For any event you organise as a Community, you will need to fill in an Activity Form explaining exactly what your event or activity is and what you need to make it happen. You must do this even if your event or activity takes place off-campus. This is how we book space for you, see that you have budgeted and make sure everything is safe for participants. You should include as much detail as possible and upload a risk assessment that covers your activity (guidance and template risk assessments). It is important to consider the following things:

Deadlines

• For simple events, activity forms should be submitted 7 working days in advance
• If your event requires more organisation- you need a bigger space, tech support, catering or need to sell tickets- activity forms should be submitted 1 month in advance
• For events with an external speaker activity forms must be submitted 20 working days in advance and must include the speakers name, contact details, affiliated organisation or job role and the title and content of their talk
• Each trip can be different to organise depending on where you are going. If you are planning a trip, get in touch with your Opportunities Coordinator to talk about the best way to do this

Room Bookings

• All NTU room bookings are sent to the university who manage those spaces.
• You will receive a receipt that your booking is being processed and a confirmation when it is booked. You need to cancel your booking if you no longer need it.
• All NTSU room bookings are managed by our Events Coordinator and supported by your Opportunities Coordinator. The venue is free of charge for Communities, but there will be staffing costs to take in to consideration depending on what you need for your event or activity. Depending on what your Community wants to do, an Opportunities Coordinator will advise you on what space is best and how to afford this.

Communities are designed to be project-based or to create environments where it is easier for students with shared identities and experiences to network. They bring students together and allow you to achieve your great idea without having to create and sustain a society. If you want to create a membership-led student group, that meets regularly and organises various events for like-minded students, you should instead look at setting up a society. Sometimes, a Community can develop into a Society with enough interest!

The level of support and planning you need will depend on the scope of your Community idea. To make sure we can help you achieve this, you will need to complete the following things:

Community Project Plan

You will complete your Community Project Plan with an Opportunities Coordinator, however, it is good to have a think in advance about how you will organise your Community. In the project plan you will need to: create a timeframe; think about who the Community is for and why; outline who you will work with; decide the steps you need to take to reach your end goal. At this stage, the Coordinator will be able to advise what support or resources you will need.  

Community Event Review

It is important that Communities have a real and meaningful impact on students at NTU. While the project plan will keep you focused on what you are doing, why you are doing it and who you are doing it for, you will need to complete a Community review after you have completed your project. As Communities do not have membership, this will record participation and engagement.

Need to feed your guests? Our partnership with Dominos means you can order pizza at a discounted price! You’ll need to order it 3 working days before your event and will receive an order confirmation once it has been placed. You can order your pizza here.

The Opportunities Department have a camera, GoPro, projector, screen and PA System available for Communities to hire. These are booked on a first come first serve basis and will need to be collected from Activities HQ at the City Campus SU. You can click here to hire any equipment.