Events & Crew Support 🎪
Our specialist Events Crew deliver unforgettable events, experiences and entertainment for students at Lancaster University.
Our full-time events staffers, supported by a dedicated team of student Crew Members, work year-round to design, plan and deliver a packed programme of entertainment and events to help you live your best uni life. From helping you to find your new uni family at Freshers' Fair in Week 1 to ramping up the belters for a last summer hurrah in Week 30, we'll be there to bring the memories.
Every week during term time, we bring you the best in local business from sizzling street food to geeky goods at our Farmers' Markets (Tuesdays and Thursdays, weather permitting ☔🙄). We transform campus into a winter wonderland for our annual Christmas Markets in December. Every two years, we support Roses on home soil to bring you an unforgettable weekend of sport and entertainments. If it's nightlife you're looking for, then the Sugarhouse have got you covered. And that's just us getting started: ice rinks, roller discos, circus shows, laser quests, festivals, comedy, live music - we've got it too. 😎
We help to bring your event visions to life with experienced technical support and equipment hire for affiliated student groups.
On top of our usual programme of events and activities, we're on hand to bring your student group's event visions to life with high-quality kit hires and experienced crew support available for affiliated clubs and societies, forums and college execs. Whether you're thinking of a fancy dinner, or going for a gig night, we can support and advise you to make it possible.
Our dedicated Crew Members regularly support campus events with setting up, operating and clearing away equipment as required. It is important that we receive your support request as far in advance as possible to allow us to prepare appropriately and provide you with the best possible service. For gazebo and PA kit hire requests, we require at least two weeks' notice. For Event Support Requests, where staffing is required, we require at least four weeks' notice. Where these timelines are not met, we may be forced to reject your request or apply a late request penalty fee.
Requesting and booking support and equipment should be one of the first things you do when planning a great event, don't risk leaving it to the last minute and going without! In order to make a request, you'll need to fill out a form. Use the flowchart below to work out which form you need to complete and then read on to find the links.
When planning, you will need to think about the cost of equipment hire and how you will cover this cost from your groups' budget or by raising ticket revenues. We always strive to keep our prices for equipment hire as low as possible however we are required to make a charge in order to provide a quality service and cover our own costs. After making a request, we will provide you with a Job Estimate as quickly as possible which will detail the costs you will need to cover. Estimates vary widely depending on the location, scale and complexity of the request. The examples below may help you to get a rough idea of how much this may cost but do not rely on these scenarios when preparing your budget - secure an accurate Job Estimate first. On occasion, the actual cost can vary from the job estimate if, for example, Crew Members were required to work for much longer than planned. Example estimates below are excluding VAT.
Example 1: You are planning a formal Ball event taking place in the LICA building. You would like support with professional sound and lighting for a DJ set in the evening. You have a large space to fill so the sound and lighting request is quite complex and you will need lots of equipment. We charge £100 for this kit hire. You also need to cover the staffing costs for Crew Members to administer this booking, check out and set-up the kit, operate the lighting and pack the kit away at the end of the night. In total, this covers roughly 10 hours for four Crew Members. At £13/hour, this costs £520. The total estimate for this job (excluding VAT) is £620.
Example 2: You are wanting to run a promotional activity in Alex Square and would like to book a 3m x 3m gazebo to do this in. Two crew members are required to put the gazebo up and weight it down, and then to take it down and pack it away again when you're finished. This takes roughly two hours in total and would cost roughly £52 (excluding VAT).
I'm ready to make a request
Let's make it happen! Use the links below to make your requests:
- Gazebo Request Form for, you guessed it, gazebos.
- PA Kit Hire Request Form for sound and lighting equipment where you can provide your own trained person to operate it.
- Event Support Request Form for sound and lighting equipment and Crew Member support to set it up, operate it and take it down.
If you still have questions about how we can support your next event, the don't hesitate to get in touch with our dedicated team at lusuevents@lancaster.ac.uk.
