Events & Trips

First, click the New Application button. You’ll see a list of options. Click the slider on all those options which apply to you.

Don’t worry about the following

Do you have an external speaker?

Will you be catering food?

Will you be fundraising at the event?

Will you be showing films?
You will provide this information on your Events Management Form.

Is this linked to a funding application?
This is irrelevant to our processes.

Please note that this system is not a replacement for the Events Management Form system. If you are hosting an on-campus event you must complete an Events Management Form. 

Basic Details

Here you’ll provide us with the basic information about your event.

Fill out the required elements of the form - all those with a * next to them.

You don’t need to tell us your budget on this form - if you event requires a budget, a member of York SU will be in touch. 

Venue

There are a few options here depending on your venue: If you’re hosting your event in one of our campus venues (e.g. Courtyard, The Glasshouse), select Students’ Union and select the relevant venue.

If you are hosting your event on campus select University and provide the room code.

If you are hosting your event virtually, select Students’ Union and then Online.

Travel

This section will appear if you selected yes to ‘Are you going off campus?’. You’ll need to provide the destination and lead contacts for the event.

Let us know if you want to publish your event on the website.

If you need a float, you must contact the Finance Office at finance@yorksu.org to arrange this a week in advance of your event - don’t worry about telling us here.

Products

Here you’ll add tickets to your event.

1. Click the Create button. 

2. Provide the ticket name - Please call it something identifiable e.g. ‘Poetry & Pints ticket Term 1 Week 4’ rather than just ‘Ticket’

3. Provide the ticket price

4. Provide the date and time you’d like ticket sales to start and the date and time you’d like ticket sales to end

5. Provide how many of this type of ticket you have available to sell

6. Provide the maximum number of tickets which can be purchased per transaction

Select how you’d like tickets to be sold

To sell tickets online - select yes to "Do you want to sell online?"

To sell at York SU reception - select "Do you want to sell offline at the reception/box office?"

Select who can purchase tickets

To sell to students - select "Do you want to sell to students?"

To sell to the public - select "Do you want to sell to the public?"

DO NOT SELECT - "Do you want to restrict sales to members of your Group? " - This makes the product exclusive to committee members with access to Member Dashboard.

Remember you can set up different products for committee members, students, and members of the public!

If you would like your tickets to be available exclusively to members of your college please email the Community Coordinator to arrange this.

Department

Select your group account

You will have two options here - your main account, or your RAG account. If your ticket sales are exclusively for charity, select your RAG account. For everything else, select your main account. 

Nominal 

Select the relevant Nominal Account to ensure your money goes to the correct place. 

2250 - College Own Funds

2251 - College Freshers Account

2252 - Colleges Sports Account

2350 - Raising and Giving (RAG - only for use with your RAG account)

VAT

Select T9 Outwith (No VAT) 

External Speakers, Catering, and Fundraising

As outlined above, there is no need to answer yes to these sections - if they are relevant to you, you will provide this information on your Events Management Form.

Recurring Events

If your event is happening multiple times, you can add in all the different dates here in one go. Add in the date of each recurring event and when you would like tickets to start and stop selling, lining up with the Products you’ve set up.

Additional Information

You don’t need to fill these out. If your event is a collaboration with an external organisation, or you require any additional equipment, you will indicate this on your EMF.

Risk Assessment

If you’ve got a completed Risk Assessment upload it here, but if you haven’t completed it yet don’t worry - just press Next and send it to us down the line. If you’re not sure if you need one, get in touch. 

Submission

Check through everything and press Finish.

Approval Process

Once you’ve submitted your event and all your products, you’ll need to wait for a York SU staff member to approve them. Your link staff member should check these regularly, but if it’s urgent you may wish to email them to let them know you’ve put it through. Products (tickets) also need to be approved by the Finance Office before they can go live online. Please submit your applications with plenty of notice to ensure your tickets are online when you want them to be.

If something doesn’t look right to your link staff member, they may choose not to approve the event and instead to send you some Feedback on it. This will appear on your Member Dashboard, and will enable you to edit the event. Usually this is because there is a ticket missing or some information doesn’t make sense. Edit the application, re-submit it, and wait for it to be approved.

Once your event is approved it will appear on the Dashboard as an Upcoming Event. 

To view who has purchased a ticket, head to Products and select All Products. You’ll see a table of the different products you have listed, as well as some information about them such as their current status. In the far-right column is a purple button with a white square and arrow inside it. Click on this button to view a table of who has purchased that particular product. 

To view who has purchased a ticket to your event, head to the Products page and select All Products. You’ll see a table of the different products you have listed, as well as some information about them such as their current status. In the far-right column you’ll see two purple buttons.

The left-hand button allows you to download an Excel spreadsheet of those who have purchased your product. The right-hand button (an arrow coming out of a box) allows you to see a list of those who have purchased your product in the Dashboard. You can send an email directly to everyone who has purchased the product if you need to provide them with more information. There is also an option to export the list from this page.

To do this, click the ‘Contact all purchasers’ button. This will take you to the Communications tab. Under ‘Group Type’ select ‘Product Purchasers’. A search bar will appear which reads ‘Product Type’. In the box search for the name of the relevant product. Press ‘Next’ and then complete the content of your email. Purchasers will be able to reply to this email, with replies being sent directly to your College's @yorksu.org email account. Please email the Community Coordinator if you need access to this account.

If you have multiple products for one event and need to send them all the same message, there’s an easier way to contact all your purchasers in one go. Head to the Events and Trips page and select the ‘Upcoming Events and Trips’ tab. In the far-right column you’ll see a purple button which allows you to send a message to all purchasers for this event. 

Please note: If non-students have purchased a product, you will only be able to see ‘Public Sale’ rather than their details on both the Dashboard and the exported Excel spreadsheet. Please contact your link staff member for details of non-student product purchases.