This form is an activity proposal and booking request for events in certain outdoor campus spaces on South Kensington Campus.
Your booking request and risk assessment will be reviewed by colleagues in both the Union and the College so may take longer to process.
Once submitted, the Union will enquire about space availablity and if your event idea can be supported. We will let you know if we have and questions or requested changes.
Please submit this form at least 2 months in advance of your event and expect to be invited to a meeting to discuss your event plan.
Please note, we are only able to support a small number of these events per term so your proposal may be rejected on this basis.
Having this description helps us understand the scale of the event and the type of support your group will need.
What are you trying to achieve by delivering this event and how does it link to the aims outlined in your CSP constitution.
Including itinerary/running order that outlines an hourly break down from setting up, content of workshops/talks, travel, pack down, etc.
Letting us know what space you want at this point does not confirm your booking. The Activities Team will enquire about availability on your behalf and finalise any CSP booking alongside the College subject to the review of a sufficient risk assessment.
Evens in South Kensington campus outdoor spaces should be 2 Imperial students to 1 external guest. If there is any reason this is not possible for your event, please provide a justification.
It is required for your CSP to provide stewards at an event over 100 attendees.
It is ok to assign seating at your event, however, please be aware that it is illegal to segregate by gender.
Please note, there are many laws and requirements regarding screenings. You can screen for educational purposes or instruction without a license. If screening for recreational purposes, you need to acquire a license if you are charging for tickets.
Included but not limited to Theatre, Musicals, Showcases, Talent shows, Dancing, Music concert, Live Music Acts etc.
Please note, some licensing agreements are contractual therefore should be submitted with this form for the Union to sign. No rehearsals or use of the material should be used before these agreements have been settled. If you are unsure on this, please contact the Union activities team who will be able to provide support
If you have, please upload a copy of the license or license approval to this proposal form. If you need PRS PPL checks, please contact the Union for support.
Such as Age, Language, Violence, Sexual Content, Flashlights, Severe Mental Health Warnings and Suicide. For further support on this please check the relevant event support pages.
If so, you need to give attendees the opportunity to opt out of having their photograph taken. Please also upload a copy of their PLI to this form.
To ensure GDPR compliance our groups cannot use any external platforms unless approved by the Union. We will approve this request as part of the event proposal form.
If yes, please upload and attach them. If not, please obtain them and email them in.
You can find this on our Events Information Page: https://www.imperialcollegeunion.org/activities/committee-support-hub/resources-training/events & on eActivities: https://eactivities.union.ic.ac.uk/training/articles/157
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