The University of Warwick is a busy place, full of exciting events and goings on. Ranging from small barbecues outside of student residences, birthday celebrations and bake sales to royal visits, automated vehicle testing and international sporting competitions. Every event that occurs has been through a rigorous approval process to ensure that they happen safely and without issue.

If you want to hold an event, you can do so buy initiating the appropriate procedure. They are broken down below. If you want to hold an unconvential or major event, please contact the outdoor.events@warwick.ac.uk resource to discuss your options with as much lead in time as you possibly can.

Please check our frequently asked questions page as well, to see helpful tips and guidance on several aspects of event planning.

Outdoor Teaching

Any event whereby you wish to hold a curricular activity in a bookable outdoor space. All events of this nature must be risk assessed.

Outdoor Event

Any event that is held entirely, or partially, external to university buildings. There are several locations on campus that have been designated as the most appropriate for outdoor events but if you have a specific space in mind, please do not hesitate to contact the outdoor events team to discuss what options you have. All events must be risk assessed and be accompanied by a completed outdoor event form.

Residential Barbecue

Some campus residences have dedicated, standing barbecues for use by students. They are to be used for events with fewer than 20 attendees. Any more than that will require a risk assessment and outdoor event form.

Large Barbecue

Any event that is catered, using a barbecue, for greater than 20 attendees. These events must be risk assessed and, in certain circumstances, be accompanied by a completed outdoor event form. We advise that you approach a professional caterer for larger events.

External Speaker Events

An External Speaker is to be regarded as any non-Warwick staff member or student invited to speak to a gathering of people of any number on campus, or at a Warwick SU or University of Warwick-branded event off campus. This includes where an external speaker is invited to speak to people at any informal meeting, or society event short of a formal, ticketed and advertised event. Any invited guests from outside the University (including members of the public, students, academics and members of staff from other institutions) are NOT to be regarded as 'external speakers' for the purposes of compliance with the Prevent Duty unless they are intending to speak to a gathering at any point during their attendance.

NOTE: All events must be risk-assessed, and student-led/society events must be approved by the Students' Union.

Connected and Automated Mobility Events Event

All events, trials or research projects involving the use of Connected and Automated Mobility (CAM) solutions on the University of Warwick Campus, must first seek approval using this form. Applications must be submitted a minimum of 28 days prior to the date of any event/trial or research project application.