Welcome Week Timetable First Draft
The first draft of the Welcome Week Timetable is now live!
Find out how to check your room allocation and request any changes
Double check the details of your events are correct
Request our Welcome Helpers to support at your events
Check your Welcome Week room allocations
Our wonderful Welcome & Induction Assistant, Louise, has been very busy scheduling and we're delighted to announce that the first draft of the Welcome Week Timetable has now been completed. It is no longer possible to submit new events.
If you are an event editor or organiser, please check your events on the My Events page by Mon 11 August at 12noon, and note the following:
- Until the final version of the timetable has been locked, venues and times are still subject to change. In particular, there may be amends to events in non-teaching rooms (e.g. Arts Centre, WarwickSU, etc). This is because we send this draft timetable to the managers of these spaces to check that they can meet the requirements (i.e. turnaround times, technical requirements) before the final Timetable is published.
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Due to the limited options for space on campus, we are only able to move in-person events if the room or time allocated prevents your event from going ahead.
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If you have been allocated Arts Centre or Piazza space, you will need to ensure a risk assessment is attached to your event and covers things like any electrical equipment you may be using. Please note that you cannot sell or giveaway food in the Piazza, unless previously agreed with Warwick Food Group.
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For any outdoor space, including the Piazza, please ensure a risk assessment is attached to your event and covers:
Whether you will be using a marquee, fencing, staging, stalls or any other kind of structure.
Whether you will be using seating, tables, temporary flooring or any other kind of furniture (please note the Welcome Team are not able to provide seating for you).
Whether there will be live or recorded music, and if this will be amplified.
Whether you will be using electrical equipment.
It is your responsibility to ensure you have permission and approval from relevant stakeholders (i.e.: Community Safety, Health and Safety, etc) for any of the above, and you must also inform us of your plans.
Event Details & Planning
- It is your responsibility to check that the event title, description, audience, tags and filters in the timetable are accurate and appropriate. You must ensure that any links on your event (external booking links, more info links, and session details) are supplied and working. You can continue to make and submit changes to these details.
- Our team will also proofread the timetable and will make minor changes ourselves if required. We may contact you for more details if necessary.
- It is your responsibility to ensure that the planning and delivery of your event goes ahead. Please ensure all arrangements for additional equipment, lecture capture, large scale Teams Live event bookings, catering and staffing are complete.
- Whilst we are no longer checking risk assessments unless required by a venue, please note that this is still an important part of event planning. Ensure your colleagues have seen and understand your risk assessment, and any actions they need to take, before your event begins.
Request Welcome Helpers
Welcome Helpers are student staff paid by the Welcome Team who provide friendly near-peer support to new students on Arrival and in Welcome Week. They can support events with meet-and-greet, mingling, stewarding, and directions/information. They’re not a replacement for portering, catering, IT or departmental Ambassador staff.
You can request Helpers to support your event but we are unable to guarantee their availability.
If you’d like to request Welcome Helpers or find out more, please submit a request Link opens in a new windowbefore Monday 11 August along with briefing notes outlining the duties they'll be asked to fulfil.