Student Ambassador Booking Request Form

Please complete this form providing as much detail as possible. Your booking is not automatic, but your request will provide the basic information required to advertise your event to our pool of ambassadors. We will then match available ambassadors to your needs. To help you secure the support you need, we request that you give us at least two weeks’ notice for all bookings. We will do our best to accommodate any late or urgent requests where possible but this cannot be guaranteed. For more information about the scheme please click on this link: https://www.qmul.ac.uk/external-relations/services-we-offer/student-ambassador-scheme/

Personal details

First name

Last name

Email

Telephone

Directorate/Faculty/School/Department

Contact details

Are you the event/job lead?

If you are not event lead, please provide the event lead details here including full name, email and telephone

Continuation

Budget code you wish to pay the Student Ambassador(s) from? You must enter a budget code in order to book ambassadors. TBC is not accepted. The budget code is usually a mix of letters and numbers e.g. SCL1000B

Please try to cover the following: your reasons for wanting to take part; what you think you will gain from the summer school; what you hope to do in the future

Account code you wish to pay the Student Ambassador(s) from? This is a 4 digit number and is usually different to the cost centre. Please DO NOT enter TBC.

Cost centre code you wish to pay the Student Ambassador(s) from? Please DO NOT enter TBC. This is usually different to the account number.

What is the name of this budget code?

Do you give the UKSR team permission to access and charge to your budget code?

This is to allow us to charge the payroll costs directly to your budget code. Alternatively an internal recharge form will be completed.

Budget holder telephone

Budget holder email address

Continuation

Is the event/job on campus?

What year group is this event for? Please select all that apply

Title of event

Please provide a brief description of the event/job

Description of the duties to be carried out by the Ambassador(s)?

You will also be required to provide a short briefing to the ambassador before the work begins

Date(s) of work

If you require a range of dates please enter each date and the number of ambassadors required per date

Enter N/A if not applicable

Do you require the same ambassadors across all dates?

We will try our best to accommodate your requirements but we do need to spread work across ambassadors where possible. We may suggest
having a few ambassadors who are rota'd

Start Time (incl. any preparation/set up time)?

Please specify am/pm if not using 24 hour clock

End time (including any pack up time)?

Please specify am/pm if not using 24 hour clock

How many Ambassadors do you require?

Will lunch be provided?

Will the Student Ambassador have a break? Please note: if any Ambassador is working more than six hours, by law they are entitled to an unpaid rest break of 20 minutes.

Will the break be paid?

Please note: The break being paid or unpaid is at your discretion.

How long will the duration of the break be?

If no break is required, please enter zero

Will you provide a briefing prior to this event?

Student ambassadors require a briefing 2-3 days prior
to an event taking place.

Will this briefing/training be paid?

What date will you provide a briefing? (Please specify a date)

This needs to be 2-3 days prior to the event taking place. This will be communicated to student ambassadors within the job advertisement

Where is the event taking place? Please be as specific as possible including campus, building names and room numbers

Will the Ambassador(s) incur any expenses as part of the job for which they will be reimbursed?

Please make these clear to the ambassador prior to the commencement of the job

Who should Student Ambassador(s) report to upon their arrival?

Please be as specific. Please make sure this is consistent with briefings and you communicate any changes in locations and timings

What location should Student Ambassador(s) report to upon their arrival?

Please be as specific as possible with rooms and buildings. Please make sure this is consistent with briefings and you communicate
any changes in locations and timings

Can you provide a contact number for on the day of the event?

This will not be passed onto the students. It will be used by staff should they need to contact the event organiser on the day

Are there any specific skills and attributes you require the Ambassador(s) to have?

Please specify what skills/experience the ambassador(s) require?

Do you require the Ambassador(s) to wear the standard uniform?

By what date do you need to know which Ambassador(s) have been allocated for you?

Do you have any additional information we need to know?