External speakers and major events
If you are organising either a student-run event where you are planning to invite speakers from outside the University, an institutional-level event (e.g. VIPs, MPs, media involvement etc), or a major event (more than 200 attendees), please complete and submit this application form at least three weeks before the event is due to take place to ensure there is sufficient time for planning and a risk assessment to take place.
IMPORTANT: Completing and submitting the form does not mean it has been automatically been approved. If you are intending to invite speakers from outside the University, under the requirements of the Counter-Terrorism and Security Act 2015, specifically the statutory Prevent Duty, the University is legally responsible for carrying out a risk assessment and to give its approval before a speaker or speakers are invited and before the event is advertised. Failure to adhere to any of the requirements may result in refusal of your request.
Further guidance on the requirements of the Prevent Duty can be found here.
If you are organising an academic departmental event, or an event on behalf of Warwick Conferences, please complete an internal risk assessment and follow the requirements set out in Regulation 29.
Any individual or group wishing to hold an outdoor event on University premises must complete and submit an application form, at least 28 days before the event is due to take place. This is because Campus is a busy place and there could be a number of other events running at the same time.
The form provides a check-list for organisers and the University to ensure due diligence and the safety of everyone involved, whilst also considering the needs and rights of other campus users and local residents.
The University reserves the right to impose any conditions that it may deem justifiable and appropriate, such as payment for extra security cover. It may also require the payment of a deposit, which will be refundable on the Registrar's satisfaction that the conditions have been met.
Approval to hold any outdoor event must not be assumed until confirmed by Campus Security.
For general enquiries relating to outdoor events on campus, please email security dot events at warwick dot ac dot uk.
All Students' Union societies must make contact with the Students' Union Activities team for approval to hold any outdoor event (including BBQs) in the first instance.
Bookings for space on The Piazza should be made directly via email to: piazza dot bookings at warwick dot ac dot uk.
Marquee/Temporary Structure - Method Statement
If the event requires the use of a tented and/or other temporary structure, the Method Statement proposed by the chosen supplier to secure the items to the ground MUST be provided to the Estates department. This should confirm the presence, or otherwise, of any underground services (water and gas pipes, and electricity and/or IT cabling) at the proposed event location. Written evidence must be provided that shows that there are no risks to services within striking depth of any fixings (e.g. tent stakes). Without this, the event cannot be authorised. To get the necessary information on the location of underground services, please submit a request for the information via the Estates online helpdesk.
Please attach a plan to the request, which shows the area where you would like the event to take place.
Note 1. The request for information from Estates can be made in advance of the application submission.
Note 2. Events held on Senate Lawn cannot be in excess of 500m2 in total. This is due to its use as an emergency assembly point.