Takeover application form

This application is designed to help you plan and manage your event. Also to

enable the Students’ Union staff to support your needs and requirements. Any

questions please contact Jamie ().

Sections 1 + 2 are to be copied and handed into the Students’ Union to be given to Jamie.

Section 3 is to be kept by the club/society and completed and discussed during said periods.

Section 4 is to be used as required.

Section 5 is to be completed and handed to Jamie or the venue manager on the day of the event.

*DEADLINE FOR TAKEOVER APPLICATIONS: Wed 15th Oct

*ALL CONFIRMED TAKEOVERS MUST ATTEND A TRAINING SESSION HELD ON Fri 24th Oct

Bar Allowances

You may sell 200 vodka jelly shots at your Takeover. The vodka, jelly and shot glasses must be purchased and made by your club/society and CANNOT be claimed against.

The Students’ Union will give you up to £150 for theming and decor. This is not for alcohol purchases. This allowance is also dependant on the adequate promotion of your event and that all guidelines are met. Receipts must be provided for all purchases and must be submitted no longer than one calendar month after your event.

This year there will be two types of takeover. The first being in the exclusive period of 8-10pm on a Wednesday before The Frat House. The second will be on a Monday. This Monday event will involve more work, planning and promotion. It will also mean the Students’ Union will have more of an input and will help you organise certain aspects.

Event set up time will commence from 5pm on the day of the event dependant on the type of event.

The start time of the event will begin at 8pm and end at 2am dependant on the type of event.

The Main Room can be used exclusively from 8pm - 10pm on a Wednesday and this is to be the only period during which you can charge for entry and arrange exclusive drinks offers.

Please liaise through Tome Mckeown () for any drinks offers.

Section 1

Dates available are:

(All dates are Wednesday nights)

5th November 21st January 25th February

12th November 28th January 4th March

26th November 4th February 18th March

3rd December 11th February 20th May

10th December 18th February 27th May

You can also choose from a selection of standalone events which will involve more work, planning and promotion. It will also mean the Students’ Union will have more of an input and will help you organise certain aspects. These dates are all on a Monday.

Dates available are:

(All dates are Mondays nights)

16th March 30th March

Please ensure details you supply are up to date and you check emails/messages regularly and respond. Thank you.

Club/Society Name
Name of Event
Event Date First Choice / Click here to enter a date.
Event Date Second Choice / Click here to enter a date.
Event Coordinator #1
Mobile
Email
Event Coordinator #2
Mobile
Email

Section 2

Event proposal

Please detail your concept and event proposal. The best ideas will receive priority and their therefore their chosen date.

Section 3

3 weeks prior to event:

You are required to have a meeting with the Events team to discuss promotion and production. It is your responsibility to book this meeting with the Events team. Failure to do so may result in losing your chosen takeover date.

2 weeks prior to event:

Meetings / Event preparation checklist*

Meet with SU Events team

Poster design / details to be discussed with Promotions Assistant & Comms Department

Create an event timeline

Collect 100 flyers and 20 posters

*All above criteria must be met in order to carry out your event.

Event Layout

Detail how you wish your event to be layed out and how the spaces will be used

i.e. Main room stage, Foyer etc.

Please ‘tick’ the equipment your event will require

General Equipment / Bar/Cash requirements
Sound system / Cash box
Laptop / Petty cash (for float)
Microphones / Tickets for entry
Television
Projector / Other
Projector screen
Float /
Stage
Podium
Bar

Section 4

Service Provider (please note that strippers and burlesque acts are not permitted).

Are you planning to hire someone outside of the University? If yes please complete Section 4.

Yes No

Details of Outside Service Provider
Name / Mobile
Email
Address / Postcode
What Service?

Budget Information

You will be given £150 upon successful application to help theme your event*. This must not be used for alcohol purchase. Receipts must be provided.

Items / Amount

*Cash will not be awarded until this section is complete*

Activities List

Please discuss and decide which member will be taking charge of each activity. Please provide name and contact details.

Liaise with SU to confirm event details
Name / Mobile
Email
Liaise with bar to confirm drinks required
Name / Mobile
Email
Liaise with performers/vendors to confirm details
Name / Mobile
Email
Review advertising and marketing
Name / Mobile
Email
Other
Name / Mobile
Email

Section 5

On day of event:


Please discuss and decide which member will be taking charge of each activity.

Activity / Member Name
Pick up any borrowed equipment and supplies
Pick up cash box from SU (if required)
Arrive early, finalise details and have a staff briefing
Event set up (ticket table, equipment etc) 2-3 hours before event
Troubleshoot any problems that may arise

Post event wrap-up

Please discuss within your group which member will be taking charge of which activities.

Activity / Member Name
Return any borrowed equipment
Remove all advertising around campus
Return cash box and any ‘petty cash’ to bars
Financial follow ups - has everything been paid?
Bring any receipts to the SU

Following your event

We will be evaluating your performance, please provide details of how much money was spent and how much money was raised. This evaluation is used as a tool to improve future events and to create a history for each club/society.

Money spent £ Money raised £

Signed

When complete return to or hand the completed form into the SU offices.