Events and Trips

This section allows you to submit an event application to add your events and tickets to the YUSU website. Doing this will allow you to inform us of your event, sell tickets to it, and see who will be attending. The YUSU website Events page gets 10,000 page views a month (averaged across a 12 month period), so we’d recommend adding your events through this process.

On the events and trips page you can see a full breakdown of all the events you’ve applied to go online and whether they were Approved, Declined, or are Pending. You can View them all, and Edit those which are still Pending. If your event has been approved, you can no longer edit it, but if you contact your link staff member they’ll be able to do this for you.

Navigate through the contents below and read through each stage on how to submit your event.

Creating an Event

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

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 an asterisk (*) next to them.

• You don’t need to tell us your budget unless you want to!

• 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 (don’t forget to get in touch with events@yusu.org to book the 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.

• Publish on Website: Select if you want your event to be published on the website.

• We do not normally offer floats for events; however if you feel like you need a float, you must contact the Finance Office at finance@yusu.org to arrange this a week in advance of your event - don’t worry about telling us here. 

• Click Next
  
  

Products

Here you’ll add tickets to your event.

• Click the Create button.

• Provide the ticket name

  • Please call it something identifiable e.g. ‘Poetry & Pints ticket Term 1 Week 4’ rather than just ‘Ticket’

• Provide the ticket price

• Provide the date and time you’d like ticket sales to start

• Provide the date and time you’d like ticket sales to end

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

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

• Select how you’d like tickets to be sold

  • Offline tickets can be purchased at the YUSU Helpdesk

  • Select all you’d like to apply

• Select who you’d like to be able to purchase tickets

  • This can be limited to members of your group (select Group Members AND Student Sales); open to all students; or open to the public

  • Select all the ones you’d like to apply

    • e.g. if you want to sell to students & members of the public select both options.

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

• Department: Select your group account

• Nominal: Select the relevant Nominal Account for your group - this ensures the money will go to your Own Funds account:

  • Societies/Media: 2050 

  • Sports Clubs: 2150

  • Volunteering: 2400

  • Colleges: 2250

  • PTOs: 2460

• VAT: Select 0%

• Click Submit

Create as many products as you’d like. If your event is recurring, create products for all the different events with the relevant ticket sale dates. When you’re done, click Next.

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 Events Management form (EMF).

Risk Assessment

Upload your completed Risk Assessment here. If you’re not sure if you need one, get in touch with your link staff member or Geoff Ward (g.ward@yusu.org)

Submission

Check through everything and press Finish.

Once you’ve submitted your event and all your products, you’ll need to wait for a YUSU 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.

Please ensure that all details are correct and that you’ve included all the tickets you’d like to sell. You won’t be able to add new tickets later on. 

If something doesn’t look right to your link staff member, they may choose not to approve the event and instead 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. 

View and contact your attendees

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 allows you to see a list of those who have purchased your product in the Dashboard. 

You can also export the list from this page, and send an email directly to everyone who has purchased the product if you need to provide them with more information. 

1. To do this, click the ‘Contact all purchasers’ button. This will take you to the Communications tab. 

2. Under ‘Group Type’ select ‘Product Purchasers’. A search bar will appear which reads ‘Product Type’. 

3. In the box search for the name of the relevant product. 

4. 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 group’s @yusu.org email 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 labelled Actions, you’ll see a purple button with a mailbox icon. Clicking this 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.

SUApp

If you wish to scan in members to an event you can do so using the SUApp, it is also possible to register interest to membership by scanning their membership QR code in the app, this is done in the same way as scanning them into an event but using the QR code found in the app.

iOS - Download the SU App from the apple store / Android - Download the SU App from play store 

To scan someone into your event:

1. On the app, go to 'My Union';

2. Select 'Administration' and click 'Scan Tickets';

3. A notice will appear advising that you will be taken to a new link in your browser - click 'Yes';

4. Select 'Group Event' on the SUMS web page you are taken to;

5. Select the relevant Event;

6. A notice will now appear requesting access to your camera to enable you to scan the QR codes - click 'Allow';

7. You will now be able to scan the QR codes for your Event, and attendance will automatically be registered as these are scanned.

Note: If you are unable to scan tickets, please contact itsupport@yusu.org to ensure you have the correct permissions. All Committee Members who have access to the student dashboard should have access to scan QR codes for their Events.

Jasmine Pledger, Student Citizenship and Employability Development Coordinator - j.pledger@yusu.org

IT Team - itsupport@yusu.org