Public Engagement at QMUL
Internal Policies and Processes Guide
There are a range of policies and procedure documents at Queen Mary that will help in
public engagement activities. Click on the areas of the contents below to be taken to the
correct page.
Planning Activities
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How do I book a Room?
…but what if I need to book a room outside of regular hours?
Can I get help setting up and putting things back after my activity?
How do I request catering?
Can I arrange for volunteers to help out at my activity?
How can people book tickets?
Do I need insurance for my activity?
What Health and Safety guidelines must I follow when hosting events and visitors
on campus?
My activity involves a figure that may be seen as controversial, what do I need to
do?
Finance
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What are the rules for procuring goods and services?
How do I pay external visitors and participants from outside higher education
institutions for their time?
IT Setup and WiFi
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How do I record my activity?
Do we have video conference facilities?
How do visitors access WiFi?
Working with Young People and Safeguarding
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I want to work with schools, how can I start a relationship?
What do I need to bear in mind when working with children and vulnerable
groups?
How can I arrange work placements?
Marketing and Promotion
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How do I promote my public engagement activity?
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The Centre for Public Engagement
QMUL PR Team
QMUL Internal Comms
Social Media
Digital and Online Communications
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How do I create a website?
How do I create Podcasts?
Can I get help designing Apps?
How is best to use social media for public engagement?
Printed Materials
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Where can I get help designing promotional material and activity resources?
Where should I get these materials printed?
Planning Activities
How do I book a Room?
You can book one-off rooms on-campus through the university online bookings form. Most
rooms are free for QMUL activities and bookable through the central Teaching Room
Bookings team.
Further details of the room booking process, including if you would like your event project
managed by Events & Sales, you can view section 5.1 of the Venue Booking Policy for NonTeaching Activities.
Exceptions to this, such as the Great Hall and Octagon, are listed in Appendix I in the Venue
Booking Policy for Non-Teaching Activities with details of who to contact.
Key Policy:
Venue Booking Policy for Non-Teaching Activities
Timetabling and Room Booking Policy
Key Websites
Teaching Bookings Home:
http://www.teachingbookings.qmul.ac.uk/
Online Room Booking Service:
http://www.teachingbookings.qmul.ac.uk/Web%20Room%20Bookings/77630.
html
Key Contacts
Lee Woodford (Mile End Campus)
teachingbookings@qmul.ac.uk
020 7882 8162
Martin Cole (Whitechapel, Robin Brook Centre and Charterhouse Square)
teachingbookings@qmul.ac.uk
020 7882 8163
Events Office (event support)
events@qmul.ac.uk
020 7882 5895/3485
…but what if I need to book a room
outside of regular hours?
Out of hours means outside of 9:00 – 17:00, during which you will need to arrange for a
General Services Porter to supervise the building(s). College buildings cannot be open
outside normal hours for events without a member of General Services present. A charge
will be made for any out-of-hours cover.
To book porters to cover the hours outside these times you need to complete their booking
form, which you can find, along with other information at their website.
Key Policy
Venue Booking Policy for Non-Teaching Activities (7.1)
Key Websites
Estates Intranet:
http://www.estates.qmul.ac.uk/
Porterage Home:
http://www.estates.qmul.ac.uk/porterage/
Booking Form:
http://www.estates.qmul.ac.uk/porterage/Documents/23012.xls
Key Contacts
Estates Helpdesk (for initial booking and enquiries):
estates-helpdesk@qmul.ac.uk
020 7882 2580
Cliff Merry (Portering Supervisor):
c.g.merry@qmul.ac.uk
020 7882 5106
Can I get help setting up and putting
things back after my activity?
The porters can be booked to carry large items or large amounts of items to activities and
events, as well as rearranging rooms to facilitate these. They can also reset room set-ups to
their previous state, as well as being the team to contact if you need poster boards.
To book their services you will need to send a request to the Estates Helpdesk through
estates-helpdesk@qmul.ac.uk or call them on 020 7882 2580.
Key Policies
Venue Booking Policy for Non-Teaching Activities
Key Websites
Estates Intranet:
http://www.estates.qmul.ac.uk/
Porterage Home:
http://www.estates.qmul.ac.uk/porterage/
Out-of-Hours Booking Form:
http://www.estates.qmul.ac.uk/porterage/Documents/23012.xls
Key Contacts
Estates Helpdesk (for initial booking and enquiries)
estates-helpdesk@qmul.ac.uk
020 7882 2580
Cliff Merry (Portering Supervisor):
c.g.merry@qmul.ac.uk
020 7882 5106
How do I request catering?
You can book catering for activities and events through Hospitality, who supply a range of
options and menus on their website. They are also sometimes able to provide bespoke
options if they are consulted in advance.
Before contacting them you will need an idea of what you are looking for, event details,
number of delegates, your departmental budget code and any special requirements and
instructions. These do not have to be final, confirmation of the location and quantity must
be sent by 48 hours before the booking.
Key Policies
Venue Booking Policy for Non-Teaching Activities
Sustainable Food Policy
Key Websites
Catering Home
http://www.catering.qmul.ac.uk/hospitality/index.html
Catering Menu
http://www.catering.qmul.ac.uk/documents/119932.pdf
Key Contacts
Catering & Hospitality team (ordering and enquiries):
hospitality@qmul.ac.uk
020 7882 3866
Debra Deering (Catering Team Leader)
d.deering@qmul.ac.uk
020 7882 8169
Can I arrange for volunteers to help out
at my activity?
Queen Mary Student Union runs a volunteering service in which you can sign-up to request
volunteers to help with activities. To do so get in touch with the team here.
If you’re looking for more long term or specialised help Careers run QTemps, a service that
places QMUL students and graduates into paid short-term posts.
Key Policies
QMSU Volunteering Service Level Agreement for Employers
Key Websites
QMSU Volunteering
http://www.qmsu.org/volunteering/organisations/
QTemps
http://tempjobs.london.ac.uk/QueenMary/index.asp
Key Contacts
QMSU Volunteering
020 7882 5763
Rachael Blundell (QTemps)
temps@careers.lon.ac.uk
020 7882 6151
How can people book tickets?
At Queen Mary we don’t have a dedicated booking service. However, many events use
Eventbrite, an online booking site.
It’s free to use if your event isn’t charged, otherwise there is a small booking fee per ticket
which you will either need to factor into your costings, or add onto the price of each ticket
for attendees.
Key Websites
Eventbrite Home
https://www.eventbrite.co.uk/
How-to guides
http://help.eventbrite.co.uk/customer/en_gb/portal/topics/194077-viewour-help-for-beginners
Key Contacts
Events Office
events@qmul.ac.uk
020 7882 5895 / 020 7882 3485
Do I need insurance for my activity?
Queen Mary’s public liability insurance provides cover in respect of legal liability to pay
damages and costs to members of the public who are accidentally injured on campus,
evidenced as a letter in our webpages.
The Venue Booking Policy for Non-Teaching Activities specifies that event organisers are
also required to perform appropriate checks when engaging external contractors to provide
services for their event/activity (e.g. possession of public liability insurance and provision of
appropriate health and safety documentation for the work they will carry out).
Key Policies
Venue Booking Policy for Non-Teaching Activities
Key Websites
Insurance Webpage
http://qmweb.finance.qmul.ac.uk/departments/financialmanagement/insurance/index.
html
Key Contacts
Mrs Rahima Choudhury (Insurance Manager)
r.choudhury@qmul.ac.uk
020 7882 5678
What Health and Safety guidelines must I follow
when hosting events and visitors on campus?
The College’s Health and Safety Policy and Framework requires that managers ensure that
all visitors and attendees at an event are made aware of health and safety matters (such as
fire procedures and emergency exit routes).Event organisers are also responsible for
ensuring designated room capacities (displayed at the entrance to all teaching rooms) are
not exceeded.
It is also required that managers conduct suitable and sufficient risk assessment for their
planned event/activity (for questions regarding risk assessments contact Occupational
Health & Safety (OHS)), and implement any corrective actions or control measures which
result from such an assessment.
Key Policies
Health and Safety Policy and Framework
Key Websites
Occupational Health and Safety home
http://www.ohsd.qmul.ac.uk/training/index.html
Health and Safety training
http://www.ohsd.qmul.ac.uk/training/index.html
Key Contacts
Occupational Health and Safety (General Inbox)
hs-helpdesk@qmul.ac.uk
Specific OHS Faculty Contacts
http://www.ohsd.qmul.ac.uk/contact/index.html
My activity involves a figure that may be seen as
controversial, what do I need to do?
What if my engagement activity involves a controversial figure?
If you are organising an event which features a controversial speaker, high profile guests or
the subject matter is likely to attract protest and/or disorder, you must discuss your plans
with the Head of Security and Emergency Planning in advance.
Key Policies
Venue Booking Policy for Non-Teaching Activities (Section 7.4)
Key Websites
Security Home
http://www.security.qmul.ac.uk/
Key Contacts
William Boag (Head of Security and Emergency Planning)
w.boag@qmul.ac.uk
020 7882 5019
Finance
What are the rules for procuring goods and
services?
When purchasing goods and services from suppliers, such as design work or goods, using a
purchasing card or purchase order, it is important to follow the QMUL procedures set by the
Procurement Team. There are separate guidelines for procurement below £5,000; £5,000 £30,000; and above £30,000.
For a comprehensive guide you can view their Procedures Booklet, or visit their website for
further details, such as relevant documents and forms and a full FAQs page, as well as to
view the Procurement Strategy 2013 - 2015 (+ Appendix A).
You can also contact them directly, or attend their Buyer Training workshops through the
Centre for Academic and Professional Development. These are every Monday and can be
found by searching for course code P117.
Key Policies
Procurement Strategy 2013 - 2015
Procurement Procedures
Anti-bribery and Corruption Policy
Key Websites
Procurement Documents/Forms
http://qm-web.finance.qmul.ac.uk/purchasing/documents/index.html
How to Purchase Flowchart
http://qm-web.finance.qmul.ac.uk/purchasing/docs/10078.pdf
Key Contacts
Chris Hallahan (Procurement Officer)
c.hallahan@qmul.ac.uk
020 7882 3240
How do I pay external visitors and participants from
outside higher education institutions for their time?
Those from outside higher education institutions can be here contributing to a range of
activities such as guest lectures, research focus groups, collaborative projects and
workshops.
Participants must be paid through Human Resources using either a one-off payment form or
a temporary worker form.
One-off Payment Form – These can only be used three times per individual per academic
year (but not if the work is done in consecutive months). These cannot be used if the work is
for more than 2 calendar weeks (regardless of whether the work is continuous or not).
Guidance on claiming one-off payments is available here.
Temporary Contracts – If the payment will be more than one-off, or for work over more
than two calendar weeks, you will need to set up a temporary workers form. Advice on the
types of temporary contract are available on the Human Resources website or by contacting
a member of the HR team.
If you are paying someone who might be on State Benefits, it is important to check that the
amount paid will not affect these in any way. You can find guidance on this here (Ch.4).
Key Policies
QMUL Contracts of Employment
Key Websites
Human Resources - Temporary Contracts
http://www.hr.qmul.ac.uk/procedures/contracts/Temp/index.html
Human Resources – One-off payment form
http://www.hr.qmul.ac.uk/forms/pay/index.html
Practical advice on budgeting for actively involving the public in research
http://www.invo.org.uk/wp-content/uploads/2014/11/10002-INVOLVEBudgeting-Tool-Publication-WEB.pdf
Key Contacts
Your Faculty Human Resource Assistant:
http://www.hr.qmul.ac.uk/
IT Set-Up and Wi-Fi
How do I record my activity?
If you need to book audio or visual recording equipment you will need to contact the AV
Team in plenty of time for them to book the facilities you need.
To book QReview you need to fill in a booking form at least 5 working days in advance. Visit
the QReview site for much more information and guidance, as well as to log into the service
itself.
Key Policies
Q-Review Code of Practice
Key Websites
AV Home
http://www.teachingbookings.qmul.ac.uk/audiovisual/
Room Inventories
http://www.teachingbookings.qmul.ac.uk/docs/146580.pdf (Mile End)
http://www.teachingbookings.qmul.ac.uk/docs/146581.pdf (SMD)
QReview Home
http://www.elearning.capd.qmul.ac.uk/learning-applications/q-review/
Q-Review Guides
http://www.elearning.capd.qmul.ac.uk/application/qreview/
Key Contacts
Robert Garmonsway (All AV and QReview Bookings)
avbookings@qmul.ac.uk
020 7882 8164
IT Services (AV Emergency Response)
020 7882 6550
E-Learning Unit (QReview post-recording support, technical advice, linking
recordings to QMPlus, Personal Capture). Via IT Services:
its-helpdesk@qmul.ac.uk
020 7882 8888
Do we have video conference
facilities?
If you can’t bring people physically together then Queen Mary has video conferencing
facilities both in the form of lecture theatres and portable systems. You can book facilities
for this online, but must give 5 days notice.
Key Websites
AV Home
http://www.its.qmul.ac.uk/support/audiovisual/index.html
Booking form
http://connect.qmul.ac.uk/faculties/md/av/booking/index.html
Key Contacts
IT Services (General Support and Enquiries)
its-helpdesk@qmul.ac.uk
020 7882 8888
Geoff Harris (for booking queries)
geoff.harris@qmul.ac.uk
020 7882 7151
How do visitors access Wi-Fi?
IT Services have two accounts that can help with external participants to events:
QM-Events - For large-scale conferences or events, an organiser from QMUL can contact IT
services to request a password for the Queen Mary events Wi-Fi.
QM-Guest - If you’re hosting a smaller group, they can log into the ‘QM-Guest’ account.
These can either be set up beforehand by a QMUL staff or student here, or guests can
access it on the day by entering a QMUL ‘sponsor’ who will need to respond to an
authorisation email for confirmation.
Key Policies
Information Security Policies
Key Websites
Wi-Fi Set-up Guidance (QM-Events and QM-Guest)
http://www.its.qmul.ac.uk/support/self-help/WiFi/index.html
Key Contacts
IT Helpdesk
its-helpdesk@qmul.ac.uk
020 7882 8888
Working with Young People & Safeguarding
I want to work with schools, how
can I start a relationship?
If you are interested in working with schools, or bringing school children on campus, you
should talk to the Widening Participation team first. They have a range of existing links with
partner schools and a wide range of knowledge that will be able to help in developing links,
developing content and organising activities.
The Widening Participation and Enhancing Opportunities Strategy details the department’s
key priorities and areas of operation.
The UK Student Recruitment Office also have links into schools and colleges.
Key Policies
Widening Participation and Enhancing Opportunities Strategy
Key Websites
Widening Participation Home
http://www.qmul.ac.uk/undergraduate/schools/wp/index.html
School Partnerships Webpage
http://www.qmul.ac.uk/about/community/schoolpartnerships/index.html
UK Student Recruitment Office
http://www.qmul.ac.uk/undergraduate/schools/ukstudentrecruitment/
Key Contacts
Meet the Team
What do I need to bear in mind when working
with children and vulnerable groups?
If your activity involves bringing children under the age of 18 or vulnerable adults onto
campus, or going out to work with them, you must be aware of the appropriate
safeguarding policy and law.
Information on our safeguarding procedures can be found in the Policy and Procedures for
the Protection of Children and Adults in need of Safeguarding.
Key Policies
Policy and Procedures for the Protection of Children and Adults in need of
Safeguarding
Key Websites
HR - Disclosure & Barring Service Applications
http://www.hr.qmul.ac.uk/procedures/recruit/dbs/index.html
Working Together to Safeguard Children (HM Government)
https://www.gov.uk/government/publications/working-together-tosafeguardchildren
Key Contacts
Emma Bull (Lead Safeguarding Officer)
e.j.bull@qmul.ac.uk
020 7882 7385
Sarah Cowls (Principal Safeguarding Officer - Science & Engineering)
sarah.cowls@qmul.ac.uk
020 7882 6954
Simon Jarvis (Principal Safeguarding Officer - Professional Services)
s.jarvis@qmul.ac.uk
020 7882 2765
How can I arrange work placements?
These should be arranged directly between the school and young person, the Widening
Participation team may be able to help you find prospective students if you need.
Once a work experience is agreed, the young person must complete a work experience form
and send it to you to complete. You will also need to complete a risk assessment.
Key Policies
Policy and Procedures for the Protection of Children and Adults in need of
Safeguarding
Key Websites
HR – Work Experience
http://www.hr.qmul.ac.uk/workqm/workexperience/73178.html
Clinical Medicine Work Experience
http://www.bartsandthelondon.nhs.uk/work-for-us/work-experienceplacements-and-attachments/
Occupational Health and Safety (risk assessments)
http://www.ohsd.qmul.ac.uk/
Key Contacts
Your Faculty Human Resource Assistant:
http://www.hr.qmul.ac.uk/
Marketing and Promotion
How can I promote my activity?
You may need to promote your public engagement activities to either attract participants or
to raise awareness of your work. Queen Mary has a wide range of ways to do this, both
internal and external facing.
The Centre for Public Engagement
The Centre for Public Engagement can promote activities through their website, in the form
of a case study or blog post, with relevant links directing users to your activity. They also
have a newsletter, with a wide readership, and Twitter account.
If you’re interested in using any of the channels mentioned, get in touch with Daniel Taylor
who will work with you to direct content to the right channels.
Key Policies
Public Engagement Strategy
Key Websites
Be Inspired – Case Studies Page
http://www.qmul.ac.uk/publicengagement/activities/index.html
Engagement Blog
http://www.qmul.ac.uk/publicengagement/blog/index.html
Newsletter
Archive / Subscribe
Twitter
https://twitter.com/EngageQM
Key Contacts
Daniel Taylor (Assistant Public Engagement Officer)
d.s.taylor@qmul.ac.uk
0207 882 6115
Public Relations Team
The Public Relations team communicates activities and achievements to the outside world
through a variety of channels. They will be able to help promote your activity to a wider
audience, relevant to what you’re doing.
Contact the relevant faculty contact in the team, who will be able to work with you to plan
where the message should be put out and how.
Key Policies
Marketing and Communications Strategy (Coming Soon)
Key Websites
News Home
http://www.qmul.ac.uk/media/index.html
Key Contacts
General Inbox
press@qmul.ac.uk
020 7882 3004
Faculty Contacts
Meet the Team
Internal Communications
Our Internal Engagement team are responsible for the e-bulletin and Queen Mary student
newsletters, our intranet pages and plasma screens, amongst other internal facing
engagement.
Their team can help you find the right places to promote activity within Queen Mary, to
either promote attendance at activities from other staff and students, to find assistance, or
to further promote the work you are doing across the institution.
To get pieces in the weekly e-bulletin you must send your approx.50-100 word article by the
Monday of the week you wish to feature.
Key Policies
Marketing and Communications Strategy (Coming Soon)
Key Websites
Internal Engagement Home
http://qm-web.mc.qmul.ac.uk/internalengagement/index.html
Key Contacts
e-bulletin inbox
020 7882 7428
e-bulletin@qmul.ac.uk
Meet the Team
Social Media
See our Digital and Online Communications section.
Digital and Online Communications
How do I create a website?
Requests for new web sites or web hosting should be made to the Web team (Marketing
and Communications) who manage the central QM website and provide a full in-house
service to all Schools, Departments, Institutes and research centres across the university
free of charge.
You will need to complete a web booking form to give an overview of your requirements,
from which they will work with you to plan and design a webpage.
Where it is not possible for Marketing and Communications to manage your web site, please
refer to your Faculty Relationship Manager in IT Services, giving at least 4 weeks for the
hosting arrangement to be made.
You can also design simple external websites using Wordpress.
Key Policies
Web Strategy – Indicates what you can post on sites
College Web policy and code of practice for web-based publishing
Corporate Identity and Style
Key Websites
Web team home
http://qm-web.mc.qmul.ac.uk/web/index.html
Web booking form
http://qm-web.mc.qmul.ac.uk/web/worksheet/index.html
IT Website hosting
http://www.its.qmul.ac.uk/services/catalogue/items/142840.html
Wordpress
https://wordpress.com/
Key Contacts
Web Support General Inbox
websupport@qmul.ac.uk
Web Support team contacts
Meet the team
How do I create Podcasts?
The Queen Mary PR team have experience of designing, preparing and recording podcasts,
with advice pages online and access to the official Queen Mary iTunesU and Soundcloud
pages.
Key Policies
Digital Communications Strategy
Key Websites
Why Podcast?
http://qm-web.mc.qmul.ac.uk/publicrelations/PR%20toolkit/138288.html
Key Contacts
General Podcast Queries
press@qmul.ac.uk
PR Team (Faculty Contacts)
Meet the team
Can I get help designing Apps?
Queen Mary have a dedicated App development team, QApps, which develop a range of
mobile apps for itunes and android and can give advice on creating your own.
You can contact the team through their contact page to request advice.
Key Policies
Intellectual Property Policy
Key Websites
QApps
http://www.qappsonline.com/
Key Contacts
QApps
info@qappsonline.com
0207 882 5117
How is best to use social media for public
engagement?
Social Media can be a valuable tool for both promoting engagement and using for activities
itself. There are centrally controlled faculty accounts, as well as some school and
departmental accounts and the Centre for Public Engagement’s, you can view a
comprehensive list here.
If you use social media yourself, or are interested in setting up an account, the QMUL Digital
Communications Strategy provides staff with a framework, including establishing, managing,
growing and targeting official QMUL profiles.
The Centre for Public Engagement can also advise you on how to create engagement
activities through social media, book in a session at one of their advice surgeries to talk
about your idea.
Key Policies
Digital Communications Strategy
Social Media – Digital Communications Strategy
Key Websites
Social Media Strategy and Guidelines
http://qmweb.mc.qmul.ac.uk/publicrelations/Strategy%20and%20guidelines/index.htm
l
Social Media Directory
http://www.qmul.ac.uk/media/socialmedia/index.html
Public Engagement Twitter Account
https://twitter.com/EngageQM
Public Engagement Advice Surgeries
http://www.qmul.ac.uk/publicengagement/cpe/surgeries/index.html
Key Contacts
PR Team (Faculty Accounts and Advice)
Meet the team
Printed Materials
Where can I get help designing promotional
material and activity resources?
Public engagement activities can require printing for books, leaflets, posters and signage,
amongst many others. You can design these with our in-house Design team, who will work
with you to prepare and design materials.
All printed materials must fit within QMUL design guidelines, and will need to feature our
logo if funded through the university (either through grants or staff costs for work done in
staff time) or that uses university knowledge or resources. If it has been funded by the
Centre for Public Engagement you will need to feature their logo, get in touch with them for
logos to use.
See the next question for how to print materials.
Key Websites
Design and Branding Home
http://qm-web.mc.qmul.ac.uk/designandbranding/index.html
QMUL Design and Branding Guidelines
http://qm-web.mc.qmul.ac.uk/designandbranding/identity/index.html
Key Contacts
Aurore Hanniquet-Brooking
designandbranding@qmul.ac.uk
020 7882 7957
Where should I get these materials printed?
The QMUL Copyshop should be your first port of call for print jobs and you are required to
contact them for all printed products 300 sides and above.
You can book in a job using the Copyshop online booking form or by contacting them early
to discuss your project. Any materials may have to fit QMUL branding and design guidelines.
Key Policies
Procurement Strategy 2013 - 2015
Key Websites
CopyShop Home
http://www.copyshop.qmul.ac.uk/index.html
Booking Form
http://www.copyshop.qmul.ac.uk/printjob/work-form/index.html
Design and Branding Home
http://qm-web.mc.qmul.ac.uk/designandbranding/index.html
Key Contacts
The CopyShop
thecopyshop@qmul.ac.uk
020 7882 6262
Paul Jacobs (The CopyShop Manager)
p.jacobs@qmul.ac.uk
020 7882 6257