Society Events

 

Event booking details

Below is all the information for room bookings, please make sure you read through it and give plenty of time for rooms to be booked for your events. 

You will need to know the following information about your event, once you know this sumit a booking request using the link further down on the page:

  • Which space you're requesting (e.g. classroom, lecture theatre, MDX House etc.) 
  • Student Group
  • Student Name
  • Student email address
  • Event Title
  • Description of event
  • Date/Time
  • Capacity
  • External Guests?
  • External Speakers?
  • Do you want to repeat the event?
  • How often? (e.g. weekly/biweekly/monthly)
  • AV requirements
  • Will there be music or loud noise?
  • Changes to the room layout
  • Do you require catering?
  • Are you providing foods/drinks?
  • Will there be alcohol?
  • Any further comments

 

Details on spaces:

All standard spaces MUST be booked AT LEAST 2 weeks in advance via the survey link further down on the page, standard spaces include:

  • Classrooms
  • Lecture Theatres

More complex or larger scale events requiring different spaces will need to be booked AT LEAST 6 weeks in advance to allow coordination between various staff teams, These spaces include:

  • MDX House (bar and seating area)
  • MDX House Foyer (entrance pace to MDX House, suitable for stalls)
  • MDX House Terrace (outside MDX House)
  • The Paddock (grassy area at front of campus)
  • The Pavilion (wooden structure near Grove)
  • The Quad
  • Scholars Courtyard
  • The Grove Atrium

 

Further information:

We will try to get back to you with the booking details within 3-5 working days of submission. If you have any further questions or have not heard back from us withing a week, contact the team by emailing societies@mdx.ac.uk 

Once we have all of this information, we will either go ahead and book your space or arrange a quick catch up with you to clarify any details (usually for large scale events). 

Once your space has been booked, and all relevant processes have been followed where necessary (e.g. external speaker checks, AV equipment booked, extra staff arranged, risk assessment verified etc.), you will receive a confirmation email that your event is booked and can go ahead. Only once you receive this email should you start promoting your event! Do not advertise before your event is confirmed.

 

Book spaces through this link:

https://www.surveyhero.com/c/9kzvxwyt

 

Off campus and online events:

If your Student Group is attending or planning an event off campus, you must let us know about it via the online Submit an event form. This includes all events which you are:

  • Simply attending and have no involvement in planning (online and in person)
  • Collaborating with another SU/organisation on, even if it’s not hosted at MDX
  • Planning to hold in an external venue
  • Planning to host online

This is for your safety so we can cover you if anything goes wrong.

 

External Speakers 

An online External Speaker Form must be completed by any student group who wishes to host an external speaker (anyone who isn't an MDX student or staff member) to speak at an event or activity. 

Following completion of this form, MDXSU will vet the external speaker before confirming your event can go ahead. This is in line with our external speaker policy, which can be found here.

This process is a legal requirement and is created to identify potential risks, ensure that they are minimised by putting in place the correct mitigations (e.g. appropriate space, security presence, trigger warnings etc.) and allow students to engage safely

External Speaker Forms should be submitted at least 2 weeks in advance of the event to allow time for the process.

The External Speaker Form will ask you the following: 

  • Your name
  • Society name
  • Student email
  • Event name
  • Event date/time
  • Capacity
  • Attendees (e.g. students, staff, public, etc.)
  • Event description
  • Name of the external speaker
  • Organisation or company the external speaker is from
  • Topics of speech/discussion
  • Any affiliations (specifically political or religious) that the external speaker has
  • Website or social media details of the external speaker
  • Any knowledge of controversy attracted by the speaker or topic in the past
  • Has the speaker been refused to speak publicly before?
  • Is the event/speaker likely to attract media attention? If so, why

the external speaker form can be found here:

https://surveyhero.com/c/externalspeakermdx

 

Funding your event:

If your event is going to cost you money, you will need to bid for the funds. Find out more here.