discuss any opportunities) No Yes
Would you like any marketing promotion on our website or socials? (Please note if yes: This must be done atleast 14 working days prior to the event - a member of our team will reach out to you to discuss any opportunities)

Would you like any marketing promotion on our website or socials? (Please note if yes: This must be done atleast 14 working days prior to the event - a member of our team will reach out to you to discuss any opportunities) No Yes
Any additional Marketing support at your event on the day - Please be specific.