Application for Marquee(s) on University Premises



APPLICATION FOR EVENT ON UNIVERSITY GROUNDS

* Minimum of 10 Working Days Notice Required *

WE WOULD PREFER THAT EVENTS ARE HELD ON THE FORUM PIAZZAS, SO PLEASE CONTACT THE EVENT EXETER TEAM ON EMAIL EVENTEXETER@EXETER.AC.UK TO BOOK YOUR EVENT IN THE FIRST INSTANCE, AS THEY ALLOCATE BOOKINGS FOR THESE THREE LOCATIONS.

PLEASE ONLY COMPLETE THIS FORM IF THE EVENT EXTER TEAM ARE ARE UNABLE TO ASSIST YOU WITH YOUR EVENT REQUEST.

Please complete the form and return to the Grounds Office, Streatham Farm (e-mail grounds@exeter.ac.uk)

Name of Event

Contact Name

Department / Society / Hall Committee ___________________________________________________________

Contact Tel No / Mobile ___________________________________________________________

E-mail

Address ___________________________________________________________

1. Description of the event

(Will any structures e.g. marquee, gazebo, bouncy castle, etc be required? If so, please refer to page 2 of this form, the attached Amusement Safety Information and attached Marquee Information).

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

2. When is the event to be held? Date from ____________________ to ______________________

Time from ____________________ to ______________________

3. Please detail the specific proposed location(s) of the event (e.g. Hope Hall tennis courts)

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

4. Will there be a firework display? Yes / No

If Yes, please refer to the attached Fireworks Display Events University Code of Practice.

5. Do you require ground protection? Yes / No

6. When will the structure (marquee, bouncy castle, gazebo etc) installation and removal take place?

Installation date ___________________________ Installation time _________________________

Removal date ___________________________ Removal time _________________________

7. What access arrangements will be needed for installation and removal?

_____________________________________________________________________________________

8. How many students, staff and visitors are expected on a daily basis? ______________

AUTHORISATION DECLINED FROM GROUNDS OFFICE FOR ABOVE EVENT TO TAKE PLACE (

AUTHORISATION GIVEN FROM GROUNDS OFFICE FOR ABOVE EVENT TO TAKE PLACE, ON THE (

CONDITION THAT THE FOLLOWING FURTHER ACTION IS TAKEN FROM EVENT ORGANISER:

• Please contact Grounds Foreman NAME on TELEPHONE to arrange to meet at proposed location(s) to

discuss ground protection requirements, access arrangements etc.

• It is the responsibility of the event organiser to contact the Guild and / or relevant University departments to obtain permission, supply information regarding fireworks, marquees, amusements etc (where applicable).

• It is the responsibility of the event organiser to ensure that all rubbish is cleared away immediately after the event has finished. Charges of £20 per hour + VAT (this is dependent on size of space) will apply if the space is not left clean and clear of litter.

• Reinstatement charges will be apply if necessary (cost on application).

Signed _____________________________ (Iain Park, Director of Grounds) Date_______________________

PLEASE NOTE THAT DEPENDING ON YOUR EVENT REQUIREMENTS, YOU MAY ALSO HAVE TO CONTACT FURTHER UNIVERSITY DEPARTMENTS FOR PERMISSION / TO PROVIDE RELEVANT INFORMATION / MAKE NECESSARY ARRANGEMENTS

You may need to arrange for the proposed site to be surveyed to ensure equipment does not penetrate electrical

cables / service pipes etc.

Contact Campus Services Enquiries on email campusservices@exeter.ac.uk for further information.

Will water / electricity / lighting / drainage services be required?

Contact Campus Services Enquiries on email campusservices@exeter.ac.uk for further information.

Will any sound systems be used?

Contact Campus Services Enquiries on email campusservices@exeter.ac.uk for further information.

Will the University Estate Patrol security services need to be notified of this event? Will security cover be required?

Will any valuables be left overnight? Are there any special parking requirements?

Contact Estate Patrol on (72)3999 or email e.patrol@exeter.ac.uk

For information on devising a fire action plan / raising the fire alarm / contacting the Fire Service (these are legal

requirements)

Staff members contact the Health & Safety Office on (72)5340 or email hse.office@exeter.ac.uk.

Students contact Orlando Murrish (Guild of Students Events; Health & Safety Manager) on (72)3546 or email o.murrish@exeter.ac.uk

Will any food warming / cooking devices be used? Will any heating be used?

Staff members contact Phil Rees-Jones, Assistant Director Retail Services on (72)2445 or email p.rees-jones@exeer.ac.uk

Students contact Orlando Murrish (Guild of Students Events; Health & Safety Manager) on (72)3546 or email o.murrish@exeter.ac.uk

Does the event require any licences e.g. alcohol and / or entertainment? (It is the responsibility of the event organiser to make arrangements for obtaining relevant licences prior to the event).

Staff members contact Phil Rees-Jones, Assistant Director Retail Services on (72)2445 or email p.rees-jones@exeer.ac.uk

Students contact Orlando Murrish (Guild of Students Events; Health & Safety Manager) on (72)3546 or email o.murrish@exeter.ac.uk

Would any other displays / attractions be included e.g. fairground rides?

Staff members contact Grounds Office on (72)5531 or email grounds@exeter.ac.uk

Students contact Orlando Murrish (Guild of Students Events; Health & Safety Manager) on (72)3546 or email o.murrish@exeter.ac.uk and refer to attached Amusement Safety Information

If you are playing music in any area apart from the Great Hall or the Forum Piazzas, please ensure you comply with the Performing Rights Society terms and conditions.

Contact the Event Exeter Team on email eventexeter@exeter.ac.uk

Are you collecting money for charity?

Please refer to the Charity Collection Policy and complete the Charity Collection Application Form

Contact Allan Edgcumbe, Head of Security, c/o Estate Patrol on (72)3999 or email e.patrol@exeter.ac.uk

| |

|Polite Reminder to Student Guild affiliated organisations e.g. RAG; CA; Student Media; Societies; Hall Committees |

| |

|If you currently do not know something, note TBC (to be confirmed) on the form above or N/A (not applicable); |

|please do not leave questions blank. |

| |

|Contact your Guild staff support early (i.e. before this form is required) to help with event planning; this document is required ten |

|days before your event. Ten days before your event you should have the following in hand. |

|Budget |

|Safety plan/risk assessment |

|Liaison with interested parties e.g. university building mangers re noise control |

|Publicity |

|Required bookings of rooms; equipment etc |

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download