Liscensing
The details of your event will need to be recorded for licensing purposes if you are planning one of the following activities: sale or supply of alcohol, showing a film, playing live music, performing dance, providing facilities for dancing, hosting a live performance, providing late night refreshment or the provision of entertainment of a similar nature.
For more information please go to our licensing website.
To log and obtain authorisation for a licensed activity go to Service Now, the University's automated help desk system.
Dispersal Policy
As the Event Organiser you are responsible for ensuring all guests leave the event in a safe and orderly manner with minimal disruption to our neighbours. Please click here for further information.
Fire Marshals and First Aiders
Please ensure that fire marshals, evac chair operators and first aiders are in place for the event, particularly if the event is taking place out of normal working hours. Please familiarise yourself with the nearest fire escape routes before the event and put emergency arrangements in place for your event.
Please also familarise yourself with the Fire Assembly Points.
Visiting Speakers
Please ensure you comply with the Code of Practice on Freedom of Speech including Guidance on Visiting Speakers. Event organisers must also complete the External Speaker Request Form if they have a visiting speaker at any kind event. The form should be submitted at least ten working days in advance and will be needed to confirm event room bookings.
Public Liability Insurance
If you are planning to contract a third party provider to deliver any service on University premises you must refer to the University's policy on levels of liability to be held by external suppliers and make sure that you have checked the provider's liability insurance. It is also important that you familiarise yourself with the University's own public liability insurance. If you have any questions on this please direct them to the details can be found on the pages linked above.
Risk Assessment
It is your responsibility to complete a risk assessment in good time ahead of your event. Please read the University's risk assessment policy and complete the risk assessment template.
Further advice can be requested from the Health and Safety Officers: Tim McGill, or Sharon Willett but please make sure any concerns are sent to them at least two weeks before the event.