Events Training

Creating and Adding an event to the events page

The Events Admin is the platform on the website that allows you to promote and advertise your events to other students. Using the same details as the Activities Dashboard (the platform used to book the event with the Students’ Union) set up your event with advertising and tickets via the following steps:

1. Start by selecting your Club/Society from the Site Admin dropdown in the top right, on mobile accessible from within the navigation menu.
2. You will then be directed to the Societies Admin page where you will need to click the 'Events' button.
3. Complete the details for your event to share with students.

Creating and Adding tickets to an Event

Once you have set up your event on the Events Admin, you may want to set up tickets for students to purchase to attend the event. Tickets do not always need to have a fee (you may choose to make member tickets free, for example) but they are a great way to see how many people will be attending your event.

Steps to add tickets using the events admin

1. Start by selecting your Club/Society from the Site Admin dropdown in the top right, on mobile accessible from within the navigation menu.
2. You will then be directed to the Societies Admin page where you will need to click the 'Tickets' button.
3. Find the event that you were looking to add tickets to, or create an event using this guide.
4. Select “Add Ticket” below the event you wish to ticket, and fill in the details for the tickets you wish to add.

Committee members can add “Member” and “Non-Member” tickets to the website for their events. If you wish to add an other tickets to your events (such as external), please speak with a member of your campus team.

Risk Assessments

It is important to complete your risk assessment and it’s a legal must-do before any activity happens.

A risk assessment is a documented process of identifying any hazards in your activity environment and planning how to manage them.

Do's and Don'ts

DO:

• Use the official Risk Assessment template that has been shared with you.
• Include control measures for every risk you list
• Update it for each new activity you run

DON'T:

• Write it and forget it! Review it for every event
• Just keep it to yourself—share it with your whole committee

Your club/society risk assessment is 1 online document so you will have one link for the whole year. Use this link sent to you by your coordinator and add any new hazards and control measures to the form.

Once you click save it will update the online version, and everyone will be able to see it. Do this when booking any new activity on the dashboard before you request any rooms.

When completing your risk assessment for any event, review the following

• Consider what will be happening at the event and what risks might be present as a result. For example, you intend to have tea, coffee and biscuits at your event.
• Risks to consider would be: burns from hot water containers or attendees’ drinks, expiry dates on items given to attendees and allergens.
• Add each of these items to your risk assessment and include control measure to help avoid accidents. This may include signs for biscuits to signpost allergens, keeping all hot drinks in safe locations on tables away from activities and checking all products before the event to ensure they are “in date”.
• Once these details have been added, you will not need to add them again for any other events taking place this academic year. As the risk assessment will cover all Club/Society events for that academic year.

Accident Forms

If an accident does happen during your societies activities the first thing you need to do is make sure the person(s) involved are safe and being looked after appropriately.

After that we will need to have an Accident Form sent into us. You can find the form here

This will then be sent to the Students' Union.

Failure to submit a form can open you up to liability so make sure to send it in a soon as possible. Please fill it out as soon as the accident is under control so that your memory is fresh from the incident. This protects you from liability and any potential legal action.

If you ever feel unsafe or overwhelmed and it’s an emergency, call 999 for the emergency services right away.

We also have 24/7 security that you can contact. They’re always on call to support you, with both on and off campus situations. They can be contacted on: 01223 417734.

GDPR (General Data Protection Regulation)

If you collect or use anyone’s personal information (like names, emails, or phone numbers), you need to follow the Data Protection Principles. This just means using data fairly, safely, and only when needed.

Here’s what that looks like:

You must:

• Use data fairly, lawfully, and transparently
• Only collect it for specific, clear reasons
• Only collect what you actually need
• Keep it accurate and up to date
• Store it securely and protect it from loss or misuse
• Delete it when you no longer need it

GDPR Do's and Don'ts

Do:

• Think before you collect data – do you really need it?
• Keep data safe (use password-protected folders or drives)
• When contacting members, always Bcc emails or use messaging admin tools on the website to avoid sharing contact information.
• Delete or destroy data when it’s no longer needed

Don't:

• Use paper sign-up sheets with personal info
• Store member data in unprotected files or shared spaces

If something goes wrong

If you think you’ve lost or mishandled any data (a breach), please email your coordinator straight away. The sooner you let us know, the faster we can help limit the risk and fix the issue.

What's protected under GDPR

• Full name
• Images
• Email Addresses
• Phone Numbers
• Debit Card Information

What you need to do as a committee member

As a committee member, here’s what GDPR means for you:

Keep it minimal

• Only collect the data you actually need. For example, avoid:
• Collecting emails just to contact prize winners
• Emailing groups without BCC (this exposes people’s addresses)
• Sharing student emails with external companies (even if they’re linked to your society)

Be transparent

If you do need to collect personal info (e.g. for event sign-ups), you must:

• Clearly explain how the data will be used
• Ask people to opt in (not opt out) to receive emails from you

Just giving an “opt-out” option is not enough to meet GDPR rules — and it could lead to serious consequences.