The Students’ Union has an External Speakers Procedure which needs to be adhered to when a student, student group, staff member of department within the Union organises an event with an external speaker (i.e. an individual or organisation who is not a current student or staff at the University of Sussex or Sussex Student Union).
A risk assessment, including external speaker details, needs to be submitted for every event your club, society, or campaign holds which involves having an external speaker. This needs to be submitted to email@example.com at least 10 working days before the day of your event.
More information about our External Speaker Procedure »
External speakers procedure 2017 (in full) »
Guidance for external speakers attending a University of Sussex Students' Union event or activity »
View risk assessment template »
View risk assessment template »
View example risk assessments »
View generic society risk assessment »
View manual handling guide »
As an official arm of the Students’ Union, each affiliated group (represented by the committee) has a serious duty to take care of the welfare of its members and anyone that may be attending your events. This means there is a legal obligation to fill in a risk assessment for events or trips you plan.
All affiliated clubs, societies and student media groups are required to have a general risk assessment for their main activity. This is usually completed when the group is established and updated yearly during the handover process (or more often if the activity is of medium/high risk). Your group's general meetings & socials may be covered by our generic society risk assessment, or you may use the examples to add to your own risk assessment for meetings & events that aren't covered.
Once your general risk assessment is completed (or once you confirm you are using the generic society risk assessment on the USSU affiliation form) you will only need to submit risk assessments for ad-hoc events that aren't covered by the generic one. If your group organises regular events or trips you can keep the same template risk assessment and adapt it each time.
Your risk assessment for ad-hoc events and trips should be submitted well in advance of the event or trip (at least 10 working days) so that we have adequate time to check it over. A member of the Union Hub team can help you fill in a risk assessment.
If your group regularly engages in risky behaviour you might want to get one of your members to complete a first aid qualification. Contact a member of the Union Hub team if so.
The Students’ Union has public liability insurance with a limit of £5,000,000 which all clubs and societies are covered by. If you’re doing anything out of the ordinary you might need to purchase extra insurance. Come and check with us if you’re not sure.
A risk assessment is nothing more than a careful examination of what, in your club or society, could cause harm to people, so that you can weigh up whether you have taken enough precautions or should do more to prevent harm. The overall aim of the exercise is to ensure that no one gets hurt or becomes ill.
When carrying out your risk assessment the important things you need to decide are whether a hazard is significant and whether you have it covered by satisfactory precautions so that the risk is small. You will need to check this when you assess the risks.
It is important not to over complicate the process. With most activities the hazards are few and simple, and checking them is common sense, but necessary.
You canfind examples online and from National Governing bodies related to your sport that might help with your activities. If you have any further questions please speak to the Union Hub team.
What happens next?
The relevant staff member will check over your form to make sure everything is completed. If your event is low risk we will keep the risk assessment on file and let you know (usually by email) that it has been approved and you may carry out the activity/event. If the activity/event is medium or high risk, a member of staff will be in touch to discuss how to make sure the event/activity can be carried out safely and may suggest some additional control measures. Groups are required to review and update their general risk assessment every year when they hand over to a new committee.