Guide to filling in an EMF

Event Organiser

Your Committee name (eg: Alcuin CSAC)

Are you?

Select York SU/Student-led event and then your relevant College Committee

Contact Details

This can either be a committee email address, or the email address of the lead organiser - which ever will be the most responsive. The phone number needs to be that of the event organiser and will need to be available during the event.

Event Name

What you are calling your event.

Event Description

Be as concise and detailed as possible - include the requirements for setting up your event, what will happen during the event itself, who it is aimed at (e.g. students, the general public), the key activities which will take place, any catering arrangements you have, whether it’s a cultural or religious event, and what will be required to pack up afterwards. 

Nominated Responsible Person: 

This is the person who will be in charge during the event; it should be their mobile number in the contact details, and ideally they are filling out the EMF.

Event Date

The date your event will take place.

Start Time

The time that your event will begin. Please note: Do not include setting-up time in this.

Finish Time

The time your event will end. Please note: Do not include packing-down time in this.

Location

Select the general area of campus from the dropdown list.

Specific Rooms/Area Required

State the room you have booked for your event. Please note: You need to book your room before filling out the EMF.

Maximum No. Attending

This is the maximum number of guests you are able to have at your event. Please note: This number must not exceed the amount of tickets you are able to sell, or the capacity of the room you have booked.

Publicity Arrangements

State how you are going to publicise the event.

Admission Arrangements

State how people will gain access to your event. For example: Selling tickets in advance; first-come-first-served ticket sales on the door; just let people in until you reach capacity.

Ticket Price

If you’re selling tickets, how much will they cost? Include any different price categories.

Ticket Availability

Who can buy tickets? Are they only for members, or can all students or members of the public attend?

Preparation Time

By Start write the time you’ll need access to the room to begin setting up. By Finish, write the starting time of your event. 

Additional Building/Areas Required

List any additional rooms, buildings, or areas you need to use for the event that haven’t already been mentioned.

Temporary Structures

State whether you are using any temporary structures, and if so, what they are.

Parking Facilities

State whether you require any, and if so, how much and where.

Loading/Unloading Facilities

State whether you require any, and if so, where.

Estates Requirements

If you require the Estates team to support you in your event please state it in this box. You also need to contact Geoff to talk through your requirements.

Dismantling/Cleaning time

By Start write the time your event is due to finish. By Finish, write the time you will finish all of the clearing and packing away. Please note: Rooms must be left as you found them, so be realistic with this time. It’s better to ask for more time than you think you’ll need.

Music Arrangements

State whether you are having a live band or any pre-recording music (if neither, leave blank).

Catering Arrangements

Only fill in this box if you are using Cucina or other external caterers. 

Bar Arrangements

If you’re using one of the campus bars, please state what you require from them.

Bar Times

If you’re using a campus bar, please state the times between which you will require it.

AV Arrangements

Please state whether you require the use of any Audio/Visual equipment. This includes projectors, wireless microphones, etc. If you do, please state the date and times you require the specific pieces of equipment.

Special Effects

Please state whether you are planning to use any special effects, and if so, what they are.

Security Arrangements

Leave this blank.

Portering Requirements: 

Do you need anything to be set up in the room beforehand? If so, state exactly what you will need doing in advance.

First Aid Arrangements

All porters are first aid trained, so generally you will not require first aid arrangements. However, if you are holding a big event you may need to arrange specific first aid. In this instance contact Geoff who will be able to advise. 

Please note: If you have volunteers that have been first aid trained by York SU please let us know.

Accessibility

Generally campus is accessible, but let us know if you need anything specific.

Doorsafe Arrangements

Doorsafe help keep certain events safe and secure. Most events do not require them, but if you are organising a club event, or if your event needs a late license, involves alcohol, live music, abnormally large amounts of people, a performance, or has Special Meeting Status (see below), you may require their services. Doorsafe works at roughly a 1:100 ratio and costs £13.50 per hour per staff member. If you think you might require Doorsafe, or you’re not sure, email Geoff and he’ll advise.

Stewards Arrangements

Most events won’t need stewards; it’s sufficient to simply state that the Committee will be present. However, club events, events with large numbers of people, or performance events may require stewards. You can supply your own stewards, or York SU can source them for you. Contact Geoff for advice if you’re unsure. 

Insurance Arrangements

Select York SU - College Committee events are covered by our insurance. 

Policy Number and Expiry Date

Leave this blank. 

An external speaker is classed as anyone who is coming to speak at an event who is not a student or University or YUSU member of staff.

External speaker

Select whether or not your event involves an external speaker.

Speaker Details

If so, provide their full name and contact details.

Speaker Status

State what their role is (e.g. MP for York Central or Vice-Chancellor of the University of Leeds)

Subject of Event/Meeting

Tell us what subject the speaker is going to discuss, providing as much detail as possible.

Special Meeting Status

Select Yes if your speaker may be discussing something contentious, or if what they say could cause a heated debate. If you’re not sure, contact Geoff.

Please note: We are not going to stop them from speaking. However, it is important that we are aware, and we may need to arrange for security.

Once you’ve submitted your EMF it needs to go through a number of different checks. Any event, even the most basic type, will be signed off by six parties:

Stage 1: York SU Health and Safety (1) for any student led event (including JCR/CSA events)

Stage 2: Porters (2) & Security (3)

Stage 3: The Facilities Manager (4) of the area

Stage 4: University Health and Safety (5)

Stage 5: Finally, sign off from Information Centre (6) who then email the final document to all parties and anyone who may be affected by the event

As you can see, your EMF has quite a journey to go on after you submit it - so it’s really important that you send it off as early as possible. It must be submitted at least 21 days in advance of your event. You can follow its progress using the tabs on the website, and you can also contact the relevant staff member to check up on it if it seems to have got stuck.

Please note: After Geoff has checked your EMF, York SU has no control over how long it will take to be signed off. It is your responsibility to ensure it is fully signed off before the day of the event, and once it has passed out of York SU we have no further influence. Please contact the parties you’re waiting on once it has passed to Stage 2.