RUNNING A SOCIAL

Running a Social

Socials are a great way to welcome new members, strengthen your community and give members the opportunity to socialise outside of your regular activities. Whether you're organising a quiz night, dinner, karaoke, movie night or pub social, this guide explains what you need to consider before planning your event.

Do I need an Activity Proposal?

Many socials can be covered by your Core Risk Assessment, while others require an Activity Proposal and Risk Assessment.

You should submit an Activity Proposal if your social includes activities outside your Core Risk Assessment, for example:

• Pub crawls.
• Dinners or formal events.
• Film screenings.
• External venues or suppliers.
• External attendees or collaborators.
• Large organised social events.

If you're unsure whether your social requires approval, contact the Activities Team before making any bookings.

IMPORTANT: Do not advertise your event, confirm bookings or make any payments until your Activity Proposal has been approved.

Planning an inclusive social

Committee members are responsible for creating events that are welcoming and inclusive for everyone.

When planning your social, consider:

• Choosing an accessible venue.
• Offering alcohol-free options where appropriate.
• Avoiding activities that pressure people to drink or participate.
• Considering dietary, cultural and accessibility requirements.
• Making sure all attendees understand the expected standards of behaviour.

All socials should be delivered in line with the Union's Behaviour & Culture Framework.docx

Pub crawls and alcohol-related socials

If you're organising a pub crawl or another alcohol-focused social, you'll need to consider additional safety measures.

This includes:

• Completing an appropriate Risk Assessment.
• Planning attendee welfare.
• Appointing sober stewards where required.
• Considering emergency procedures.
• Encouraging responsible drinking.

Alcohol should never be a requirement for participation, and members should never be pressured to drink.

For full guidance, see our Running a Safe and Responsible Pub Crawl Knowledgebase article.

Film screenings

If you're planning a film screening, you'll need to make sure you comply with copyright and licensing requirements.

Depending on the type of screening, restrictions may apply to advertising films and how they are shown.

For full guidance, see our MOVIE NIGHTS AND FILM SCREENINGS : Imperial College Union Knowledgebase article.

Fundraising socials

Many socials are also fundraising events, such as:

• Quiz nights.
• Bake sales.
• Charity events.
• Raffles.

These activities may require additional approval depending on how they are organised.

See our guidance on Fundraising Activities (COMING SOON!) for more information.

Informal member meet-ups

Not every social requires an Activity Proposal.

Regular members-only meet-ups that are already covered by your Core Risk Assessment, such as meeting for coffee or a casual catch-up, generally do not require additional approval.

If you're introducing a new activity, changing location, or organising a larger planned event, you should check whether an Activity Proposal is required before proceeding.

Using Union venues

If you'd like to hold your social in an Imperial College Union venue, you'll need to follow the Union venue booking process.

Some events only require a venue booking, while others will also require an Activity Proposal depending on the nature of the activity.

For example, events involving:

• External collaborators.
• Production shows.
• Guest speakers.
• Event sponsorship.
• Non-ICU bar venues.
• Alumni.

will still require an Activity Proposal in addition to the venue booking.

See our Using Union Venues guidance for more information.

Related guidance

You may also find these Knowledge Base articles helpful:

• HOW TO - RISK ASSESSMENTS GUIDE : Imperial College Union
• Running a Safe and Responsible Pub Crawl
• MOVIE NIGHTS AND FILM SCREENINGS : Imperial College Union
• BOOKING UNION VENUES FOR YOUR EVENT : Imperial College Union

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