UEA Campus Event - Permissions Request Form

Please complete this form as fully as possible (all fields are compulsory) in line with the Campus Events Policy and Guidelines documents and email to , along with risk assessment forms and any other supporting documentation which may be required. Section 6 will guide you through completion of the form.

Please note the deadline periods for applicationsas stated in the guidelines.

Permission will be sought from the UEA Event Permissions Group and you will be contacted regarding the outcome as soon as possible.

Please remove the information displayed as *Information* before filling out and submitting the application.

Contact Details
(Section 6.1)
Name of Event Manager
(see Section 6.1.1) / *Your main organisers name*
Name of Health and Safety Officer
(see Section 6.1.2) / *Your health and safety officers name*
Society/Club Name
(if applicable) / *Your Society name*
Address / *University/Unions address* - Or event location e.g. Colney lane
Email Address / *Your email address*
Mobile contact number(s)
(for pre-event contact and contact on the day of the event) / *Your mobile number*
Event Details
(Section 6.2)
Title of Event / *Your event title*
Purpose of Event
Provide full details of all activities, including a timetable for the events (use separate sheet if required)
(see Section 6.2.1) / *Detailed description of your event*
*Please include:
  • A list of your activities
  • Equipment you will use
  • Plans for reducing litter
  • Any temporary structure plans e.g. canopy
  • Your plans for bad weather
  • Your plans to avoid noise disruption*

Event Location
(see Section 6.2.2) / *Event location*
Event Date(s)
(see Section 6.2.3) / *Event date*
Event Start and End Times
(pls specify any set up and set down times) / *Event Start and end times*
*Set up and clean down times*
Type of event
Please indicate as appropriate
(see Section 6.2.4) /
  • CommunityYES / NO*open to members of public? *
  • Charity eventYES / NO*Is the event for a charity or ran by a charity? *
  • Fund raisingYES / NO* are you fundraising at the event*
  • CommercialYES / NO* Are you making a profit*
  • Other (please state) ______

If charity event, name of charity
(see Section 6.2.5) / *Name of the charity and their Charity number*
No. of people - Participating & Spectators
(see Section 6.2.6) / *Estimated attendance including stewards*
Will you be selling tickets for the event?
(see Section 6.2.7) / YES / NO
Will there be noise associated with your event
(see Section 6.2.9)
(If yes, please provide details) / *Any predicted noise including amplified sound and people noise*
Licences and Insurances
(Section 6.3)
Are you using Live or Recorded Music during your event?
(see Section 6.3.1) / YES / NO If yes, will you:
use the UEA Campus Services PRS Licence and supply full details of any music to the Campus Support Co-ordinator after the event - *Record the songs played and send them to *
Music is original or has been checked and does not fall under PRS for Music requirements - *If you own/purchased the music*
Other, please state ______
If using music, please supply more details i.e. using decks, amps, acoustic, ipod etc / *Detailed list of any equipment relating to music being played*
Public Liability Insurance of £5m
(essential requirement for all events - see Section 6.3.2) / Student Union Funded Club or Society using SU insurance cover *UEA|SU societies or clubs tick this*
Independent Club/Society or Individual using own insurance
UEA Insurance(see section 6.3.2 in guidelines for full details on authorised use of this insurance)
Other, please state ______
Is alcohol being provided or consumed?
(see Section 6.3.3) / YES / NO If yes:
Participants/guests will be providing their ownfor their personal consumption
It will be provided as part of the ticket price
It will be sold:
(a) by the organisers or their representatives
(b) by a bar hired in (if so, please provide details below)
______
Other, please state ______
Will you be undertaking any of the following activities
(see Section 6.3.3) /
  • Regulated EntertainmentYES / NO – *Any performance activities*
  • Late Night RefreshmentYES / NO – *Any food or drink being supplied*

Have you applied for a Temporary Event Notice (TENS)
(see page x for further information on requirements for a TENS)
(see Section 6.3.3) / *TENS needs to be applied for through the local council if the event exceeds 500 outside of Union House*
Catering
(Section 6.4)
Is Catering being provided? / YES / NO If yes, please provide full details (you must read Section 6.4):
*Are you supplying any form of refreshment*
Facilities and Equipment
(Section 6.5)
First Aid Provision
(see Section 6.5.1) / Trained and Certificated First Aiders – *seek advice from *
External Company, please state ______
Other, please state ______
None required.(If none required, please include in your risk assessment, where you can find First Aiders lists or contact details near your event and a suitable communication method.)* Tick for low risk events*
Stewards
(see Section 6.5.2) / Please indicate how many stewards will be available, if applicable:
*Detailed list of participants at the event*
Toilet facilities
(if not appropriate, please leave blank): / Participants will be directed to use UEA toilet facilities. If so, in which building? ______
Toilets will be supplied by an external company and will be located at ______
Other, please state ______
Does the event include:
Please indicate as appropriate
(See Sections 6.5.3 to 6.5.6) /
  • FireworksYES / NO
  • PyrotechnicsYES / NO
  • Fairground equipmentYES / NO
  • InflatablesYES / NO
  • Substances Hazardous to HealthYES / NO
If yes to any of the above, please provide further details below:
Do you need electricity for your event?
(See Section 6.5.7) / YES / NO If yes:
Will you require use of the University’s electrical supply*Campus Kitchen or Union House*
Will you be supplying/hiring a generator
Other, please state ______
If you have answered yes, please ensure this is covered in your risk assessment.
Please list any equipment you will be using during the event
(i.e. marquee, gazebo, speakers, costumes, tables, stalls etc) / *Detailed list of all equipment used at the event (including musical equipment)*
Provide details of any external companies being used
(e.g. equipment suppliers, stewards) Please supply copies of their risk assessments and public liability insurance with this application.
(See Section 6.5.9) / *List anything you are receiving from an external body (not the University or Union.*
Other requirements – please specify
(i.e. Litter Bins, parking or access arrangements etc - See Section 6.5.10 and 6.5.11) / *Ask here if you need anything like parking advice or litter support from the University*
Promotion
(Section 6.6)
Do you wish to useposters or leaflets to promote your event
(See Section 6.6.1) / YES / NO
If Yes, please supply details
Would you like your details to be passed to the UEA Social Media and/or Events Team who may be able to assist with publicising your event?
(See Section 6.6.2) / Social Media - YES / NO
Events Team – YES/NO
If Yes, please supply your email address:
______
Student Clubs and Societies
(Section 4)
If your application is for a club or society event:
(See Section 4) / I confirm that I have gained approval from the Student Opportunities Manager, Alun Minifey, to submit this application to the Event Permissions Group.
YES / NO
If no, please seek final approval from Alun Minifey before submitting this application.
Declaration:
I confirm that in applying for permission to run this event, I am aware of my legal responsibility to ensure health, safety and welfare of any employees, volunteer helpers or contractors involved in arranging the event and to the public and participants attending. I am complying with recognised safety standards and am taking all reasonable precautions to ensure the event takes place safely. I am complying with Equal Opportunities regulations.
Signed (by Event Manager):
Date:

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