Back to Admin
New Activity
1
Details
2
Trip Registration
3
Transport Booking
4
Room Booking
5
External Speaker Booking
6
Risk Assessment
7
Other Information
8
Website Event

Do you require a trip registration?

You need to complete this form if:
  • • you are doing an activity off-campus
  • • you are going away overnight/ on tour/ abroad
Departure Date: *
Departure Time: *
Return Date: *
Return Time: *
Organiser Name: *
Contact Number: *
Nominated Qualified First Aider: *

Group Leaders: *

For each group leader, you need to provide:
1. Student name.
2. Committee Role.
3. Contact phone number.

    Total Attending: *

    Emergency Contacts:

    For each student attending, you need to provide:
    1. Student name.
    2. Emergency contact name.
    3. Emergency contact phone number.

    You do not need to complete this section now. You can add these details in at a later date when you have the information.

      Trip Purpose: *
      Trip Destination: *
      Accommodation Details:
      Transport Details: *
      Third Party Organiser (Complete if required):
      Third Party Insurance - Link to the document in a shared folder, or type email and email it to SU Staff. (Complete if required):
      Itinerary (Please give a rough idea of your itinerary. This can be updated at a later date with the full details): *

      Do you require transport booking?

      You need to complete this form if:
      • • you need to hire transport for your activity

      You must submit a transport booking request at least 7 working days prior to the activity date

      Departure Date: *
      Departure Time: *
      Return Date: *
      Return Time: *
      Destination: *
      Number Travelling: *
      Contact Number: *
      Driver Name(s): *
      Any drivers you add and wish to use must be registered with the SU for each year. You can register as a driver here: upsu.com/transport/

        Vehicles Required: *

        Car (5 seats)
        MPV (7 seats)
        MPV (9 seats)
        Minibus (16 seats)
        Van (SWB)
        Van (LWB)
        Coach
        Condition of hire:
        1. Anyone who will be driving a hired vehicle must be registered with us as a driver. You can register to be a driver from here: www.upsu.com/transport/
        2. Any vehicle booking forms received less than 7 days prior to the date of hire are not guaranteed
        3. Please confirm all transport bookings prior to hire date
        4. Cancellation of a vehicle must be recieved 48 hours prior to the date of hire, after this point there will be a cancellation fee
        5. Cancellation due to an outside influence such as weather will be considered on an indvidual basis
        6. If booking a minibus or coach, a driver will be provided.
        7. No vehicles will be hired unless the vehicle booking form has been authorised by the Treasurer and one other Committee authority signature and there are sufficient funds in the club/society account
        8. Only students holding a UPSU Drivers card will be permitted to sign out and drive any hired vehicle
        9. All Approved drivers must read and understand the Transport Code of Practice in the running your club resources
        10. No alcohol is to be consumed by anyone attending whilst on a hired vehicle.
        I have read and agree to the conditions of hire
        Important. The treasurer and 1 other committee member will need to approve this form before any vehicles are booked for hire. They will be able to approve this from the activities admin for your student group once you have completed this activity setup.

        Do you require a room booking?

        You need to complete this form if:
        • • you require a University or UPSU room

        You must submit a room booking request at least 7 working days prior to the activity date

        Number of attendees (approx): *
        What will the room be used for: *
        What type of room is required: *
        Further info on room requirements: *
        Where and how will the event be advertised (include any links): *
        Single date or multiple date booking: *
        Date: *
        Rooms can only be booked between 8:30am-10:30pm Start time: *
        End time: *
        Weekly event booking, from date: *
        Weekly event booking, to date: *
        Rooms can only be booked between 8:30am-10:30pm Weekly event booking, from time: *
        Weekly event booking, to time: *

        Add new selected dates & times *

        • • Date
        • • Start time
        • • End time
        Rooms can only be booked between 8:30am-10:30pm

          Do you require a external speaker booking?

          You need to complete this form if:
          • • you have an external speaker speaking/ attending your activity

          You must submit an external speaker request at least 14 working days prior to the activity date

          Event Date: *
          Start Time: *
          End Time: *
          Expected audience numbers: *
          Meeting will consist of: *
          Will the event attract media interest (yes, no, unsure): *
          Speech Topic: *
          Speaker's name: *
          Any Affiliations (religious/ political etc.):
          Has the speaker attracted controversy in the past (yes, no, unsure): *
          If yes, give details:
          Website with speaker's background (1st source): *
          Website with speaker's background (2nd source): *
          Website with speaker's background (3rd source): *

          Do you require a risk assessment?

          You need to complete this form if:
          • • you are completing an activity outside of your normal student group activities
          • • the activity is not in your general risk assessment

          If you are submitting a document for your risk assessment, click no at this stage and upload it on the next stage, other info, uploading it in the files section.

          Remember:
          • Identify Hazards - anything with the potential to cause harm e.g. weather
          • Risk - the likelihood of something causing harm and how
          • List controls measures - a series of actions in place that reduce the risk - if you have identified a risk you must have a control measure in place to reduce that risk
          • Action by who? - who is responsible for ensuring the control measures are followed

          Add new additional risks outside of your risk assessment: *

          What are you doing? What is the hazard? Who may be harmed and how? List the control measures in place Action by whom?

          Other Information

          Do you need to submit any further information?
          • • charity information if you are running a fundraiser
          • • any can other forms and documents, such as insurance & 3rd party organiser documents
          • • any other information we would need to know
          Which charity are you dontating to if you are doing a fundraiser.
          Any other notes/ information regarding your activity you think SU staff need to know:
          Any other forms/ documents/ files/ risk assessments (multiple files & all file types allowed):
          Uploading...

            Website Event

            Will you be creating an event to go on the UPSU website?
            • • Website events can be displayed either just on your webpage or your webpage and the main UPSU events page.
            • • Website events allow you to share and display information. Tickets can also be added to track students attending and get any necessary fees.