APPLICATION FOR EVENT ON UNIVERSITY GROUNDS
* Minimum of 10 Working Days Notice Required *
WE WOULD PREFER THAT EVENTS ARE HELD ON THE FORUM PIAZZAS, SO PLEASE CONTACT THE EVENT EXETER TEAM ON EMAIL TO BOOK YOUR EVENT IN THE FIRST INSTANCE, AS THEY ALLOCATE BOOKINGS FOR THESE THREE LOCATIONS.
PLEASE ONLY COMPLETE THIS FORM IF THE EVENT EXTER TEAM ARE ARE UNABLE TO ASSIST YOU WITH YOUR EVENT REQUEST.
Please complete the form and return to the Grounds Office, Streatham Farm (e-mail )
Name of Event
Contact Name
Department / Society / Hall Committee______
Contact Tel No / Mobile______
Address______
1.Description of the event
(Will any structures e.g. marquee, gazebo, bouncy castle, etc be required? If so, please refer to page 2 of this form, the attached Amusement Safety Information and attached Marquee Information).
______
______
______
2.When is the event to be held?Date from ______to ______
Time from ______to ______
3.Please detail the specific proposed location(s) of the event (e.g. Hope Hall tennis courts)
______
______
______
4.Will there be a firework display? Yes / No
If Yes, please refer to the attached Fireworks Display Events University Code of Practice.
5.Do you require ground protection? Yes / No
6.When will the structure (marquee, bouncy castle, gazebo etc) installation and removal take place?
Installation date ______Installation time ______
Removal date______Removal time ______
7.What access arrangements will be needed for installation and removal?
______
8.How many students, staff and visitors are expected on a daily basis?______
AUTHORISATION DECLINED FROM GROUNDS OFFICE FOR ABOVE EVENT TO TAKE PLACE
AUTHORISATION GIVEN FROM GROUNDS OFFICE FOR ABOVE EVENT TO TAKE PLACE, ON THE
CONDITION THAT THE FOLLOWING FURTHER ACTION IS TAKEN FROM EVENT ORGANISER:
- Please contact Grounds Foreman NAME on TELEPHONE to arrange to meet at proposed location(s) to
discuss ground protection requirements, access arrangements etc.
- It is the responsibility of the event organiser to contact the Guild and / or relevant University departments to obtain permission, supply information regarding fireworks, marquees, amusements etc (where applicable).
- It is the responsibility of the event organiser to ensure that all rubbish is cleared away immediately after the event has finished. Charges of £20 per hour + VAT (this is dependent on size of space) will apply if the space is not left clean and clear of litter.
- Reinstatement charges will be apply if necessary (cost on application).
Signed______(IainPark, Director of Grounds)Date______
PLEASE NOTE THAT DEPENDING ON YOUR EVENT REQUIREMENTS, YOU MAY ALSO HAVE TO CONTACT FURTHER UNIVERSITY DEPARTMENTS FOR PERMISSION / TO PROVIDE RELEVANT INFORMATION / MAKE NECESSARY ARRANGEMENTS
You may need to arrange for the proposed siteto be surveyed to ensure equipment does not penetrate electrical
cables / service pipes etc.
Contact Campus Services Enquiries on emailfor further information.
Will water / electricity / lighting / drainage services be required?
Contact Campus Services Enquirieson email for further information.
Will any sound systems be used?
Contact Campus Services Enquirieson email for further information.
Will the University Estate Patrol security services need to be notified of this event? Will security cover be required?
Will any valuables be left overnight? Are there any special parking requirements?
Contact Estate Patrol on (72)3999 or email
For information on devising a fire action plan / raising the fire alarm / contacting the Fire Service (these are legal
requirements)
Staff members contact the Health Safety Office on (72)5340 or email .
Students contact Orlando Murrish (Guild of Students Events; Health & Safety Manager) on (72)3546 or email
Will any food warming / cooking devices be used? Will any heating be used?
Staff members contact Phil Rees-Jones, Assistant Director Retail Services on (72)2445 or email
Students contact Orlando Murrish (Guild of Students Events; Health & Safety Manager) on (72)3546 or email
Does the event require any licences e.g. alcohol and / or entertainment? (It is the responsibility of the event organiser to make arrangements for obtaining relevant licences prior to the event).
Staff members contact Phil Rees-Jones, Assistant Director Retail Services on (72)2445 or email
Students contact Orlando Murrish (Guild of Students Events; Health & Safety Manager) on (72)3546 or email
Would any other displays / attractions be included e.g. fairground rides?
Staff members contact Grounds Office on (72)5531 or email
Students contact Orlando Murrish (Guild of Students Events; Health & Safety Manager) on (72)3546 or email and refer to attached Amusement Safety Information
If you are playing music in any area apart from the Great Hall or the Forum Piazzas, please ensure you comply with the Performing Rights Society terms and conditions.
Contact the Event Exeter Team on email
Are you collecting money for charity?
Please refer to the Charity Collection Policy and complete the Charity Collection Application Form
Contact Allan Edgcumbe, Head of Security, c/o Estate Patrol on (72)3999 or email
Polite Reminder to Student Guild affiliated organisations e.g. RAG; CA; Student Media; Societies; Hall Committees- If you currently do not know something, note TBC (to be confirmed) on the form above or N/A (not applicable);
- Contact your Guild staff support early (i.e. before this form is required) to help with event planning; this document is required ten
- Budget
- Safety plan/risk assessment
- Liaison with interested parties e.g. university building mangers re noise control
- Publicity
- Required bookings of rooms; equipment etc
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