Student Handbook

You need to complete an Event cover Form for each activity you plan, so that your Society coordinator can advise you on any additional information you may need. Please use the form below to submit one:

Society Event Cover Form

If you have any expenses for your event, please complete a budget form.

Budget Template (Please click 'edit a copy' to create your own budget)

If you require tech support in one of our venue spaces (Mountford Hall or the Stanley theatre) you will need to complete a running order below; the Tech team have put together a handy guide for you to follow, however if you have any questions please get in touch with your coordinator!

Running Order

Running Order Guidance

Running Order Example

Fundraising is an integral part of society life, and every year our societies raise thousands of pounds for UK based charities and their particular society. For the academic year 23/24, this was over £47,000!

Raising money gives you the chance to get together with your society and have a great time for a great cause, as well as making a difference to people's lives. You'll also develop transferable skills such as budgeting, event planning and marketing. 

To get started, complete a Fundraising Form using the link below, and look through our Fundraising Guidance.

Link to form

Fundraising Guidance

You can request dominos for your event using the Guilds deal - 1 large pizza with one topping for £10! If you would like to use this deal, please complete the below form and send it to your coordinator (there is a minimum order of 4 pizzas and a delivery cost of £3.50, so please factor this into your budget)

 Domino's Pizza Order Form

If you are looking to arrange a film screening for your society, you will need to ensure it is covered by our licence; the below document has guidance on how to check this and what you will need to set up your event!

Link to document

A lot of societies like to organise bar crawls, often involving a theme. If this is something you are interested in, you need to submit an event cover form with the below information available:

-a maximum of 3 bars/venues that you are planning to attend

-the names and contact numbers of all stewards

You will need to have 1 sober steward (committee member) to every 15 attendees, to a maximum capacity of 60 (if you are looking at a higher attendance, you will need to discuss this with your coordinator.

Events

Student Group Finance is where you will submit reimbursement requests for items you have purchased/would like to purchase on behalf of the Society. If an item is used for a society event and will be staying in the societies inventory, it's eligible for reimbursement!

We have made this handy guide to walk you through how to access and use the SGF portal, so we recommend that treasurers and other core committee members read through this:

SGF Guidance

You may need to upload an invoice for a service or purchase, and so these will also need to be in line with our requirements to make sure they are approved as soon as possible – we have created an example invoice that shows what we expect to see, if there is any information missing from an invoice, this could delay the approval process:

When your society is registered for the year, a £50 Welcome Grant will be deposited into the societies 2112 account to be used to help fund a welcome event or your stall at the fair; as an example, you could use this for:

• Decorations and freebies for your Welcome Stall
• Snacks for a welcome event
• Dominos for your welcome event

If this money isn't used, we will reclaim your welcome grant 2 months after your society is registered. This will then return to the grant pot to be reused throughout the year to support the Spend It grants, so that other societies can bid to use the money.

For any societies that were registered before the Welcome Fair (25^th September), your Welcome Grants will be reclaimed on November 1^st 2026, so make sure to use it or lose it! (any society registered after Welcome fair will have 2 months from their registration date to use their grant).

You may be looking at a sponsorship to bring in income for your society or work with an organisation that fits closely with your aims. If this is something you are interested in, we can support you to get a contract set up with the organisation. The Guild team will need to review any contract; request amendments where needed and ultimately sign the contract if we are happy that we can comply with the terms. Contracts must not be signed by committee members.

If you have a sponsorship that you are interested in looking at, please contact your coordinator:

Steph Blything -  S.Blything@liverpool.ac.uk

Hattie Travis - H.Travis3@liverpool.ac.uk

Jasmine Walker - J.Walker21@liverpool.ac.uk

Sophie Barratt - S.Barratt4@liverpool.ac.uk

Training

Society Core Training

Vice/President Training

Treasurer Training

Secretary Training

Medics Training

Performing Arts Training

How to take minutes

How to run an AGM

President Report

Treasurer Report

You may wish to order merch for your society, and there are many options that you can look at!

In order to be as sustainable as possible, you will need to sell tickets online for the cost of the item to ensure that we order to demand rather than over-consume the items and end up with more than we need. If you are not sure what company to use, our sustainability team have some recommendations, so please get in touch with your coordinator about this.

• University & Guild Code of Practice on Freedom of Speech and Academic Freedom
• Guild Code of Conduct
• Guild Health & Safety Policy
• University Social Media Policy
• Guild Equality, Diversity & Inclusion Policy
• Guild Society Byelaws

Guild Complaints Procedure

• Publicity Guide
• Map of Building
• How to handover your society
• Your Society AGM
• Process for Additional Committee Roles
• Society Coordinator Drop-In Times
• Society Aims
• Society Health & Safety Handbook

All members of our societies are automatically covered by our Public Liability Insurance.

Where we - in partnership with Endsleigh - identify high risk activities, we also provide Personal Accident Insurance on a group-by-group basis. These groups are the Racing Society, the Reenactment Society, University of Liverpool Dance Society, Ballroom & Latin Society, Salsa Society, Pole and Aerial Dance Society, Bhangra, Liv Yoga, Hindu Society's Bollywood Classes, Tamil Dance Classes, and KPOP Dance Classes.

A detailed version of the policy wording is available upon request from Morven Proctor, Director of Membership Services

If you are involved in an accident as a member of a society, please contact Morven Proctor, Director of Membership Services.

The cost of this insurance, per person, is £4.00

Incidents, Accidents & Near misses

At the Guild, we are committed to working with our students to create fun events and activities that are also as safe as possible. Following on from the Safe Adventures review, we are committed to ensuring that you as student leaders are supported in dealing with any incidents, accidents or near misses that may take place at your events or activities. Whilst we hope there aren’t any, if there are you have a responsibility as a student leader to follow the risk assessment and ensure that any accidents, incidents or near misses are reported to us. This is to ensure we are aware of anything that may have occurred at a society event or activity, to prevent it happening again and to ensure our committee members feel supported should an incident, accident or near miss occur.  Reporting incident, accidents & near misses is not a sign of failure, it is an opportunity for us to learn and develop. Failing to report however leaves your members at risk, so it is your responsibility to ensure all of these are reported, should they occur.

You can find the form here

If you have any questions about the form, please email hfowler@liverpool.ac.uk

Communication and data protection

- Full details on how the Guild manages and processes your data can be found here: https://www.liverpoolguild.org/privacy