What do I need to do to host an event?

All the information you need can be found in the Student Resource Hub. In particular, these pages explain how to organise an event, so be sure to follow it through.

It varies depending on the type of event and the location, but you may need to complete a budget, a risk assessment, an event management form, an off-campus events notice and a room booking.

Booking a York SU Venue

You can book York SU's venues (Courtyard, Glasshouse, Kitchen @ Alcuin, The Lounge and The Vanbrugh Arms) for your group events. You can book anywhere from a single table all the way to an entire venue.

To book an event in a York SU venue, please fill in the booking enquiry form. Please provide as much information as possible, including contacts from your group that York SU can be in touch with to confirm and alert of any arising issues.

The Commercial Services team will review the booking request and confirm within 5 working days if the booking is able to go ahead. Once they have confirmed, please reply to show that you have received confirmation and proceed with making any specific arrangements for the booking.

Ticketed events, those which require exclusive use of a venue, and events involving external providers will run subject to all required events procedures being completed. Please note that it is your responsibility as the organiser to ensure that the appropriate event management form and risk assessments are completed. It is your responsibility to ensure these are submitted in time and correctly. Please review the Health & Safety requirements and contact your link staff member with any questions

If the event is ticketed, you can proceed to fill out an event application via the Member Dashboard for your event. Please only do this after your event booking has been confirmed, as event applications require confirmation of the venue booking before the link staff signs off.

Please allow yourself plenty of time to ensure any issues can be solved prior to ticket sales going live. If any issues come up, the venue manager will be in touch. Equally, if you have any special requirements for the booking or need to cancel, please be in touch as soon as possible! The email you receive as booking confirmation will include the relevant venue contact details.