Version 5 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 Residential Services: Event Permission Form C Gray/L. Blundell/J. Hynes, V5, 18/10/2013 1 Version 5 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. Residential Services: Event Permission Form C Gray/L. Blundell/J. Hynes, V5, 18/10/2013 2 Version 5 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: Residential Services: Event Permission Form C Gray/L. Blundell/J. Hynes, V5, 18/10/2013 3 Version 5 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): _____________________________________________ Residential Services: Event Permission Form C Gray/L. Blundell/J. Hynes, V5, 18/10/2013 4 Version 5 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 Residential Services: Event Permission Form C Gray/L. Blundell/J. Hynes, V5, 18/10/2013 5 Version 5 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 Residential Services: Event Permission Form C Gray/L. Blundell/J. Hynes, V5, 18/10/2013 6 Version 5 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 Residential Services: Event Permission Form C Gray/L. Blundell/J. Hynes, V5, 18/10/2013 7 Version 5 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) Residential Services: Event Permission Form C Gray/L. Blundell/J. Hynes, V5, 18/10/2013 8 Version 5 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: Residential Services: Event Permission Form C Gray/L. Blundell/J. Hynes, V5, 18/10/2013 9 Version 5 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: Residential Services: Event Permission Form Contact tel. number: C Gray/L. Blundell/J. Hynes, V5, 18/10/2013 10 Version 5 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: Residential Services: Event Permission Form C Gray/L. Blundell/J. Hynes, V5, 18/10/2013 11 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 Residential Services: Event Permission Form C Gray/L. Blundell/J. Hynes, V4, 08/07/2013 12