Plan an Event

General information for event booking

Events are one-off, or atypical, club or society activities such as movie nights, charity fundraisers, socials, and performances. If you would like to book a room for a regular society activity (e.g. weekly committee meetings) then please follow the process for room bookings which is found here. 

The opportunities team at The Students’ Union at UWE can support you in planning and organising your event, including booking rooms at each of our campuses, arranging for event equipment to be borrowed, and setting up tickets on your club or society webpage.  

Event booking form:

For all events you are required to complete an online event booking request form at least two weeks before the date of the event. A link to the event booking form is found below. 

Event booking form. 

Once completed your event enquiry will be passed on to the relevant coordinator for your event who will assist you further.  

Further documentation may be required depending on the nature of your event, which may include those listed below. 

Risk Assessment: 

All club or society events require an approved risk assessment before taking place. Further information about completing risk assessments, as well as blank and template forms, can be found here. 

Equipment: 

For events being held in SU spaces, event equipment including chairs, tables, and gazebos are available to hire for free. A complete list of equipment that is available can be found here. For enquiries about equipment that is not listed please contact your relevant coordinator.  

Food: 

If your event involves food, it is very important that you review the food safety information and follow safe food handling guidelines. Full information can be found here. This applies for self-catered events, and for events with external catering. 

External Speakers: 

Anyone who is not a student or member of staff here at UWE is considered an external speaker. This definition includes people invited onto campus who are contributing to an event without explicitly presenting a talk, for example stall holders at a fair or someone delivering a workshop. If you wish to have an external speaker at any event, including online, you will need to submit an external speaker form linked below. 

Before submitting your form, please read through The Students' Union at UWE's External Speaker policy here which outlines the process and the time scales associated. 

External speaker request form. 

• Any event with an external speaker(s) must submit the form no later than 14 days before the date of the event.
• If an event or speaker are assessed to have potential high risk, The Students’ Union and UWE Bristol reserve the right to request an addition 7 days to ensure there is adequate time to implement modifications and to plan for the event.  

The Students' Union at UWE's External Speaker policy can be found here.

For more information on The University's External Speaker and Freedom of Speech policies, please visit their website here. 

Tickets: 

If you would like tickets to be made available for your event, please contact your relevant coordinator. Tickets can be set up to be available to all students or to members of your club or society only.