Facilities Management Directorate
BARBEQUE/OUTDOOR EVENT AUTHORISATION
Organisation ………………………………………………………………………………………………………
Type of Event ……………………………………………………………………………………………………
Date of Event ……………………………………………………….……………………………………………
Start and Finish Time …………………………………………………………………………………………
LOCATION Normally opposite rear of RUSU or other agreed position.
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Number of Guests……………………………………….………………………………………………………
Responsible Person…………………………………………..…………………………………………………
Address/Phone……………………………………………………………………………………………………
…………………………………………………………………………………………………………………………
Email…………………………………………………………………………………………………………………
This document authorises you to hold the above event as per listed details. Your attention is drawn to the list of rules attached as well as to Safety Guide 33 – Social Events. Safety Guides can be downloaded from Health and Safety website A to Z (S), www.reading.ac.uk/safety
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T Logan
Head of Maintenance and Grounds
c.c Security
UNIVERSITY OF READING
Facilities Management Directorate
Rules regarding barbeques and similar events
1. All requests must be made to the Head of Maintenance and Grounds.
2. No events will be allowed during the summer term exam period, the precise dates of which are notified annually at the end of Lent term by the Secretary of the Committee of Wardens.
3. The Head of Maintenance and Grounds will liaise with the Security Services Manager and with the administrators of any nearby buildings that might be affected by the event.
4. Open fires and bonfires will not be allowed.
5. There must be a definite starting and finishing time.
6. Noise must be restricted and in particular live bands and amplified music will not be allowed.
7. The site should be chosen to ensure that there is no disturbance to members of the University or public and to minimise the risk of gatecrashers gaining admission.
8. Attendees should be restricted to members of the organising clubs – there must be no general advertisement of the event and no members of the public should be allowed to join in. Request from non-University groups to hold barbeques will be refused.
9. Although the consumption of alcoholic liquor will not be banned there must be none on sale.
10. Effective precautions must be taken to avoid damage to the landscape and vehicles should not be driven off the roads.
11. Proper arrangements must be made for the site to be cleared after the event and for litter to be removed.
12. Organisers should understand that in the event of trouble they should immediately contact the Security Emergency Control Centre, extension 6300.
13. Due to the increased risk of fire, during hot dry spells of weather a general ban upon BBQs will be considered. This decision would be made after consultation between the Health and Safety Services Office, the Head of Maintenance & Grounds and Security Services. Applicants will then be informed of the decision.
14. Your attention is drawn to Safety Guide SG 33 – Social Events which details your duties and responsibilities with regard to safety issues. Safety Guides can be downloaded from Health and Safety website A to Z (S), www.reading.ac.uk/safety
May 2005 T LOGAN
Head of Maintenance and Grounds
Ref: M:\H&SForms\SocialEventForms\BBQAuthorisationFormandRules 17May05.doc