PLANNING A BOAT PARTY

Planning a Boat Party

Boat parties are a great way to bring your members together and make the most of our South Kensington campus close to the River Thames. Because they use external suppliers and come with higher risks, you’ll need to make sure your boat provider meets essential health, safety, and insurance standards. These checks keep you, your members, and your guests safe.

Key Information
 Before your boat party can be approved, you must:

• Choose a reputable boat provider.
• Obtain key safety and insurance documents from the supplier.
• Submit the Activity Event proposal to the Union, within the right submission deadlines.
• Wait for Union approval before making any bookings or payments.

IMPORTANT: If a supplier cannot provide basic safety documentation, the Union will not be able to approve them for use at a student event.

NOTE: When contacting suppliers, ask for the safety documents as part of your quote request. The Union can recommend trusted suppliers, but you should compare options and get multiple quotes if possible.

What Documents Do You Need From the Boat Operator?
Before selecting a supplier, ask them to provide the following documents:
 Required Safety Documentation

• MCA Passenger Certificate - Confirms the vessel is authorised to carry passengers.
• MCA Safety Certificate / Small Commercial Vessel Certificate - Demonstrates that the vessel meets required safety standards.
• Public Liability Insurance (including passenger cover where applicable) - Provides protection if an incident results in injury or damage.
• Safety Management Documentation - Shows that the operator has formal safety procedures and systems in place.
• Onboard Safety Procedures Summary - Explains how emergencies such as fire, evacuation, or a person overboard would be managed.
• Alcohol Policy (if alcohol will be available) - Outlines how alcohol service is managed and any controls in place.

Why This Matters
 These documents allow the Union to assess whether the supplier operates safely and meets its legal and insurance responsibilities. The review is not simply an administrative requirement; it helps reduce risk and supports the safety of everyone attending the event.

NOTE: Some suppliers may not share their full risk assessment. This is usually acceptable, provided they can supply the key safety information listed above.

Submit Your Event Paperwork
 Once you have identified a suitable supplier and gathered the required documents, you must follow the Union’s standard event approval process. All boat parties require:

• An Event Proposal Form
• A Risk Assessment

You will also need:

• An Event & Trip Budget on eActivities if the event will cost more than £500.

Submission Deadlines
 If your boat party is expected to have more than 100 attendees, you should submit your proposal at least two months before the event date.

IMPORTANT: Larger events often require additional review time. Submitting early helps avoid delays. Do Not Book Before Approval. Wait until you receive final approval from the Union before:

• Signing any contracts (Remember: the Union signs contracts on behalf of student groups to take full liability and keep our students safe)
• Paying deposits / Making payments
• Confirming bookings with the supplier

IMPORTANT: Only book or pay for your event after you have Union approval; otherwise, your group could face financial or compliance issues.

Summary: Boat Party step-by-step 

1. Choose a reputable boat party provider and get all required safety documents.

2. Complete your Event Proposal Form and Risk Assessment.

3. If your event costs more than £500, upload an Event & Trip Budget to eActivities.

4. Submit all documentation to the Union. Start gathering documents and preparing your proposal early; this makes approval smoother and helps your event succeed.

5. Wait for approval before booking or paying.

Email template to supplier:

Subject: Request for Safety Documentation - Imperial College Union Student Booking 

Dear [Supplier Name],

Thank you for your support with our proposed booking for a student event with Imperial College Union [club/society].

We understand that your risk assessment documentation may be a controlled or onboard-only document. However, as part of our duty of care and internal health & safety requirements, we do require evidence of compliance with key safety standards before we can approve a supplier for student activity.

To that end, we would be grateful if you could provide the following documentation or confirmation:

• Passenger Certificate 
• MCA Safety Certificate / Small Commercial Vessel Certificate 
• Public Liability Insurance
• Passenger Liability Cover
• Safety Management Documentation
   - A brief summary/copy of your onboard safety procedures (e.g. evacuation, fire, man overboard)
• Alcohol Policy

We understand this may be standard practice for your team and appreciate your support in helping us meet our internal safety and governance responsibilities. Please let us know if any of the requested documents are not applicable to your operation, and feel free to reach out with any questions.

We look forward to your response.

Still have questions? Check our knowledge base or  submit a ticket to the Activities Team.