HOW TO - ORGANISE PUB CRAWLS THAT ARE SAFE AND RESPONSIBLE

HOW TO - ORGANISE PUB CRAWLS THAT ARE SAFE AND RESPONSIBLE

A pub crawl can be the highlight of your group’s year, but only if you get it right. Done well, it’s a night of fun, connection, and memories; if mismanaged, it can lead to problems. 

Here’s how to make your pub crawl unforgettable for all the right reasons.

This guide covers everything you need to know to run your pub crawl safely and responsibly.

What the Union Expects From You

If you're organising a pub crawl, you're responsible for making sure it runs safely. Here's what's expected:

• Ensure all attendees follow the Behaviour and Culture Framework
• Have a registration or sign-up list so you know who's attending
• Provide 1 sober steward per 10 people; keep groups to no more than 10 per steward
• No drinking in public spaces like public transport or between venues.
• Avoid unofficial fundraising or disruptive games/activities.
• Don't wear anything that clearly identifies attendees as Imperial students (no club merch, scrubs, or Constituent Union gear)

IMPORTANT: Sober stewards must be designated in advance, not just whoever happens to be sober on the night. At least one committee member should be overseeing this. 

Don't Skip the Risk Assessment

Pub crawls involve multiple venues, moving groups, and alcohol. Your risk assessment needs to reflect that. Make sure yours covers:

• Alcohol consumption: how you'll keep things safe and responsible throughout the night
• Reputational risks: both for your group and for Imperial College
• Crowd control: how you'll manage the group moving between venues
• Behaviour: how you'll handle anyone acting out or becoming unsafe

NOTE: Check out our Knowledge Base articles on risk assessment, control measures, stewards and more for guidance on how to complete these properly.

On the Night: Key Rules to Follow

Once you're out, keep these in mind:

• Keep groups manageable in size (no more than 10 people per sober steward)
• Stay together between venues and account for everyone before moving on
• Look out for your members. If someone is unwell or unsafe, act early.
• Don't use group chats to report incidents; they're not monitored and messages can get lost

If Something Goes Wrong

The Union is here to support you, but you need to know what to do in an emergency:

1. Call emergency services if someone is in danger (999)
2. Ask venue or public transport staff for support. 
3. Campus Security (if on or near campus): 0207 589 1000. They can contact emergency services and loop in Union staff.
4. After any incident, submit a CoreStream report. This helps the Union improve support for future events.

IMPORTANT: Never rely on a group chat to flag a serious incident. Always contact the appropriate people directly and follow up with a CoreStream report afterwards.

A Note on Inclusivity

Not everyone drinks, and that's completely fine. Make sure your pub crawl is welcoming for everyone:

• Ensure venues on your route serve non-alcoholic options
• Never pressure anyone to drink
• Consider whether the format works for all your members, not just those who drink

NOTE: Events don't have to centre around alcohol to be a great night out. Check out our event harm reduction guidance (coming soon) for ideas on how to make your socials inclusive for everyone.

Next Steps

1. Submit an Activity Proposal for your pub crawl
2. Complete your risk assessment, covering alcohol, behaviour, crowd control, and reputational risk
3. Designate your sober stewards (one per 10 attendees, confirmed in advance)
4. Brief your stewards on the route, emergency contacts, and what to do if something goes wrong
5. Share the Behaviour and Culture Framework with attendees ahead of the night

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