Clare Rogers MSc MRICS PCAP
Director of Estate Support Service
Guidance Note: Hire of Outdoor Event Space
All outdoor events held on campus must be booked through Estate Support Service to
ensure the health and safety of all participants, no nuisance is caused to occupiers of
neighbouring buildings and that the space has not already been booked by another
event.
There are two formal lawns that can be booked for large events; Union Lawn and
Claremont Quad. Other spaces such as the Percy Quad may be made available on
request. You are advised to book well in advance to ensure availability and no later
than 14 days before the event is to take place.
If you wish to proceed with a booking request, kindly complete the Event Booking Form.
http://www.ncl.ac.uk/estates/services/property/events/index.htm
Below are some regulations with regards to the use of outdoor space for your
guidance:General
 Evidence of Public Liability Insurance is required prior to the event commencing.
 The main paved area outside the Students Union Building is not to be obstructed as
this is a fire assembly point.
 Smoking is not permitted anywhere on campus.
 You must leave the site in a clean and tidy condition.
 All electrical equipment must be PAT tested and the appropriate sticker displayed.
 Whilst on University land the user will observe all relevant Health & Safety legislation
and will comply with all directives issued by the University‘s Safety Office and/or
Security Manager
Marquee
 Maximum size of marquee permitted is L60 ft x D30 ft x H3 ft (L18m x D10m x H4m
high)
 Size of marquee is important when considering numbers. If the marquee is set up
with only one exit established then the occupancy must NOT exceed 60. If more
than one exit is established they must be as far apart as possible. Minimum exit
width should be 1.5 metres.
 Seating - clear 1m gangways need to be established and maintained to allow for a
quick and safe evacuation.
 Any tent/marquee must be fire protected/made from fire retardant material. Please
ask the providers to supply a certificate to confirm this.
 Marquee must be positioned so as not to obstruct any buildings entrances/exits
(including emergency escapes) and needs to also have sufficient number of exits
etc. to be able to get people out easily in the event of an incident. This normally
equates to two double width doorways – one at each end of the marquee – as a
minimum.
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The marquee should be boarded (and this is how they are normally supplied). In
winter the weather is likely to be wet so slipping can be a problem. If possible,
please request that the marquee company does not supply flooring with a high shine
(e.g. dance standard) so as to reduce the level of slip risk.
Vehicles are not permitted on the paved area in front of the Union Lawn, any
offloading must be done so from Kings Road.
The area must be kept in a clean and tidy condition at all times, with nothing being
stored around the outside of the tent/marquee.
Heaters
Gas burners are NOT permitted in the marquee. If any gas heater is used it will be
necessary for it to be outside the tent with the hot air blown through flexible ducting and
diffuser.
Electric hot air blowing heaters are permitted.
Any space heaters (LPG fires) need to be positioned away from the marquee walls.
Any cylinders must be secured against falling (they only deliver a gas supply if they are
upright; if they fall over they can deliver liquid which causes huge fires and uncontrolled
burning).
Music/Speakers
This is discouraged during the day over term time as it can disturb staff/students in
adjoining buildings. If upon consulting staff in adjoining buildings, there is no objection
to music/speakers, it must nonetheless be kept to a minimum.
Food
If the event involves catering, the caterer must be on the University’s list of Approved
Catering Contractors. This list can be found on the Safety Office web site.
http://www.ncl.ac.uk/internal/purchasingservices/agreements/RegisteredFoodCateringContractors.php
BBQs
The following safety precautions for BBQs have been provided by the University’s Fire
Officer.
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All BBQs & Charcoal
The BBQ must be set up at least 5m from marquees and nearby buildings. Under
no circumstances should the BBQ be inside the marquee and/or University
buildings.
The BBQ must NEVER be left unattended.
Fire-lighters are only to be used to start off the BBQ. No accelerants (petrol or other
flammable liquids) must be used to ignite the BBQ.
All coals to be fully extinguished at the end (doused with water).
Fire fighting equipment is to be located close by.
Where applicable BBQs must be cooked on protective metal plates – under no
circumstances should BBQs be placed directly on the lawn/pavement.
Be aware of the wind direction and travelling smoke blowing into buildings – they
have been known to activate fire detection systems.
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Gas
All equipment (connections/pipe work/valves) must be fully inspected prior to use to
ensure they are in good working order.
Gas cylinders (and spares) to be kept clear of all heat sources.
LPG cylinders must be located outside tents/shelters and suitably secured so they
cannot be knocked over.
When gas cylinders are changed, valves are to be closed before connections are
broken.
After cylinders are changed, it is essential to ensure all valves/connections are gastight before attempting to use the equipment.
Electric
Electric BBQ - Ensure wiring is in good working order. Ensure training leads are
suitably protected - no trip hazards.
General - Ensure a couple of Fire Buckets (water) or fire extinguishers are to hand in
case anything does go wrong. Be aware of the wind direction and travelling smoke
blowing into buildings - they have been known to activate fire detection systems.
Parking
 Parking is not provided on campus to event participants.
Alcohol
 The serving of alcohol is not permitted on either lawn. Exceptional circumstances
may be allowed subject to the appropriate licensing laws.
Events involving risk e.g. height/fire
Fire
Most roofing materials are much more combustible than normal flooring surfaces or
paving. This means that fire displays on roofs are a much higher risk.
Work at Height Regulations
ALL activities being undertaken at height must now pass stringent Risk Assessment
and be demonstrated to be necessary and have suitable means of preventing fall or
preventing injury to people involved. It is not considered adequate to rely on fall
arrest harnesses as protection. In addition most man-safe systems are only rated
for two persons to be connected on any given anchored line.
There is more guidance on this on the HSE website at which includes a guide to the
regulations. In paragraph 9 there are some exceptions to the regulations, but it is
unlikely that the performance of art will be included in the exceptions as this is a pre
planned work activity, not a recreational activity.
http://news.hse.gov.uk/category/falls-from-height/
http://news.hse.gov.uk/2007/04/04/amended-work-at-height-regulations/
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Fire Safety Demonstrations
If run in conjunction with T&W Fire & Rescue Service then our Head of Safety has no
problems with them doing it on campus. If another operator wishes to hold a fire safety
demo our Head of Safety would need to be assured to a fairly high degree.
Commercial
As a rule we don't allow individual traders to use our event space.
Advertising – A2 size poster frames
For safety purposes there would only be an objection if the
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‘A boards’ blocked doorways or emergency routes or
they are placed on pavements obstructing flow of people or forcing people into
roadways.
We would also strongly against any A Boards being positioned off University property –
(for example on public pavements) as this is a potential breach of the Highways Act
1984 and planning legislation).
We also request that A Boards are removed at the end of each working day as they
may be taken away by Security or stolen.
The above is provided for guidance only. Each event will be assessed on an
individual basis and the appropriate regulations applied accordingly.
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