Guidance Note: Hire of Outdoor Event Space

All outdoor events held on campus must be booked through Estate Support Service to ensure the health and safety of all participants, no nuisance is caused to occupiers of neighbouring buildings and that the space has not already been booked by another event.

There are two formal lawns that can be booked for large events; Union Lawn and Claremont Quad. Other spaces such as the Percy Quad may be made available on request. You are advised to book well in advance to ensure availability and no later than 14 days before the event is to take place.

If you wish to proceed with a booking request, please complete the Event Booking Form below:

Below are some regulations with regards to the use of outdoor space for your guidance:-

General

  • Evidence of Public Liability Insurance is required prior to the event commencing.
  • The main paved area outside the Students Union Building is not to be obstructed as this is a fire assembly point.
  • Smoking is not permitted anywhere on campus.
  • You must leave the site in a clean and tidy condition.
  • All electrical equipment must be PAT tested and the appropriate sticker displayed.
  • Whilst on University land the user will observe all relevant Health & Safety legislation and will comply with all directives issued by the University‘s Safety Office and/or Security Manager

Marquee

  • Maximum size of marquee permitted is L60 ft x D30 ft x H3 ft (L18m x D10m x H4m high)
  • Size of marquee is important when considering numbers. If the marquee is set up with only one exit established then the occupancymust NOTexceed 60. If more than one exit isestablishedthey must be as far apart as possible. Minimum exit width should be 1.5 metres.
  • Seating - clear 1m gangways need to be established and maintained to allow for a quick and safe evacuation.
  • Any tent/marquee must be fire protected/made from fire retardant material. Pleaseask the providers to supply a certificate to confirm this.
  • Marquee must be positioned so as not to obstruct any buildings entrances/exits (including emergency escapes) and needs to also have sufficient number of exits etc. to be able to get people out easily in the event of an incident. This normally equates to two double width doorways – one at each end of the marquee – as a minimum.

  • The marquee should be boarded (and this is how they are normally supplied). In winter the weather is likely to be wet so slipping can be a problem. If possible, please request that the marquee company does not supply flooring with a high shine (e.g. dance standard) so as to reduce the level of slip risk.
  • Vehicles are not permitted on the paved area in front of the Union Lawn, any offloading must be done so from Kings Road.
  • The area must be kept in a clean and tidy condition at all times, with nothing being stored around the outside of the tent/marquee.

Heaters

Gas burners are NOT permitted in the marquee. If any gas heater is used it will be necessary for it to be outside the tent with the hot air blown through flexible ducting and diffuser.

Electric hot air blowing heaters are permitted.

Any space heaters (LPG fires) need to be positioned away from the marquee walls. Any cylinders must be secured against falling (they only deliver a gas supply if they are upright; if they fall over they can deliver liquid which causes huge fires and uncontrolled burning).

Music/Speakers

This is discouraged during the day over term time as it can disturb staff/students in adjoining buildings. If upon consulting staff in adjoining buildings, there is no objection to music/speakers, it must nonetheless be kept to a minimum.

Food

If the event involves catering, the caterer must be on the University’s list of Approved Catering Contractors. This list can be found on the Safety Office web site.

BBQs

The following safety precautions for BBQs have been provided by the University’s Fire Officer.

All BBQsCharcoal

  • The BBQ must be set up at least 5m from marquees and nearby buildings. Under no circumstances should the BBQ be inside the marquee and/or University buildings.
  • The BBQ must NEVER be left unattended.
  • Fire-lighters are only to be used to start off the BBQ. No accelerants (petrol or other flammable liquids) must be used to ignite the BBQ.
  • All coals to be fully extinguished at the end (doused with water).
  • Firefighting equipment is to be located close by.
  • Where applicable BBQs must be cooked on protective metal plates – under no circumstances should BBQs be placed directly on the lawn/pavement.
  • Be aware of the wind direction and travelling smoke blowing into buildings – they have been known to activate fire detection systems.

Gas

  • All equipment (connections/pipe work/valves) must be fully inspected prior to use to ensure they are in good working order.
  • Gas cylinders (and spares) to be kept clear of all heat sources.
  • LPG cylinders must be located outside tents/shelters and suitably secured so they cannot be knocked over.
  • When gas cylinders are changed, valves are to be closed before connections are broken.
  • After cylinders are changed, it is essential to ensure all valves/connections are gas-tight before attempting to use the equipment.

Electric

  • Electric BBQ - Ensure wiring is in good working order. Ensure training leads are suitably protected - no trip hazards.
  • General - Ensure acouple of Fire Buckets (water) or fire extinguishers are tohand in case anything does go wrong. Be aware of the wind direction and travelling smoke blowing into buildings - they have been known to activate fire detection systems.

Parking

  • Parking is not provided on campus to event participants.

Alcohol

  • The serving of alcohol is not permitted on either lawn. Exceptional circumstances may be allowed subject to the appropriate licensing laws.

Events involving risk e.g. height/fire

Fire

  • Most roofing materials are much more combustible than normal flooring surfaces or paving. This means that fire displays on roofs are a much higher risk.

Work at Height Regulations

ALL activities being undertaken at height must now pass stringent Risk Assessment and be demonstrated to be necessary and have suitable means of preventing fall or preventing injury to people involved. It is not considered adequate to rely on fall arrest harnesses as protection. In addition most man-safe systems are only rated for two persons to be connected onany given anchored line.

There is more guidance on this on the HSE website at which includes a guide to the regulations. In paragraph 9 there are some exceptions to the regulations, but it is unlikely that the performance of art will be included in the exceptions as this is a pre-planned work activity, not a recreational activity.

http://news.hse.gov.uk/category/falls-from-height/

http://news.hse.gov.uk/2007/04/04/amended-work-at-height-regulations/

Fire Safety Demonstrations

If run in conjunction with T&W Fire & Rescue Service then our Head of Safety has no problems with them doing it on campus. If another operator wishes to hold a fire safety demo our Head of Safety would need to be assured to a fairly high degree.

Commercial

Asa rule we don't allow individual traders to use our event space.

Advertising – A2 size poster frames

For safety purposes there would only be an objection if the

  • ‘A boards’ blocked doorways or emergency routes or
  • They are placed on pavements obstructing flow of people or forcing people into roadways.

We would also strongly against any A Boards being positioned off University property – (for example on public pavements)as this is a potential breach of the Highways Act 1984 and planning legislation).

We also request that A Boards are removed at the end of each working day as they may be taken awayby Security or stolen.

The above is provided for guidance only. Each event will be assessed on an individual basis and the appropriate regulations applied accordingly.

Updated 05 Jan 2017