Events

Don't forget, your staff lead is there to support you in every step of the process, so please do reach out to them for any support you need! 

RISK ASSESSMENTS

Risk assessments are a legal requirement of all LSESU Clubs and Societies activities. They may look complicated at first, but once you get used to it, they'll become much easier! They allow us to consdier the potential risks of an event, and think of ways to reduce them, making the event as safe as possible.

All event risk assessments should include:

• Trips, slips and falls
• Attendee welfare
• First aid emergencies
• Capacity control
• Fire hazards (keeping fire doors closed and exits clear etc.)

Then, you'll need to consider specific risks related to the activity you're planning. For example, some other areas you may need to consider are:

• Crowd control
• Food consumption (allergies, choking, hygiene, preparation, storage etc.)
• External speaker risks (reputational risk, controversial content covered, protests)
• Alcohol consumption (welfare, related injuries and illnesses)
• Fire Hazards (eg. keeping fire exits clear and closed, making attendees aware of evacuation routes)
• Electrical hazards (if using devices such as microphones, projectors, speakers or laptops)
• Heating and ventilation
• Lighting
• Zoom security
• Violence, protests or political demonstrations
• Sound or loud music

For a more extensive list of potential risks, please see the Risk Assessment Template at the top of this page.

Then, think carefully about how the risks you identify can be mitigated. The more detail you go into, the better!

BUDGETS

The best way to cover the costs of your event is to charge for tickets. You can subsidise these tickets using your society's money to make the event more inclusive. You can also apply for the Students' Union Fund if your activity meets the criteria!

Some events cost very little, especially if you just want to provide a few snacks for your attendees. However, larger events often have more associated costs to consider, including:

• Venue Hire
• AV Technicians (if out of hours)
• Catering 
• Security hire
• Speaker travel/ accommodation reimbursements
• Speaker gifts
• Decorations
• Marketing materials (eg. sponsored social media posts)

We generally don't recommend spending large proportions of your society's balance on one-off events, to ensure your group remains financially sustainable. To ensure your events are financially viable, you may need to submit a budget. Templates can be found here, and should be attached to your event form if either:

• the event costs over £500
• the event would cost over 50% of your club or society budget

EXTERNAL SPEAKERS

LSESU Clubs and Societies invite hundreds of speakers every year, to discuss a wide variety of topics.

If your group wishes to invite a speaker onto campus, you must make the SU aware by including their names and a brief description on your event form.

SU staff will conduct a background check on the speaker. This is to ensure we can put measures in place to ensure the event is as safe as possible, for your group, your audience, your speaker and for the wider LSE community.

If the speaker is high-profile, or something controversial comes up on our search, we'll circulate details of the event to the LSE Risk Spotters group, which is comprised of various LSESU and LSE staff members. They will then share any recommendations they have to ensure the safety of the event.

Also, you may be required to have an academic chair at your event. This is to ensure freedom of speech is upheld. You will be required to find an academic chair if:

• Your event is open to the public, and/or students from other universities
• Your speaker is high-profile, or coudl require extra security considerations
• The topics you're discussing could attract strongly differing views (regardless of where your society sits within these views)

Please don't advertise your speaker until the SU have approved your event. This is to ensure both the SU and the School are aware of who is being invited to speak on campus, and to protect your group.

You'll also need to email the name(s) of your speakers to the reception of the building where your event is taking place. This will ensure they're allowed access on the day of the event.

ACADEMIC CHAIRS

Please see our essential guidance document here.

An academic chair is required at any event on LSE Campus that's:

• open to the public (including students from other universities)

         and/or:

• Your speaker is high-profile, or could require extra security considerations
• The topics you're discussing could attract strongly differing views (regardless of where your society sits within these views)

This must be a full-time member of academic staff. This directory may help, as you can add a filter to find academic staff.

For more information about LSE's academic chair requirements, please visit this page and scroll down to the 'Opening Events to the Public' section.

It is your group's responsibility to fully brief your chair in advance of an event. You may wish to discuss the structure of the event, topics of discussion, and details of your invited speakers. Please also send them LSE's Chairnotes, to ensure they know what their role entails.

This is an LSE requirement, as a condition of using their spaces. Therefore, we recommend reaching out to potential chairs early on, to ensure you can secure one in time. Otherwise, the event will unfortunately need to be rearranged.

FILM SCREENINGS

If you wish to screen a film, documentary or TV programme, you must acquire the relevant licenses. This includes Screening Licence to cover copywright, and if the event is open to the public a Premise Licence/Temporary Event Notice to comply with the Licencing Act 2003. 

The only exception to the above is if you are showing a film for educational purposes, and it is only LSE students in attendance (as listed under s34(2) of the Copywright, Designs and Patents Act 1988). Where possible, please make it clear how a film is being used for educational purposes.

Screening Licences

• Can be obtained from a ‘filmbank’ such as the BFI, Filmbankmedia or MPLC. 

• Can be obtained directly from the copywright owner if a film is not covered by the filmbank.

Premises or Temporary Event Licences

• Applications must be made to the local council 

• Under the Licensing Act 2003, an exemption also applies for screenings of films for the purpose of information, instruction or education. Guidance for this available on Licensing at Camden Council. 

Event organiser responsibilities

You'll need to decide who your Lead Event Organiser is within your committee.

To be able to deliver events effectively, members of your committee who are events organisers must complete the Room Bookings Training, and Planning Events Training on the committee hub. If they have not completed this, they will not be approved to organise events.

All Event Organisers Have Responsibilities Which Include:

• Event Safety & Risk Assessment - Ensuring the Event is safe by completing and acting upon a risk assessment
• Equality & Diversity - A requirement that Event Organisers discuss equity, diversity and inclusion with regard to event speakers & content as well as planning accessible or welcoming events.
• Freedom Of Speech - Protect and promote freedom of speech within the law via risk assessment
• Gender Segregation - Including External Speaker, Film Screenings, Activities
• Attendees Experience - Is my event for members only, open to LSE students and staff or event the public?