HOW TO - RUN A STALL

HOW TO - RUN A STALL

It's More Than Just a Table

Running a stall is a great way to reach people, but it’s not as simple as claiming a table. There are some considerations around safety, space, permissions, and how your stall reflects on your group and the Union.

To keep everyone safe and your event successful, you’ll need to follow a few essential rules.

Why This Matters

Unapproved or poorly planned stalls can:

• Block fire exits or evacuation routes, creating a safety hazard.
• Disrupt other building users (exams, lectures, meetings, and the public).
• Reflect badly on your group and result in complaints to the Union.
• Lead to your stall being shut down on the day, wasting your time and effort.

Planning protects your members, respects the space, and maintains your group in good standing.

Before You Set Up: Get Approval

IMPORTANT: You must get approval before running a stall. Setting up without permission may result in your stall’s removal and your group being flagged for non-compliance.

Stall bookings are only for student clubs and societies to promote their own activities. Do not use them for external groups. Non-student groups must contact ICU Partnerships or the Imperial Internal Events Team directly. You cannot arrange this for them.

To get approval, you'll need to:

1. Submit an Activity proposal to the Activities Team. Describe what your stall will involve: what you're promoting, selling, or distributing, and any equipment you plan to bring.
2. Specify the location you'd like to use. Not all spaces are available, and some require College approval as well as Union approval.
3. Submit the room booking form

NOTE: Last-minute requests are much harder to approve. The earlier you submit, the more likely your stall can go ahead as planned.

Choosing the Right Location

Not every corridor or open space is suitable for a stall. When thinking about where to set up, consider:

• Never block fire exits or evacuation routes.
• Corridors and thoroughfares must remain clear enough for people to pass safely.
• High-footfall areas may require additional permissions from College Estates or Security.
• Outdoor spaces may have their own booking requirements.

If you're unsure whether a location is suitable, submit a ticket to the Activities Team before you commit to it.

What Your Stall Should Look Like

A well-run stall is safe, tidy, and considerate of everyone around it. Here's what to keep in mind:

• Keep your footprint small; only use your allocated space.
• Do not obstruct walkways with signage, banners, or queues. Keep all routes clear for others.
• Supervise your stall at all times.
• Take everything with you when you're done. Leave the space as you found it.
• Follow all Union and College rules on what can be sold or distributed (for example, no unauthorised fundraising and no alcohol without prior approval)

Selling, Fundraising, and Distributing Materials

If your stall involves selling items, collecting money, or distributing materials, there are additional things to consider:

• The Union must approve all fundraising in advance. Check the fundraising guidance coming soon.
• Food and drink can only be sold or given away with appropriate permissions and allergen information in place.
• Printed materials should not contain anything that breaches the Union's Behaviour & Culture Framework
• External organisations cannot run stalls on your behalf without prior Union approval. This applies even if an external group sponsors or partners with you. Stall bookings are only for your group's activities. You cannot use them for any external group. External groups must contact ICU Partnerships or the Imperial Internal Events Team directly.

NOTE: Do not promise or arrange on-campus stalls for sponsors or partner organisations to promote themselves.

IMPORTANT: If your stall involves collecting personal data, handling cash, or selling goods, make sure you have checked the relevant Union guidance first. These activities carry additional responsibilities.

On the Day: Quick Checklist

Before you set up, run through this:

• The Activities Team has approved the stall, including any selling, fundraising, or food distribution.
• Stall is supervised throughout the event.
• No obstructed walkways
• You know how to pack down quickly and cleanly if asked to.

Next Steps

1. Plan your stall with good time
2. Submit your request to the Activities Team with your location, date, and a description of your stall.
3. Check any additional requirements, especially if you're selling, fundraising, or handling food.
4. Brief whoever is running the stall on the day, so they know the expectations.

Still have questions? Check out the rest of our Knowledge Base articles or submit a ticket to the Activities Team. We are here to help.