Event Management Forms (EMFs) 

Event Organiser: 

[Name of Student Group] 

Are you?: 

York SU/ York SU Led-Event and York SU Ratified Society OR York SU/ York SU Led-Event and relevant College Committee 

(you must select ‘York SU/Student-led event’ first or it will not be signed off by the right stakeholders and therefore not covered under our insurance)

Contact Details: 

We would prefer your society’s email address, as long as this is checked regularly. The phone number needs to be that of the event organiser; it will need to be available during the event.

Event Description: 

Do not worry about this being too long. Include the requirements for setting up your event, what will  happen during the event itself, who will attend (students/public), the activities which will take place, any catering arrangements you have, whether it’s a cultural or religious event, and what will be required to pack up afterwards. Be as detailed as possible.

Nominated Responsible Person:

This is the person who will be in charge during the event; it should be their mobile number in the contact details, and ideally they are filling out the EMF.

Event Date:

The date your event will take place.

Start Time:

The time that your event will begin. Do not include setting-up time in this.

Finish Time:

The time that your event will finish. Do not include pack-down time in this.

Location:

Select the general area of campus from the drop-down list.

Specific Rooms/Area Required:

State the room you have booked for your event. Please note: You need to book your room before filling out the EMF. An EMF does not constitute a room/space booking.

Maximum No. Attending:

This is the maximum number of guests you are able to have at your event. Please note: this number must not exceed the amount of tickets you are able to sell, or the capacity of the room you have booked.

Publicity Arrangements:

State how you are going to publicise the event.

Admission Arrangements:

State how people will gain access to your event. For example: Selling tickets in advance; first-come-first-served ticket sales on the door; just let people in until you reach capacity.

Ticket Price:

If you’re selling tickets, how much will they cost? Include any different price categories.

Ticket Availability:

Who can buy tickets? Are they only for society members, or can all students or members of the public attend?

Preparation Time:

By Start write the time you’ll need access to the room to begin setting up. By Finish, write the starting time of your event. 

Additional Building / Areas Required:

List any additional rooms, buildings, or areas you need to use for the event that haven’t already been mentioned.

Temporary Structures:

State whether you are using any temporary structures, and if so, what they are.

Parking Facilities:

State whether you require any, and if so, how much and where.

Loading / Unloading Facilities:

State whether you require any, and if so, where.

Estates Requirements:

Please ensure that you contact the Rapid Response Team in advance before submitting your application, so that they are aware of your event and any requirements you may have. Make sure to ask then how long they will need to set up and pack down, this will make your EMF a lot easier to fill out! 

Dismantling/cleaning time:

If you need the Rapid Response Team to rearrange setup for you, please discuss with Rapid Response what setup/ packdown you will need. Please contact your link staff member or Geoff at g.ward@yorksu.org if you need any help! 

Music Arrangements:

State whether you are having a live band or any pre-recorded music.

Catering Arrangements:

Only fill in this box if you are using Cucina or other external caterers.

Bar Arrangements:

If you’re using one of the campus bars, please state what you require from them. Ensure you have booked this venue via the Booking Enquiry Form (and received booking confirmation) before completing an EMF.

Bar Times:

If you’re using a campus bar, please state the times between which you will require it.

AV Arrangements:

Please state whether you require the use of any Audio/Visual equipment (we recommend that you contact TechSoc first before AV!). This includes projectors, wireless microphones, etc. If you do, please state the date and times you require the specific pieces of equipment.

Special Effects:

Please state whether you are planning to use any special effects, and if so, what they are.

Security Arrangements:

Leave this blank.

Portering Requirements:

Do you need anything to be set up in the room beforehand? If so, state exactly what you will need to do in advance. If you are using Central Hall, you will require two porters from 6pm to midnight. Please state the dates you will require them. 

First Aid Arrangements:

All porters are first aid trained, so generally you will not require first aid arrangements. However, if you are holding a big event you may need to arrange specific first aid. In this instance contact Geoff at g.ward@yorksu.org who will be able to advise.

Accessibility:

Generally campus is relatively accessible, but let us know if you need anything specific.

Insurance Arrangements:

Select York SU; ratified societies are covered by our insurance. 

Policy Number and Expiry Date:

Leave this blank.

External Speaker:

Select whether or not your event involves an external speaker.

Speaker Details:

If so, provide their full name and contact details.

Speaker Status:

State what their role is (e.g. MP for York Central or Vice-Chancellor of the University of Leeds).

Subject of Event / Meeting:

Tell us what subject the speaker is going to discuss, providing as much detail as possible.

Special Meeting Status:

Select Yes if your speaker may be discussing something contentious, or if what they say could cause a heated debate. If you’re not sure, contact Geoff Ward (g.ward@yorksu.org). 

Please note: We are not going to stop them from speaking, as long as adequate time has been given for us to review the speaker. However, it is important that we are aware, and we may need to arrange for security.