Holding an event on campus grounds
Event notification form
If your event satisfies the below criterion, you can complete the ‘event notification form’. Please note that these events require one weeks’ notice upon submission, which allows the team to confirm your booking space and raise any requests for electrical support or furniture (gazebos, tables and chairs).
This includes activities such as:
- up to 5 small gazebos (maximum size 3 metres x 3 metres) these must be supplied and erected UECS or the SU
- selling of small items (including food where there is a valid food hygiene certificate)
- distributing leaflets and/or providing information and advice
- traditional dancing excluding any acrobatic type of activity
- audio equipment (battery powered or where Estate Management organise the power supply)
- no heat sources or naked flames in use (with exception to use of the permanent equipment in the BBQ area)
- no more than 100 persons in attendance at any given point 8. the event is not ticketed and is free to attend
Health and safety statements
By submitting an event notification form you confirm as the event organiser that you understand and accept that you are responsible for ensuring that the appropriate health and safety precautions are in place, and that you will ensure that your event is compliant to the following statements. Where your event does not comply with the following you will need to complete an event permission form and provide an additional risk assessment instead.
- Fire, emergency and security
- exits and signs will not be obscured or obstructed
- the event has less than 100 attendees
- event staff will check for suspicious items and know how to report to Security
- event staff will be aware of emergency procedures and how to raise alarms and gain first aid assistance. The organiser confirms that Patrol staff can provide adequate support.
- Slips, trips and falls
- furniture and equipment and cables will not cause a trip hazard
- that the ground, on the squares, is suitable and level and not liable to become excessively slippery due to weather or other conditions (temporary surfaces may be needed), and report any issues to the Estates & Facilities helpdesk on 01206 87 2959
- the organiser will inspect the site on the day of the event and prior to its use. If necessary, they will make suitable adjustments to ensure the activity can be carried out safely.
- Gazebos
- will be provided by either UECS, the SU or in accordance with a suitable risk assessment and erected/dismantled by trained staff in line with the risk assessment
- will be monitored by the Event Organiser to ensure stability during high winds.
- Manual handling
- only those trained in safe manual handling techniques should consider moving heavy furniture and equipment
- Operational Team porters to undertake heavy lifting activities.
- Working at height
- There will be no working at height, for example use of stepladders, working platforms etc.
- Electrical equipment
- confirm all equipment is Portable Appliance Tested. (PAT)
- visual inspection of equipment for obvious damage should be made before use by the person responsible for the equipment
- minimise use of extension leads and do not join several together.
- will be protected from wet weather
- if an extension reel is used, it will be fully unwound
- Food borne pathogens or contamination
- event organiser to ensure that there is a current food hygiene certificate held by a person present during the activity
- check whether attendees have special dietary needs or allergies, otherwise assume some might and cater for this eventuality
- ensure that all allergen information is available during the activity.
- Behaviour / violence
- ensure those supervising the event know how to contact the Patrol Staff- 01206 872125
- agree with those supervising the event beforehand what action to take if attendees are behaving inappropriately
- Welfare
- manage health hygiene and communicable illnesses in line with government guidance if appropriate.
- People especially at risk
- ensure that you have considered accessibility to your event
- if children are attending the event, consider potential hazards to them and ensure appropriate safeguarding measures are in place.
Event permission forms
Event permission form submissions refer to activities, equipment or substances not covered by the criteria above (i.e. notification forms). Event permission form activities may include:
- hiring of gazebos/marquees from an external business
- attendees of over 100 persons
- requires specific risk assessments related to the activities to be undertaken. Such activities include, but are not limited to, physical games, throwing items, use of flammable substances, use of tools/chemicals etc
- inviting or hiring in external parties to supply wares, services, or equipment for your event
Event permission forms must be submitted with a minimum of three weeks’ notice upon submission.
You must complete an additional risk assessment and attach it within your submission. For advice and guidance on how to organise events safely you can speak to your departmental administrative team, or seek support from the Student's Union (society activities only). You must ensure that your risk assessment and any associated documentation that may be required for your activity are suitable and sufficient.
Where external parties are being utilised, you will be required to provide (as applicable) their:
- risk assessments
- public liability insurance (£5m)
- food hygiene certificates
- COSHH information for any ink, dyes, chemicals, cleaners etc that will be used
- PAT testing certificates for electrical equipment over one year old
- any other documentation as deemed necessary by the Infrastructure & Environment team
Associated documentation must be submitted with your event form or authorisation of your activity may be declined.
