The University of Warwick is a busy place, full of exciting events and goings-on. Ranging from small barbecues outside student residences, birthday celebrations, bake sales, royal visits, automated vehicle testing, and international sporting competitions. Every outdoor event has been through a University- agreed approval process to ensure that they happen safely.

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

Please check our frequently asked questionsLink opens in a new window page as well, to see helpful tips and guidance on several aspects of event planning.

Procedure for Demonstrations

Any individual who is intending to organise or participate in a demonstration or protest at the University of Warwick must abide by the University's Policy and Procedure for Demonstrations.Link opens in a new window The Procedure is designed both for the benefit of those taking part in demonstrations and for the wider University community, as a whole. It applies to all members of the University and visiting speakers.

 Procedure for DemonstrationsLink opens in a new window

Definitions

Outdoor TeachingLink opens in a new window

Any event where a curricular activity is held in a bookable outdoor space. All events of this nature must be risk-assessed.

Outdoor EventLink opens in a new window

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 formLink opens in a new window.

Residential BarbecueLink opens in a new window

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 a completed outdoor event formLink opens in a new window.

Large BarbecueLink opens in a new window

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 formLink opens in a new window. We advise that you approach a professional caterer for larger events to ensure food hygiene and the safety of attendees.

External Speaker EventsLink opens in a new window

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 EventLink opens in a new window

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.