Planning a boat party can be one of the most exciting large-scale events your student group puts on—but it also comes with a lot of responsibility. Here's a step-by-step guide to help you navigate the planning process, avoid common mistakes, and make your event a success.

 

1. Event Proposal & Initial Planning

 

Before anything else, you’ll need to submit an Event Proposal Student Group Admin Form . This is essential, and we require at least 6 weeks’ notice for large-scale events like a boat party. These events often involve coordinating with multiple external parties, so early planning is key.

 

2. Buttons & Collecting Payments

 

This is one of the most important steps. You will likely need to collect ticket payments before you can pay the deposit and final invoice for the boat.

 

Here are some key tips:

  • Encourage early ticket sales. Payment delays can stall the entire process.
  • Use the Student Group Admin Form to set up buttons for tickets and payment collection. 
  • Please note: We cannot pay invoices unless the money is already in your student group account.

 

 3. Submitting Invoices

 

When submitting an invoice for payment:

 

  • Double-check that it contains all required information (vendor name, address, bank details, clear breakdown of costs, addressed to SU RHUL, etc.).
  • Ensure your student group has sufficient funds to cover the invoice.
  • If an invoice is missing information, it will be returned and may cause delays in payment.

 

You can find more detailed guidance in the Helpdesk : RHSU Student Opportunities  - Invoice article.

 

 4. Event Approval

 

Once you’ve submitted your Event Proposal and other required documents, a member of the Student Opportunities team will review your submission. Please be patient—during peak times, response times may be longer.

 

Important notes:

  • Submitting a proposal does not mean the event is approved.
  • Do not begin promoting your event or confirming third-party bookings until approval is granted.
  • Never sign contracts on behalf of your student group—doing so could make you personally liable, and we won’t be able to support you if issues arise; please forward them to us.

Additional details (e.g. risk assessments, changes to plans) may be requested during this stage.

 

5. Credit Notes & Refunds

 

Sometimes, boat companies offer refunds, such as if your group hits a minimum bar spend. Always check the terms and conditions beforehand to see if this applies.

 

If you’re due a refund:

 

  • Request a credit note from the company. This is the correct process and usually the fastest way to get your money back. Once you have that, please forward it to us following the same process as you would to submit an invoice  Student Group Admin Form, and then we can take care of the rest.

 

Final Tips

 

  • Communicate clearly with your committee and group members throughout the process.
  • Stick to deadlines and stay organised—especially around payments and approvals.
  • Don’t be afraid to ask our team for help if you’re unsure at any stage.