Events Booking

UBU Registered Group Event Process

Here at the Students' Union we can help support your event for any registered UBU group.  Due to the current situation (CoVid 19) we have introduced a new Events Form for online social media events, as a Charity we still need to ensure our registered groups fundraise correctly, spend their funds wisely, have any online speaker/s checked etc.

We are unable to support individual student events, if you wish to hold an event as an individual student please speak to your faculty or if you would like the event in the Ents Mall please speak to the University Bars.

If you want to hold an event, below are details of the information we need to proceed and approve the booking.

What we need

Please find event forms below, please use the one relevant to your event.  The form has different tabs relating to the type of event you are wishing to hold, please fill in the relevant tabs especially the risk assessment tab. 

Once the form has been completed please email to 

When we have received the form we will check it for you and book any rooms, transport, charity checks, finance etc. if required.

We will email you to let you know we have received the form.

Timeframe for approval

If all the information is present and correct the event will go to the UBU Events team meeting on a Monday afternoon.   They will decide if your event may go ahead.  Do not advertise or create posters for your event before approval. 

Speaker/external visitor events require at least 2 weeks' notice unless they are already on the UBU approved list.

For External Events:

  • No events in an external venue  where a financial cost (venue cost, food, entertainment) will be incurred will be approved without an invoice and contract submitted to us. We will then provide a UBU Purchase Order number to the venue. Only when this is completed can the event be approved by the UBU Event team at the Monday afternoon meeting. Please do not sign any contract given to you by the venue.
  • Please note that some venues, in particular hotels, can have a lead time of up to six months 
  • If you are looking to hold events off-campus then please come and see us about our approved list of external venues alongside information in regards to the services they can provide and how we can support.

Forms for Events - Email back to

Online Social Media Event  -  Form for Online Social Media Events

Sports event (do not use for regular sports club sessions) -  Form for Sports Events

Event On or Off University Campus (Do not use for a sports event or trip) - Event On or Off University Campus Form

Trip EventTrip Event Form