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Events and trips

Societies run regular, varied and inclusive events for their members and the wider University of Chester community.

Here you will find the resources you need to organise a successful event. 

Event Proposal 

Events require lots of planning and organisation. The first step is to submit an Event Proposal form which can be found at the bottom of this page, explaining your event aims, expected number of attendees, estimated costs and what you need to do to make it happen. Things to consider include but is not limited to:

  • Your budget
  • Venue hire
  • Security
  • Food and drink
  • Decorations
  • Tech Support
  • Equipment
  • Safety

Your Event Proposal Form enables us to check that you have considered all aspects of your event. Once submitted this will be reviewed by the CSU Community and Events Coordinator and if provisionally agreed, they will be in touch with you to talk about your event in more detail.

Event Proposal Form

 

It is important to consider the deadline when submitting your event proposal form: 

Type of event 

Deadline

 

Simple events with low attendee numbers.

 

 

10 working days in advance.

 

Events which require more organisation and planning, for example events with higher number of attendees, catering, bigger spaces, and the sale of tickets.

 

 

1 month in advance. 

 

For events with an external/guest speaker a Guest Speaker Form must be submitted. 

 

 

20 working days in advance. 

 

Offsite Trip Register 

 

24 hours in advance of your trip.

 

5 working days in advance of overnight stays. 

 

Once your Event Proposal Form is submitted, we will be in touch with you.

 

 

In 7 working days.

To publicise your event and create tickets, you will need to request access to Native, our events platform, from studentopps@chester.ac.uk and then read and follow the Native How-To-Guide.

Tips for Native

  • When you are creating your event on Native, make sure you make it clear what society you are! Your event will be added to the entirety of the events displayed on the CSU website, alongside CSU-ran events, so it is important you make it clear what society is hosting this event. Introduce your society a little bit so the general student population can get to know you and get them interested in your society beyond just this event. 
  • Make sure to upload an image for the event – you can use a picture from your society, a previous event, or make a simple graphic for free on Canva. It doesn’t need to be a detailed image or a masterpiece, just something that has the name of the event will do, to grab attention and look similar to the rest of our events! 
     

Each off-campus trip can be different to organise depending on where you are going. If you are planning a trip, contact your Student Groups Coordinator to talk about the best way to do this.

For activities not taking place on University of Chester premises you must submit a CSU Offsite Trip Register which can be found at the at the bottom of this page. This form will be submitted to the University Porters by us prior to your trip for your safety. 

 

Risk Assessments

It is a legal requirement to have a risk assessment. 

You will need to complete an Additional Risk Assessment for any event or activity you do as part of your society. Risk assessments are about minimising potential dangers and putting measures in place to avoid foreseeable risks. You have a duty of care towards anyone who attends your events, and if an incident happens, the risk assessment demonstrates that you did everything you could to make an activity safe.

Filling in your additional risk assessment

Following the submission of your event proposal form and once the Student Opportunities Team have confirmed your event can go ahead, you should submit a draft of your risk assessment within 5 working days to studentopps@chester.ac.uk.  

Please refer to this example to help you complete your own risk assessment but be careful to consider the unique risks to your event.

Download the risk assessment template

Had an accident during an event?

Any on or off campus accidents and incidents, must be reported to CSU and the University of Chester as soon as practically possible. The accident or incident must be recorded by completing the Adverse Event Report Form.

Once completed this form should be sent to safety@chester.ac.uk and studentopps@chester.ac.uk

Additional resources