Events Management

Purpose

To protect the health, safety and welfare of staff, students and visitors to the University from potential hazards associated with attendance at events.

Objectives

To ensure that all relevant people are aware of:

• the responsibilities of the University and the steps it will take in relation to the management of events
• the responsibilities of staff, students and others in relation to safety at events

Statement

The University of Dundee accepts its legal responsibilities to people attending events and will take every reasonable precaution to ensure their health, safety and welfare at such events.

Arrangements

The following arrangements will apply to the management of events. See also the supporting toolkit linked in the further information section.

Definitions

For the purposes of this policy, an event is any organised activity at which people gather, other than teaching activities and routine work-related meetings. This includes events where only University staff and/or students are present (private events) and it includes events where others are present, either with or without members of the University being present (public events). Public events include those organised by members of the University, both on and off campus, and those organised by third parties on campus.

Private Events

Private events may range in size from small (e.g. members of an office celebrating a life event together) to large (e.g. a departmental away day). Small private events where no significant risk is generated by the activity do not require any specific actions to be taken by those involved and standard work/study health and safety precautions should be applied.

People organising large private events must risk assess these, as is required for any work/study-related activity, to determine whether additional precautions are required. Depending on the venue, nature and number of people present and the types of activity taking place at the event, many of the considerations for public events (see below) may be required. The senior responsible people organising the private event must ensure that a suitable and sufficient risk assessment is undertaken and the significant findings are communicated to those attending the event, with controls implemented as necessary.

Elements of the University Alcohol and Substance Abuse Policy apply to private events and must be complied with.

Public events organised by members of the University

Deans/Directors organising public events must appoint an Event Organiser. 

The Event Organiser will plan these events rigorously and complete a risk assessment before the event.

This will ensure:

1. the venue is suitable for the event and the number/type of people attending
2. all disability/accessibility aspects are managed
3. competent contractors are appointed (if required)
4. emergency arrangements are in place, including first aid and disabled evacuation
5. security/attendee management/cleaning arrangements are in place
6. food hygiene/allergy matters are managed
7. licenses are in place and adhered to (if required)
8. contingency plans are in place
9. effective communication and liaison with all parties takes place
10. a lessons learned review is carried out following the event

If the event is held within a University building or grounds, the Event Organiser must liaise with Campus Services to ensure emergency, traffic management, security and cleaning arrangements are in place. The Director of Estates & Campus Services must give consent for events held outdoors on University grounds, including when temporary structures such as tents or marquees are to be used.

If the event is held at NHS Tayside buildings or grounds, the Event Organiser must liaise with NHS Director of Operations to ensure accessibility, emergency, security, traffic management and cleaning arrangements are in place.

If the event is held within buildings or grounds controlled by another organisation, the Event Organiser must liaise with the appropriate management/operational staff of the controlling organisation to ensure accessibility, emergency, security, traffic management and cleaning arrangements are in place.

The Event Organiser must raise with their Dean/Director any concerns regarding arrangements before the event takes place. The Event Organiser must obtain sign-off for the event from their Dean/Director or other appropriate member of management appointed by the Dean/Director for this purpose. The Event Organiser will also review the event with their Dean/Director or nominated member of management following the event.

Public events organised by third parties

Where an event is organised by a third party and takes place on the University campus, the third party will liaise with relevant University staff to ensure that the event will be managed safely and securely. Whilst the third party will have overall responsibility in relation to such events, the University also has duties and full co-operation at an early stage of planning is required.

Permission for the use of campus spaces by third parties must be obtained from the Director of Estates. Permission for filming anywhere on campus must also be obtained from the Director of Estates.

University staff who book spaces on campus for third party events will ensure that the third party is aware of the need to co-operate with University staff in line with the requirements of this policy. Where a third party directly books a space on campus for an event, Room Bookings will ensure that the third party is aware of the requirements.

Common principles for all public events

All activities taking place within the University are subject to the provisions of Martyn’s Law (otherwise known as the “Protect Duty”) in relation to security and counter terrorism arrangements. The University campus, due to its size and types of activities taking place, is an enhanced tier site. The Event Organiser must ensure that they have included all relevant provisions of Martyn’s Law within their planning. The Event Organiser must liaise as necessary with the Head of Campus Services, who is the appointed competent person under this law.

For high profile events (e.g. VIP attending or more than 100 members of the public attending), the Head of Health and Safety and Head of Campus Services must be involved in the planning and risk assessment process, and the risk assessment must be approved by the University Secretary.

The Event Organiser must ensure that any licences required for the event (e.g. alcohol, public entertainment) are obtained.

The Event Organiser must ensure that disability/accessibility matters are addressed, including anticipatory aspects of provision as required under the Equality Act 2010.

If the event involves children, Safety Policy Arrangement 33-2006 (Rev 2012): Children Visiting University Premises applies.

If the event involves catering, Safety Policy Arrangement 35-2008 (Rev 2012): Catering at Organised Events within the University applies.

All incidents at public events must be reported to Safety Services using the University safety incident report form.

Guidance

• Events Management “toolkit”, including template risk assessment

Further information about planning events can be found at:

• Guidance on running events safely
• Managing Crowds Safely
• Starting guide for managing events
• Fire safety at events
• Event safety guide for organisers

Definitions Abbreviations

Event: any organised activity at which people gather, other than teaching activities and routine work-related meetings

Private event: events where only University staff and/or students are present

Public Event: events where others are present, either with or without members of the University being present

Event Organiser: Person who organises an event; often as directed by another (e.g. more senior person)