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Request a venue

When the venue you need isn't already an approved venue, you request it first. This is its own three-step flow, separate from the activity request, and any member of staff can start it.

  1. Open the venue request

    On the Activities overview, click the Request venue card ("Not listed in Approved Venues? Request a venue first."). You can also start it from inside an activity request when you are picking a venue. The form runs in three steps — Venue details, Risk management, Review and submit — shown in the left rail.

    The three action cards on the Activities overview, with the Request venue card highlighted

  2. Fill in the venue details

    In Basic information, give the Reason for request and the Venue name, Address, Telephone, and Email (all required); a Website is optional but must be a valid http:// or https:// address if you enter one. In Contacts, add the venue's key Contact name, Contact email, and Position. In Students, set the Relevant learning area, Year groups, and Cost to students with its Currency.

  3. Attach the required documents

    Still on Venue details, the Attach documents section needs both a Public-liability insurance file and an emergency plan file — both are required. You can add any number of additional documents, which are optional.

  4. Complete the risk management step

    On Risk management, work through the venue risk assessment for each category — Student list, Activity based, Transport, and Staff capacity — logging the risks and their mitigations, or marking a category as no risk. Then complete the Key contacts and External provider confirmations and the Medical support section (venue first-aid qualification, first-aid kit, and defibrillator).

  5. Review and submit

    On Review and submit, check the summary, which flags anything still missing. Submit stays disabled until the venue details, contacts, students, both required documents, every risk category, and the key-contact and external-provider confirmations are complete. Click Submit: a success message confirms the venue request was created and you return to the overview.

    At any point you can click Save and exit to keep a Draft (available once you have entered a venue name); if you try to leave with unsaved changes, the form prompts you first.