Breadcrumbs List.
Event Management Guidelines for Special Events
A comprehensive framework translating the Event Management Policy into clear, practical procedures for safe, compliant, inclusive on-campus special events, aligned with University values.
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Planning steps and classification
Events follow a structured planning process to ensure compliance, safety, and coordination. They’re classified either basic or special, based on risk, scale and profile, which determines required approvals and oversight. Higher-risk events involve additional review and guidance.
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Room booking
Rooms for events must be booked through the University’s Space and Resource Booking system, with teaching taking priority over other use. Booking requirements vary depending on event type and classification and may involve approvals or coordination with relevant teams.
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Notification and approvals
Event organisers must submit an Event Notification Form to provide key details and enable review. Depending on the event’s risk and complexity, approvals may be required, with the Event Coordination Group offering guidance to ensure compliance and safety.
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Reputational considerations
Events must be assessed for potential reputational risk to the University, ensuring they align with its values, policies and legal obligations. Activities that could cause controversy or harm the University’s image may require additional scrutiny or may not be approved.
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Health and safety
Event organisers must plan for and manage all health and safety risks to ensure a safe environment for attendees. This includes completing risk assessments, following safety checklists and complying with legal and University requirements to minimise harm.
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Hosting inclusive and sustainable events
Events should be inclusive, accessible and environmentally responsible, ensuring all participants feel welcome and able to engage. Organisers are encouraged to minimise environmental impact, reduce waste and align with the University’s sustainability goals.
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Campus services
There are a range of services available to assist in a successful and compliant event delivery, including catering, AV, logistics, security and facilities management. Organisers need to coordinate with relevant service teams to ensure requirements are met and events run smoothly.
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Promotion and key relevant documents
Events must be promoted in line with University brand and approval requirements, using appropriate channels and accurate messaging. This page also links to key policies and documents referenced throughout these guidelines.
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