Balls

• Plan ahead – you need time to submit the planning pack, sell tickets and pay for deposit / other expenses
• Find a venue suitable to your needs and requirements
• Review the venue’s package and what they can offer to you – negotiate if possible
• Plan for less – it is easier to add than take if off
• Do not sign anything – you will be liable if something goes wrong, the SU will sign contracts/agreements for you
• Make a list of additional expenses e.g. DJ, decoration, photo booth, transport and so on. You can decide what you want, and any extra you want to add on post ticket sales if you then have additional funds to do so
• All the costs should be agreed prior the event – you should not negotiate price of the services / items just before/after the event or just before the payment is due
• If you are unsure of things, please contact your coordinator
• Quotes are required for venues and any high-cost services / items
• How many people will attend? Security is required for 100 people attending and more
• Submit the planning pack to your coordinator (ensuring you meet the deadline) - go to Plan section below
• Wait for approval before ordering and paying for anything
• Submit the ticketing form - go to Submit section below
• Pay for deposit from your SU account, once your event planning pack has been approved requiring you have sufficient funds in your Society account
• Order decorations and other small consumables
• Any significant changes – contact your coordinator

• Who will be attending?
  • Members? Non-members? Alumni? Guests? Spectators? U18's? Attendees with accessibility requirements?
• Where will it be?
• When will it be?
• How many people?
• MINIMUM NUMBERS!
  • This is the minimum number of people that you will be liable to pay for, regardless of how many tickets you sell.
  • The lower the better. This is only a minimum, most venues ask for a final number 1-2 weeks before the final date, at which point you can confirm capacity.
• You can add extras as you go along. If you are on track to make a surplus, you can add things like photobooths later on.
• SECURITY
  • Is mandatory for all balls with over 100 people attending
  • You can enquire if the venue will provide security, if not, then give us the time of your ball and we can organise it for you.
    • We get sent an invoice after the ball, and we can charge it straight to your club/society.
• At this point, you need to reach out to venues that you would be interested in hosting your event at. You should get a provisional contract (do NOT sign this yourself) that includes date/time/provisional cost/minimum numbers etc. Send this contract to us along with the rest of your planning pack (see “create” step below). If you need ideas for possible venues feel free to contact your coordinator.
• Do you require transport, food, alcohol, bad weather contingencies, accommodation deposits?
• Will cost to members be reasonable while still covering the cost of the ball?

When do you need an Event Planning Pack?

• Trips, Tours, and Balls will always need a planning pack.
• Basic gatherings do not need a planning pack.
• General events:
  • As a general guideline, if the answer to any of the following questions is “yes” then you will need to complete an Event Planning Pack.
    • Will tickets be sold for the event?
    • Will Club/Society funds need to be spent to subsidise the event?
    • Will the planned activities have any potential safety issues?
    • Are there contracts to be signed?

The planning pack has 3 initial elements:

1. Event plan and facility request form
   • Fill this out for ALL events, only fill in the facility section if Warwick Sport Facilities are required.
   • You should also send your provisional contract for us to check and sign on your behalf.
2. Risk Assessment
   • Risk assessment tips
   • Balls Risk Assessment Template 

   Please ensure all relevant rows are completed and no rows are deleted (please put N/A if the risk is not relevant to your event.)

3. Financial Planner

And 3 additional elements depending on the event:

1. Tickets (If tickets are required on the SU website)
   • Create the event on the SU Website (Guide)
   • Make sure that the display date of your event is at least as long as you want the tickets up for.
   • Fill out the Ticket Request Form
2. Trip Leader and Trip Registration Form (For EVERY trip/tour, submitted MINIMUM 48 hours before the event, can be submitted whenever you know all attendees)
   • This should be EMAILED to your coordinator (not posted on teams)
   • You can collect this information via online form. However, you have to make it clear that clicking submit is giving permission for the information to be shared with the SU/University. If you do this you don't need to collect signatures in person.
3. Accident/Near Miss Form
   • Submitted via email if an accident or near miss occurs at an event.

Societies

Email all relevant documents to your coordinator.

Your coordinator will then be in touch to advise on any amendments, or to approve the event.

Once your event has been approved, you can create your event page on the SU website, and submit your ticketing form for us to upload your tickets onto. (Please note: all tickets must go through the SU website, no external ticketing platforms can be used).

Sports

With Warwick Sport Facilities

For any events with Warwick Sport Facilities, please see General Events Information page.

Without Warwick Sport Facilities

For any events without Warwick Sport Facilities, submit planning pack and all relevant documents on your club’s teams channel and tag @tripstoursballs

• All society and sports club promotional material (flyers, posters, digital screen artwork, etc.) must have the Students’ Union logo displayed on it.
  • You can download the SU Logo here
• SU Website
  • You can set up your own internal article to display to your members when they log in by following these steps:
    • Log into the SU website (www.warwicksu.com) and click the ‘Admin’ (cogs) tab;
    • Select your club/society under ‘Organisations’ (you must be an exec member to do this);
    • Click on ‘News Admin’ and select ‘Add News Article’.
    • Upload all relevant content (images, event description etc) and save.
    • Note: please make sure the box marked ‘Allow Non-Members to Read’ has been unticked before you save your news article.
• Piazza Big Screen
  • Please note that this is run by the University rather than the SU. Contact details, specifications and submission info can be found online here.

• Student Media
  • RaW 1251AM (Radio Warwick)
    • RaW, the student radio station, also offers on air advertising to clubs. You can contact them at marketing@radio.warwick.ac.uk for details of special student rates.
  • Student Cinema
    • Offers publicity opportunities on either the big screen, their LCD screens or in their booklet. They are also happy to host joint screenings if arranged sufficiently far in advance. More information is available here.
  • The Boar Student Newspaper
    • Offers full, half, and quarter page ads at hugely discounted prices to clubs. Email sales@theboar.org.