This is your go-to page for training, forms, risk assessment templates and much more! Check out the FAQs at bottom to see if someone else has already asked what you want to find out.
EVENTS
Use this for outside events on squares and University grounds – having a single table/fundraising stall on Square 3 just requires a table booking to be made, not an event permission form.
If you are making your own food to serve, someone supervising must have a Food hygiene certificate. Sign up to the online food hygiene course here.
You must display all allergens for food being served in line with Natasha’s law.
Keep the original food packaging for any food purchased, or make signs for home made food.
For external catering we must have the following emailed to susouthend@essex.ac.uk in advance of us approving your room booking/event:
- Name of catering company
- Copy of their Public Liability Insurance (£5million minimum)
- Copy of their food hygiene certificate
If you’re having someone speak at any event on campus who isn’t a University of Essex staff member or student then you will need to complete an external speaker notification form. A short moodle module will need to be completed before you are able to submit a notification. You must give at least 15 working days notice prior to your event.
Before you invite a speaker, please check that they aren't associated with any of the organisations on this list of proscribed terrorist groups
Click here to complete the external speaker notification.
RISK ASSESSMENTS
Please log all accidents that occur during events. Should an accident occur during one of your events on campus and you require first aid support, call 2222 on an internal campus phone or 01206 862222 on a mobile phone to get through to the security team.
TRAINING
WELLBEING
If your event has the potential to be triggering or upsetting to any of your members, please make sure you alert members of any trigger warnings in advance. You can display this slide at your events
HEALTH & SAFETY
Please log all accidents that occur during events. Should an accident occur during one of your events on campus and you require first aid support, call 2222 on an internal campus phone or 01206 862222 on a mobile phone to get through to the security team.
A competed Risk Assessment must be sent to susouthend@essex.ac.uk before society events before can happen. The template can be found in the Risk Assessment section above, along with the Risk Assessment training. If you are having difficulties completing this, please send us an email at susouthend@essex.ac.uk or come and speak to us.
We know that disagreements can happen or there may be a difference of opinion. If there is an issue between members, it is firstly the role of the President to try mediate this and resolve the issue. Listen to both sides and try to offer positive solutions to the problem. If the problem is not resolvable or it has escalated, please reach out to the SU societies team who can help mediate the conflict. This could be a face-to-face discussion, to allow everyone to voice their opinion and find ways to move on.
To appoint new members to a society’s Executive committee an election must take place. To organise one of these or to find out more information, please email us at susouthend@essex.ac.uk or come and speak to us. If any of your exec step down, elections will be required to replace that position as well. The person stepping down will need to email susouthend@essex.ac.uk to confirm their decision in writing and then we can put a timeline in place for your online elections.
In order to add an event to the What’s On page, you must first ensure that you have obtained admin rights. If you do not have admin rights or you are unsure, please email us at susouthend@essex.ac.uk. From your society’s webpage, click the ‘page admin’ drop-down menu on the top banner and then select ‘[your society] admin tools’ --> Click ‘Events’ (calendar icon) --> Click ‘Add new event’ --> Fill in the details as required. You can find a how-to guide here.