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Outdoor Teaching, Events and Barbecues

Outdoor Teaching

Several areas on campus have been identified as suitable for outdoor teaching, including the Oculus field, Chaplaincy Square and Westwood Bandstand. They can be booked via the Outdoor Events booking page and require a risk assessment to be sent to outdoor.events@warwick.ac.uk 

If you are planning on booking an outdoor teaching space, please be aware that power, WiFi, cover and any other amenities are not guaranteed and not provided by Community Safety. If you require anything in particular in the area you wish to book, please contact outdoor.events@warwick.ac.uk to discuss options with the Assistant Operations Manager.

Outdoor events

Any application to hold an outdoor event must be submitted a minimum number of days prior to the date of the event, based on the expected number of attendees and the complexity of the event. Only in exceptional circumstances will approval be considered without compliance. If you are unsure on which category your event falls under, please contact the Assistant Operations Manager via outdoor.events@warwick.ac.uk for advice. The more notice you can give, the more likely your event will be able to be approved in a timely manner.

Minimum Notice Periods:
Up to 20 attendees (residential barbecues, ad hoc picnics): 2 days
20-50 attendees (society/departmental events, larger barbecues): 10 days
50-100 attendees (annual events, ad hoc celebrations, catered events): 21 days
100+ attendees (any event involving external catering, external contractors, visitors or temporary structures): 28 days

The University reserves the right to impose any conditions that it deems to be appropriate and to require payment of a deposit, refundable to the Registrar’s (or their nominated representative) satisfaction that the conditions have been met.

Smaller events such as residential barbecues, ad hoc picnics and events with fewer than 20 attendees may not need to complete an outdoor event form, but must still be appropriately risk-assessed.

Approval to hold an event must not be assumed until given in writing by Community Safety, or the Registrar, or their nominated representative.

For general enquiries relating to outdoor events on campus, please email outdoor 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.

Residential Barbecues

Nearly every campus residence has a designated barbecue area that can be used by small groups of (a maximum of 20) students from that residence. The Residential Life Team are responsible for authorising residential barbecues, so if you have any questions about use of the equipment, please contact them.

The sites are close to residences and if the weather is good then these sites are popular. Please be advised that there are restrictions on the times such events can take place during the Summer Term. This helps to ensure that noise and disruption is minimised for the key exam period. Barbecues must therefore be finished and cleared away by 9pm.

Before starting your barbecue, you need to book an available time and you should refer to the guidelines for barbecues on campus. These give you good advice and reminders about possible impacts of the event such as noise, safety, taking your rubbish away with you, and respecting the environment.

There may be occasions where the Community Safety team may ask you to close an event and move. This request may be for operational reasons or due to unreasonable levels of disruption. We ask that you respect such requests and the impact your event may have on the local community. You need to be aware that if there is any damage or mess as a result of the barbeque then you may be required to pay the associated costs of reinstating the area. Antisocial behaviour will not be tolerated.

Please note, there is not currently a site at Cryfield or Redfern. Westwood students should contact RLT members directly about arranging a barbecue.