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Residential Services
EVENT ASSESSMENT & PERMISSION TO HOLD AN EVENT AT A
UNIVERSITY OF LEEDS RESIDENTIAL SITE
This assessment form is provided to be used by Hall Executive members and/or
Wardens who are planning to run or hold events (any larger than an impromptu small
gathering) at sites where student residents and their invited guests will be either
socialising (with or without food or drink being provided), competing in sporting, artistic
or cultural activities.
Wardens, being responsible for discipline at Residential Services sites have an absolute
right to support or refuse any request to hold an event irrespective of whether proposed
arrangements satisfy health & safety considerations. They can also act to terminate an
event that takes place without their permission or because they are unhappy with
behaviour or activity at an event.
Wardens approached by students who are not involved with the Hall Executive and who
are asking permission to hold any event larger than an impromptu small gathering
should encourage those students to involve the Hall Executive in organising the event or
otherwise refuse permission for the event.
Please see appendix 2- Risk Management of Events at Residential Sites Flowchart for
guidance of the process.
-----------------------------------------------------------------------------------------------------------This Assessment is not as scary as it looks. It’s designed to help you think about the
risks that might be associated with your event – but not to put you off doing it.
Hall Executive members should ask their Warden or the Residence Site Manager to
assist them to fill the form out as might be necessary, as they will provide help and
advice as might be required.
When completing the form, remember:
-
It is not a check-list, you don’t have to tick every box
-
It is not a ‘to-do’ list either; you don’t have to do everything on the list to make
sure your event goes ahead
-
If you have any queries, your Warden and or Residence Site Manager is there to
be referred to for help so don’t be afraid to ask
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Event Assessment & Permission to hold an Event
Holding various types of events or activities on University halls of residence premises
creates the potential for problems and liabilities that may require expert advice or
additional insurance considerations. By completing the risk assessment below it will help
ensure that these liabilities are addressed.
Event categories
a) Is the event or activity being run for the Hall Executive by your residence site
manager/warden?
- If YES then your residence site manager/warden will complete any necessary
assessment.
- If NO then please continue to question b)
b) Is the event or activity being held off site? e.g. an Otley run or a day out to a local
attraction?
- If YES then you don’t need to complete a risk assessment; however please be
conscious these types of event have their own risks and that you will be
wise to consider these separately and act responsibly when planning them.
- If NO then please continue to question c)
c) Is the event or activity being held on site in the residence facilities under the
supervision of the residence site manager e.g. in the bar, dining room, common room or
other similar communal area?
- If YES then you don’t need to complete sections 3-10 of this form
- If NO then please continue to question d)
d) Is the event or activity planned to be held outside in the grounds of the site or in a
temporary structure (such as a marquee)?
- If YES then you do need to complete sections 3-10 of this form
There are 11 key sections in this form. All applicants must complete section 1, 2
and 11. The remaining sections (3-10) should only be completed if relevant to your
event/activity (as specified above).
Hall Executive members are advised that planning an event should be undertaken only with your
Warden’s agreement, so section 11 of this form requires that you obtain their signature to confirm
they support your application.
THIS ASSESSMENT SHOULD BE COMPLETED & SUBMITTED AT LEAST FOUR WEEKS
(28 DAYS) PRIOR TO THE EVENT. HOWEVER WARDENS AND HALL EXECUTIVE
MEMBERS SHOULD REALLY TRY TO PLAN EVENTS WITH AS MUCH NOTICE AS
POSSIBLE.
If you are planning to hold an event where alcohol will be sold or regulated entertainment
provided in areas that are not already licensed for such activity, then your Site Manager may
need to apply for a Temporary Event Notice (a TENs) from Leeds Council. TEN’s applications
should be submitted as early as possible to ensure that the event that is planned gets Licensing
Authority and Police permission).
Students planning any event on/at a ‘University Residence Site’ must not advertise their event to
non residents by poster, flyer or on social networking web sites (e.g facebook). Events at
‘University Residence sites’ may only be attended by site residents or their guests who have been
invited with the permission of the Residence Site Warden.
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SECTION 1: DETAILS OF PROPOSED EVENT
Residence Site:
Name of Event:
Date(s) including start and finish times:
______
Please circle the appropriate category for the event proposed (see page 2): a, b, c, d
Location on premises to take place (please state if a temporary structure like a marquee
is proposed):
Brief description of event (please state what temporary structures, amenities, catering
and refreshments are proposed):
SECTION 2: CONTACT DETAILS
Hall Executive contact Name:
_____
Email:
Telephone Number:
Flat/room number:
Name of Warden who supports this application:
Date of application:
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SECTIONS 3 to 10
Please remember
- this is not a check-list, you don’t have to tick every box
- please just tick the boxes to identify risks that you think apply to your event and
then tick the boxes of actions you will take to address those risks
- you don’t have to do everything on the lists to make sure your event goes ahead,
you just need to do what’s prudent to ensure your event is run responsibly
For the use of external suppliers ensure you remember to submit supporting
documents such as licences and risk assessments. Please see Appendix 1 for
further guidance.
SECTION 3: NOISE
Please identify potential sources of noise and vibration which apply to your
premises (please bear in mind that residence sites are often situated near residential
accommodation and that young children are often put to bed before 8pm):
Amplified music
Unamplified music
Singing and speech
Bottle bins
Plant and machinery, including extraction systems
Noise from vehicles
Identify measures that are in place/proposed to address risk from the above:
Plan noise generating activities indoors only (not outside or in a marquee)
Advise neighbours of times of event and offer reassurance that it will not be
noisy, or advise times when noise will cease
Amplified noise will be inaudible between 23:00 hours and 07:00 hours.
There will be a cooling down period with reduced music volume towards the end
of the event
Restrict use of outdoor speakers
No external loud speakers
Empty bottles will be stored in suitable receptacles to minimise noise
Supervise the arrival & departure of vehicles
Other (please specify): _____________________________________________
If noise and disturbance are not managed responsibly, then please understand that in response to
complaints University Security Officers or Environmental Health Officers (working for the council)
have the right to curtail an event.
SECTION 4: LITTER
Please identify potential sources of litter which could cause slip, trips and falls.
_____________________________________________________________________
To prevent greater than normal levels of litter, the following should be considered
Provision and emptying of extra litter bins
Display of temporary notices advising persons not to leave or drop litter
Litter pickers organised on and off site as might be necessary
Other (please specify): _____________________________________________
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SECTION 5: ERECTION OF TEMPORARY STRUCTURES/EQUIPMENT
e.g. marquees/bouncy castles etc
Please identify potential dangers of erecting and using temporary
structures/equipment:
Heavy Lifting
Structural safety
Fire hazards
Fire escape routes
Over crowding
Inadequate insurance for damage or loss of structure/equipment (if you are
unsure, check with the supplier or your Residence Manager)
Inadequate public liability insurance in place (if you are unsure, check with the
supplier or your Residence Manager)
Misuse
Slips, trips and falls
Underground services e.g. water, gas and electricity
Falls from height due to hanging a banner, bunting and/or decoration
Identify measures that are in place/proposed to address risk from the above:
Insured supplier/provider of structure/equipment will install
Insured supplier/provider of structure/equipment will supervise use of the
equipment or structure during the event
Prior to an event, the structure will be assessed for safety including anchorage,
condition of the floor, supporting structures, underground services and
suspended lights/decorations by (responsible person).
Specify the responsible person:
If an external supplier is used ensure the supplier communicates with the Hall Executive and the
Residence Site Staff when assessing for safety and that Appendix 1 is completed
An external supplier is not permitted to use the University’s electricity supply for inflatable items e.g.
bouncy castle.
Hall Executive members must not assist an external supplier with the erection of
a temporary structure/equipment
Cooking and/or sources of ignition will not take place in proximity to non fire rated
structures or equipment
Clear fire escape routes will be designated and in plain sight
A limit on the safe maximum capacity of structures will be set and enforced
Necessary insurance for hired structures or equipment will be in place and
restrictive clauses and the relevant terms and conditions will be adhered to (if
you are unsure, check with your supplier or your residence manager; you may be
asked to provide evidence of insurance before an event can be authorised.)
Necessary and adequate public liability & accidental damage insurance for hired
structures or equipment will be in place and restrictive clauses and the relevant
terms and conditions will be adhered to (if you are unsure as to whether you are
insured, check with your supplier & your residence manager; you will be asked to
provide evidence of insurance before an event can be authorised. Hall Executive
members and/or Wardens can obtain insurance themselves (if necessary) public liability cover through the university or accidental damage can be arranged
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with help from the University. Contact Miss A L McCunniff, 0113 343 6029 E-mail
A.L.McCunniff@adm.leeds.ac.uk)
Access to structures and equipment will be supervised to prevent misuse and to
provide assistance in the event of any accidents
Specific first aid and other medical services will be arranged for this event
Ensure an alternative plan is in place for adverse weather.
We would advise that temporary structures are installed on the day of the event, if possible and
removed at the end of the event to prevent misuse, vandalism or damage when supervision is not
present.
Hall Executive members or site residents are NOT permitted to work at height
e.g. from ladders and step ladders. No banners, bunting or decoration can be
hung without the permission of the site’s Residence Manager. Hall
Executive members should ask residence site managers to arrange for site staff
to assist them with work at heights. If site staff can help, then they will.
SECTION 6: FIRE AND ELECTRICAL SAFETY
Please identify any fire/electrical risks associated with your activity:
Use of electrical equipment
Large gatherings of people and fire safety measures
Use of LPG appliances e.g. using gas cylinders.
Identify measures that are in place/proposed to address risk from the above:
Fire escape routes and procedures if different to normal will be communicated
with attendees and in plain sight
Fire hazards will be kept to a minimum
A fire alarm alert system will be in place and within easy access of the
event/activity
Temporary electrical wiring and distributions will be inspected by a suitably
qualified and competent person (installing supplier or a University employed
electrician) before they are put into use. Records will be made of these checks
and retained by the Hall Executive event organiser
Electrical appliances brought by the supplier should be portable appliance (PAT)
tested and evidence supplied.
All fire evacuation procedures will be in line with the University Residential
Services policy
If a catering vehicle is being used, tick to confirm that the Gas Installation Safety
Report for equipment used are in place e.g. fryers and boilers (please provide
evidence of the report before an event to enable the authorisation process).
Hall Executives are prohibited from using the following items at residential sites:



Gas cylinders such as propane, butane and helium (an example of a supplier is Calor gas)
Fireworks
Pyrotechnics
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SECTION 7: ACCESS TO THE EVENT/SECURITY
Please identify if unwanted guests might gain access or be present at the event:
Through unlocked premises
Forging of any tickets/passes
Promotion of the event via external advertising e.g. website/facebook
groups/posters
Intoxicated or unruly residents
Identify measures that are in place/proposed to address risk from the above:
Ticket/resident entry only
Locking of all external gates
No/minimal advertising
Restrict students bringing any external guests to the events
Warden/sub-wardens on duty throughout
Hall Executive designated persons who will refrain from drinking and will keep an
eye on behaviour of residents and who will monitor the event will be in place.
They will take decisions to curtail the event or ask attendee’s to behave properly
and leave if necessary (wherever it is safe to do so). The number of these
designated persons will be Securities Industry Authority (SIA) registered door staff/security to be employed
(You should consider using these staff if there is a need to guard an event/site
against unauthorised access or occupation, against outbreaks of disorder or
against damage, where the size and nature of an event are such that Hall
Executive members or University staff might not cope). You must not employ
door supervisors unless they are SIA registered and booked by your Residence
Manager, if you do so you may be breaking the law). The number of security staff
required will be:
NB. If door supervisors/security staff are required then ask your Residence Site Manager to
arrange the booking for you, they’ll ensure they are SIA registered.
Contact details are to be held by the Hall Executive event organiser, designated
persons and any door supervisors/security staff for the following
persons/services; the University’s security control room, the site warden(s), the
non-emergency number for the local police, and emergency services numbers
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SECTION 8: CONSUMPTION AND SALE OF ALCOHOL
These are all risks associated with the consumption and sale of alcohol:
Selling alcohol to under 18s
Not having a license to sell alcohol
Dangers associated with glass, bottles and other sharp objects
Anti-social behaviour
Increased risk of slipping and injuries etc, due to spillages
Heavy lifting (manual handling injuries)
Identify measures that are in place/proposed to address risk from the above:
Where a licensed bar is provided, ticket/resident only entry (limiting all to over 18)
will be in place
If there are under 18s attending the event ensure the bar staff are made aware of
these individuals and ensure there is a system in place to make them identifiable.
Alcohol will only be sold by a vendor who has obtained a licence to sell alcohol at
the event (at residence sites with bars, alcohol may be sold by the residence site
manager)
Notices will be prominently displayed to inform attendees that drinks, bottles and
glasses should not be taken off the premises
There will be sufficient disposal receptacles for unwanted glass and bottles
There will be Hall Executive designated persons who will refrain from drinking
and keep an eye on the behaviour of residents and guests and who will monitor
the event, taking decisions to curtail the event or ask attendees to behave
properly and leave if necessary (wherever it is safe to do so). The number of
these designated persons will be;
Persons who have been consuming alcohol will not be allowed to take part in
sports/activities where their intoxication may make them more likely to injure
themselves or others
Ensure Hall Executive members are encouraged not to undertake any heavy
lifting of items e.g. an individual moving a crate of bottles. For further information
regarding manual handling please see the Health and Safety Executive website:
http://www.hse.gov.uk/pubns/manlinde.htm
SECTION 9: PROVISION & CONSUMPTION OF FOOD
These are all risks associated with the provision & consumption of food:
Risk of food poisoning due to poor food handling practices
Increased risk of slipping and injuries etc, due to spillages
Heavy lifting (manual handling injuries)
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Identify measures that are in place/proposed to address risk from the above:
Ensure any food supplier is registered/licensed with a Local Council
Environmental Health department. An easy way to check this is to go to the
Scores on the Doors website:
http://www.scoresonthedoors.org.uk/fab.php?area=YH
Necessary and adequate public liability insurance will be in place if an external
supplier is asked to provide catering at an event (please provide evidence of the
insurance before an event to enable the authorisation process).
Cleaning & mopping up of spillages will take place.
Ensure Hall Executive members are encouraged not to undertake any heavy
lifting of items such boxes and bags of food. For further information regarding
manual handling please see the Health and Safety Executive website:
http://www.hse.gov.uk/pubns/manlinde.htm
Please give details of what food provision and service is being planned:
We would advise you to use professional caterers to prepare and supply foods at residence events.
At catered halls the Residence Manager will be able to provide a catering service and at non catered
sites your Residence manager will be able to put you in touch with the University Catering Service. If
they can’t help you then you might consider using other contract caterers.
A mobile caterer is not permitted to use the University’s electricity supply.
SECTION 10: ANY OTHER RISKS
Please use this section to detail any other risks not already outlined that you have
thought of, and the ways you plan to minimise these:
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SECTION 11: WARDENS AGREEMENT
Warden supports application to hold this event:
Warden’s name ___________________ Warden’s signature______________________
Now please send the completed assessment to your Residence Site Manager who
will arrange to have the assessment reviewed and for the necessary permission for the
event.
Please also copy form to -
Richard Clark
Halls Dev Co
Leeds University Union
0113 380 1412
Email unircl.leeds@co.uk
You will then receive an acknowledgement that your assessment is satisfactory and that
the event can go ahead; or more information might be requested.
SECTION 12: PERMISSION GIVEN OR NOT [TO BE COMPLETED BY RESIDENTIAL
SERVICES STAFF]
Event approved / refused (delete as appropriate) and state reason for
any refusal:
Any conditions to be applied to the event:
Permission granted/refused by:
Responsible as the Residence
Site Manager or state other:
Date of approval/refusal:
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APPENDIX 1
ADDITIONAL DOCUMENTATION REQUIRED FOR THE AUTHORISATION
PROCESS.
Prior to using an external supplier, your Residence Site Manager will give you this
form for completion and ask you to supply copies of the following documents. This is the
second step in the authorisation process to follow the submission of the completed
Event Permission Form.
Submission Date:
__________________________________________
(This date will be determined by the Residence Site Manager)
Yes
Documents required
No
N/A
1. Written confirmation of Public Liability & Accidental Damage
Insurance
2 Supplier’s risk assessments
2.
3 Written confirmation of portable appliance (PAT) testing
3.
4 A copy of the gas installation safety report for equipment used such
as fryers and boilers.
5 Written confirmation of food supplier registration with Environment
Health.
4.
6 Proof of licence to sell alcohol
DETAILS OF PROPOSED EVENT
Residence Site:
Name of Event:
Date(s)
______________________________
CONTACT DETAILS
Hall Executive contact Name:
_____
Email:
Telephone Number:
Flat/room number:
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RISK MANAGEMENT OF EVENTS AT RESIDENTIAL SITES
FLOWCHART
APPENDIX 2
Planning of event initiated by
Hall Executive or LUU approved
club or society
A preliminary agreement for the event should be
obtained from LUU and the Wardens at the
Residential Sites.
Inform your Residence Manager of
your event plans.
Hall Executive with the support of LUU and the
Wardens should complete the Event Assessment and
Permission Form and obtain any additional
documentation as specified by appendix 1 of the form
Hall Executive takes documentation to Residence Manager for authorisation.
A meeting with the Warden and Residence Manager may be required to clarify any
additional details of planning
Final Permission to proceed with the event is given by the Residence Manager
During the event it is the organisers (Hall Executive
members) responsibility to ensure all parties fulfil
their commitments.
Final review the event with the Warden and
Residence Manager
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