Societies Forms & Guides

On this page are all of the forms and info you might need as a Society Committee Member!

If you would like to speak to someone about setting up a society, feel free to come and speak to:

Carley Owen - Student Activities Manager - societies@uel.ac.uk 

Students' Union Reception: uelsu@uel.ac.uk

Click on the link below to book a room for your society:  

https://goo.gl/forms/ggRKN3fPDPfn1hGl1 

 

Societies Stall Booking

All bookings start from September- June within an academic year. There will be no bookings outside this time frame. Any bookings sent out of this time will be rejected.

To book your Stall booking for 18-19https://goo.gl/forms/dII7vSeeIDcqwAPC2

 

Please email societies@uel.ac.uk once you have sent your request through.

Please give at least a minimum of 5 working days notice to allow time for your stall to be confimred as risk assessments have to be thoroughly approved.

Click here to download a copy of our risk assessment.

Please note the maximum of block bookings is 4 weeks. This can be renewed.

 

External Speaker Form

External speaker(s) are required to undergo the ‘External Speaker Procedure’ before they are given permission to speak at Society event(s).

External Speaker request Form - Use if you plan to invite an external speaker to talk at a society event and please do send to societies@uel.ac.uk. Please complete the form above no less than 28 days before the event.

Please see UELSU External Speaker Policy here

 

Society Room Booking Rules and Regulations

 1 Societies should treat equipment and rooms provided by UELSU and the university, with respect and treat it with an appropriate manner
 2 Any attempt to make use of the facilities without booking or paying will be viewed as a disciplinary offence and will lead to action under the producers mentioned below
 3 Any significant damage to facilities or equipment caused by irresponsible behaviour will be viewed as an offence and will lead to disciplinary action
 4

If a society would like to make a room or an equipment booking all should be approved first by the societies and events coordinator. Societies should always keep a copy of their booking confirmation on them for the duration of their booking.

 5 Societies are allowed to use rooms owned by The University of East London however whilst using them they must follow UEL’s code of conduct within the rooms.
 6 The university holds the rights to alter or cancel a room booking if given a minimum of 2 working days’ notice and an explanation given to the societies and events coordinator.
 7 If a society is planning on bringing non UEL student guests to an activity they have booked the room for, they must submit a list of all possible names to the societies and events coordinator with 2 working days of the activity.
 8

Rooms booked by Societies must have a mini of a 1:1 student to guest ratio, unless given written permission prior to the start of the event by the societies and events coordinator.
If the society and events coordinator has not given prior permission then the event will be shut down immediately and the society will not be able to make bookings for a minimum of two weeks.

 9 The societies and events coordinator reserves the right to check the ratio of students and guests at any society booking.
10 Society bookings can only be made by the president or the secretary of the society
11 Room bookings and equipment hire need to be requested to the societies and events coordinator a minimum of 2 working days prior to the booking date.
12 Bookings that would require the societies and events coordinator to produce a risk assessment (stall bookings, performances, etc.) need to be submitted to the societies and events coordinator no later than 10 working days before the event.
13

It is the responsibility of the society to give a detailed description of why they would like to book a room or hire equipment

14

Societies must disclose if they are bringing food, drink (alcoholic or not) moving furniture and other relevant activates when making the booking.

Docklands (primary) office

NB.G.01 (North Building)
4-6 University Way
London
E16 2RD

T: 020 8223 7025

E: uelsu@uel.ac.uk

Stratford office

The Dome, University House
Water Lane
London
E15 4LZ

T: 020 8223 4209

Charity number: 1173994
Company number: 10820498
© UEL Students' Union 2019
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