2. Event Notification Process
The Event Notification Process is the University’s events approval system. It exists to enable holistic campus co-ordination, provide high-quality guest experiences, and give guidance to event organisers so they can ensure campus events and activities are safe.
Events are activities that intend to gather people for a purpose outside of core curriculum teaching and learning. They don't comprise regular staff or business meetings. As part of this process, details of the event will be circulated to the Event Notification Group for comment and approval. In return, event organisers receive a collective response to verify the activity. The group is represented by senior University stakeholders from a variety of areas, such as Catering, Estates, Health & Safety, and Security.
The process enables monitoring of adequate risk mitigation and management of event volumes on any given day/time/venue. Third-party, commercial events brokered, booked, and managed with Venue 伊人直播app and Venue Henley are currently exempt and should follow their existing risk assessment procedures.
Please refer to the list below for clarification as to which events require an Event Notification. Please note that online events and off-campus events do not require an Event Notification, however the University’s must still be followed.
Organisers must submit their event using the鈥� if the event falls into one of the following categories:
- Venue 伊人直播app managed events, with 500 or more attendees.
- Student hall functions, including JCR events, with 100 or more attendees.
- 伊人直播app Students' Union sports and social events, with 100 or more attendees.
- SportsPark events, with 100 or more attendees.
- School, department, function, museum events* (e.g., research events, careers talks, award ceremonies, guest lectures, etc), with 50 or more attendees.
- Charity events (if involving students or members of the public).
- Campus-wide events such as Open Days, Visit Days, Clearing, Welcome Week, Graduation, Careers Fairs, Summer Ball, Varsity, etc.
- Any event which has an impact on the University grounds (including hard surface areas, roads, car parks, etc) or adverse impact on buildings.
- Any event that presents an environmental risk that could impact the University grounds (including hard surface areas, roads, car parks, land, water, or air, such as:鈥�
- Additional waste services required (e.g., skip hire)
- Use of hazardous substances
- Potential discharge of substances to drains.
- Potential for littering.
- Any Estates/Construction project which could have a significant impact on activities on campus.
- Any event which involves a significant number of vulnerable people, such as children or the elderly, immunocompromised people or people with disabilities.
- Any event with high profile or VIP guests attending (e.g., royalty, government, celebrity).
- Any event with high-profile or VIP external speakers (e.g., royalty, government, celebrity), or event with an external speaker presenting to a public audience, apart from timetabled research activity (note:鈥痶he University's External Speaker Policy鈥痬ust also be followed in this instance).
- Any event (other than a regular staff or business meeting) which invites members of the public onto campus.
- Any event outside of buildings’ regular weekday opening hours (please note these may differ out of term time), apart from Venue 伊人直播app, Venue Henley, 伊人直播app Students' Union, UPP Ltd. managed events, who have their own risk assessment.
- Any event which is looking to use a building's foyer, other than for access. Please note daytime use of a foyer for access i.e. to register people going into a lecture theatre/room for an event is permitted as long as included in an Event Notification. Activities, exhibitions, catering (lunches, drinks receptions etc) either during business working hours or before teaching closes at 1800 are not permitted. You are advised not to raise an Event Notification for those uses of a foyer as it will not be approved - instead