WORKING WITH SUPPLIERS

Working with Suppliers 

If you’re working with an external supplier like a caterer, AV company, photographer, or videographer, they must meet the Union’s finance, insurance, and safety standards.

Providing the right documents when submitting your event proposals helps ensure your event is approved, protects everyone involved, and reduces risks for your group and the Union.

Why Supplier Documentation Matters
The Union must check that every supplier is insured and operates safely.
 These checks help:

• Protect attendees, volunteers, and organisers.
• Demonstrate that suppliers have appropriate insurance cover.
• Confirm that suppliers are following relevant safety standards.

IMPORTANT: Do not sign contracts on behalf of your student group or the Union. Any supplier contracts must be reviewed and signed through the activity proposal process.

Supplier Requirements
For external caterers, you need:

• Public Liability Insurance
• Food Hygiene Certificate
• Risk Assessment and Method Statement (RAMS)
• Contract (if applicable, to be signed by the Union)

For external AV suppliers, you need:

• Public Liability Insurance
• Room Plan (where applicable)
• Contract (if applicable)
• Risk Assessment and Method Statement (RAMS)
• Completed College Induction (where applicable, completed by the supplier)
• Completed Permit to Work (where applicable, submitted by the supplier through the College portal)

For photographers or videographers, you need:

• Public Liability Insurance
• Contract (if applicable)

NOTE: Consider discussing how images and video footage will be used and shared before confirming any booking.

Choosing a Supplier

• Check your Club / Society Committee handover doc for past contacts, but don’t feel tied to them.
• Get multiple (3) quotes; London has loads of options.
• Go local and sustainable if you can.
• Only use legit businesses that can provide:
  1. A written quote
  2. Public Liability Insurance (PLI)
  3. Risk Assessments
  4. Invoices (no sketchy same-day cash requests)

Avoid suppliers who:

• Can’t provide PLI or health & safety documents.
• Pressure you to book or pay quickly
• Ask for bank transfers or same day/full payment without paperwork like invoices 

Communicating with Suppliers & Timelines

• Whenever possible, upload contracts with your event proposal, or as soon as they are available.
• The Union’s financial process can mean longer turnaround times for payments and contracts. Let your chosen supplier know this in advance. 
• All supplier contracts must be reviewed and signed by Union staff through the activity proposal process. Do not sign contracts yourself. This ensures the Union takes on the liability and keeps you protected.
• If suppliers are being pushy or urgent, contact the Activities Team for support.
• Some AV activities may require additional College permissions before work can begin. Ensure these requirements are completed well in advance of your event.

What You Need to Do

Step 1: Tell us about your suppliers

When submitting your event proposal, provide details of any external suppliers you intend to use. This allows the Activities Team to review and approve the arrangements.

Step 2: Collect the Required Documentation
 Request the relevant documents from the supplier as early as possible. Missing documents may delay event approval.

Step 3: Submit Any Required Contracts
 If a contract is involved, send it with your event proposal email conversation with the Union for review and signature. Do not sign it yourself. Any supplier contracts must be reviewed and signed through the activity proposal process before the event.

Step 4: Confirm Health and Safety Requirements
 For suppliers carrying out work on campus, ensure that any required inductions, permits, risk assessments, and method statements are completed before the supplier comes on site, so before the event date.

Need Support?
It’s much easier to resolve issues early than shortly before an event. If you’re unsure whether a supplier requires documentation or need help gathering the correct information, submit a ticket to the Activities Team.