Safety, Health & Environment Section
FM SHE 058
Procedural Guidance for the
Management of Staff or Student
Organised Events on the Preston Main
Campus
July 2015
Version 6.0
Document review due: July 2017
Please Note: This is a controlled document, please ensure you are using the most recent version
available at: https://intranet.uclan.ac.uk/ou/fm/Pages/Health-and-Safety-Event-Safety-Management.aspx
Page 1 of 28
Contents
Page
1. Introduction & Definitions
3
2. Scope
3
3. Legislative Requirements
3
4. Responsibilities
4
4.1 Managers
4
4.2 Event Organisers
4
4.3 The Student’s Academic Module/Course Tutors
5
4.4 Persons Assisting in the Event
5
4.5 Event Participants
5
4.6 Third Parties
5
5. Planning
5
5.1 University Conferencing and Events Service
6
6. Risk Assessment
6
7. Communication
7
8. Booking of rooms, foyers and other internal or external space
7
8.1 Out-of-Hours Access
8
8.2 Defect, caretaking, room furniture, cleanliness, waste disposal reporting
8
9. Code of Practice to Ensure Freedom of Speech
9
10. Fire Safety
9
11. Events requiring an Premises Licence
9
11.1 Premise Licence Exemptions
10
11.2 Premises Licence Exemptions: The Live Music Act 2012
10
11.3 UCLan Venues with an existing Premises Licence
10
11.4 Temporary Event Notice (TEN)
11
11.5 Permission from the Premises Licence Holder
11
11.6 Serving / Supply of Alcohol
11
11.7 Special effects, fireworks and pyrotechnics
11
11.8 Music Licences
11
12. Provision of catering including cake sales
11
13. Public Liability Insurance
12
14. Safeguarding: Children and vulnerable adults
12
15. Persons with disabilities
13
16. Raffles, poker tournaments, lotteries, etc.
13
17. Street or ‘House-to-House’ Collections
13
18. First Aid
14
19. Temporary Structures
14
20. Advertising Events with Posters
14
21. Environmental Sustainability Considerations
14
22. References/ Useful Contacts
15
Appendix 1. On Campus Event: Example Risk Assessment Template
17
Appendix 2. Charity Cake Sales
24
Appendix 3. Staff/ Volunteer Code of Behaviour: Children, Young People and Vulnerable Adults
26
Appendix 4. Guidance on running Raffles, Poker Tournaments, Lotteries, etc.
28
Page 2 of 28
Procedural Guidance for the Management of Staff or Student Organised Events on
the Preston Main Campus
1. Introduction
There has been a considerable increase in the number of staff and student organised events
occurring on University premises over the last few years. Many are organised and run by staff as
part of their normal duties, but a significant number are now organised by students as part of their
course of study e.g. dance and music performance, drama and theatre, productions, fund raising
activities, etc., some will involve the use of ‘third parties’, as organisers, exhibitors, performers, etc.
High standards of health and safety in such events is paramount. They require thorough planning,
care and common sense and override all other considerations, including academic.
Failure to effectively manage events particularly those open to the public may not only expose the
University to enforcement action by regulatory bodies and civil claims for compensation in the
event of injury or loss, but could also have significant reputational repercussions.
2. Scope
The following document sets out University procedural guidance for the management of staff or
student organised events held on the main Preston Campus. It is intended to help consolidate the
event management process related to a number of different sections within the University. It will
assist you in complying with relevant UCLan procedures, the law and offers practical advice to help
ensure your own and your attendee’s health, safety and welfare.
This guidance is intended to cover events such as exhibitions, speakers, awards ceremonies,
music, dance, theatre or stage performances, charity concert, variety show or ball, race nights,
fashion shows, cake sales, raffles, beauty product demonstrations, themed nights, talent nights,
comedy shows, etc., which are open to staff, students and members of the public whether free of
charge, for charity or for commercial gain.
Note: The procedure does not apply to events run by or through the University’s Conferencing &
Events Service.
3. Legislative Requirements
The University has a statutory duty of care to protect, so far as is reasonably practicable, the
health, safety and welfare of its staff, students and visitors whilst planning, setting up and
participating in events on University premises.
Under the requirements of Regulation 3 of The Management of Health & Safety at Work
Regulations 1999, all events and associated activities must be covered by a suitable and sufficient
risk assessment with appropriate control measures adopted. Failure to risk assess is a criminal
offence.
The Licensing Act 2003 requires that specified event activities and forms of entertainment be
covered by an appropriate Premises Licence. To knowingly allow, or attempt to carry on with, an
unauthorised licensable activity carries a maximum sentence of 6 months imprisonment and/or a
£20,000 fine.
The provision of food and catering is strictly regulated under a number of pieces of food hygiene
legislation. Those providing food must have in place a documented Food Safety Management
system. Breaching food hygiene legislation can lead to imprisonment, fines and a ban from running
a food business.
When music is played in public the owner of the copyright is entitled, by law, to payment from the
music user. A Music Licence is required for the live performance or public playing of copyright
music by any means. This includes jukeboxes, CDs, video, radio, TV or live bands and discos.
Page 3 of 28
4. Responsibilities
4.1 Managers:

Must ensure the event complies with this procedure and the requirements of the
University’s Code of Practice to Ensure Freedom of Speech (see Section 9);

Must ensure that all events and their associated activities are risk assessed in advance of
the event commencing and approved by them or their appointed nominee (see Section 6);

For events organised by staff Line Managers must appoint a named competent person who
will act as the Event Organiser and be responsible for the overall management and safety
of the event;

For events organised by UCLan students as part of their course of study, managers must
ensure the student’s academic module/course tutor clearly understands that they have
overall responsibility for the event;

Must ensure that Event Organisers are complying with all relevant University event
management procedures and processes.
4.2 Event Organisers are responsible for the following:

Ensuring a risk assessment is completed for the event and submitted to their Line Manager
or tutor to be approved or reviewed by them or their appointed nominee;

Ensuring they are familiar and comply with all relevant University event management
procedures and processes, including the Code of Practice to Ensure Freedom of Speech;

Ensuring they check whether their proposed event requires to be covered by a Premises
Licence (see Section 11.) and if so, they liaise with the Licence Holder and comply with all
requirements of the Premises Licence;

If catering is to be provided by third party caterers the necessary permission has been
received to ensure that the proposed caterers meets legislative and University
requirements (see Section 12.);

Liaising with all relevant persons, obtaining permissions where necessary and making
bookings as required;

Providing safety information to third parties and event participants where necessary;

Communicating to those persons assisting in the event the significant findings of the risk
assessment and necessary control measures;

When using third parties, contactors, performers, etc., ensuring they obtain and vet the
necessary risk assessments and proof of Public Liability Insurance;

Ensuring the premise/external area is left clean and tidy when the event has finished;

Reporting any accidents or incidents that occur during the event.
4.3 The Student’s Academic Module/Course Tutors (for events organised by
Students):

Have overall responsibility for student led events;

Ensuring that the students organising the event are competent to do so;

Booking rooms on campus for student led events;

Ensuring that each student led event has an appointed Event Organiser/s;

Ensuring that students follow all relevant University procedures, including the Code of
Practice to Ensure Freedom of Speech and consulted where necessary with relevant
persons;
Page 4 of 28

Ensuring that all student organised events and their associated activities are risk assessed
in advance of the event commencing, reviewed by them and approved by their manager or
the manager’s appointed nominee.
4.4 Persons Assisting in the Event

Take note of the significant findings of the risk assessment and follow all necessary control
measures identified;

Report immediately any unsafe working practices or conditions that they observe before,
during or after the event;

Follow all relevant University procedures, including the Code of Practice to Ensure
Freedom of Speech.
4.5 Event Participants (where relevant)

Follow the requirements of all safety information given;

Use all safety equipment provided for use;

Follow all relevant University procedures, including the Code of Practice to Ensure
Freedom of Speech.
4.6 Third Parties

Providing Event Organisers with a risk assessment/s for the activities they are undertaking
as part of the event which will be vetted and if found not to be suitable the event will be
prevented from taking place;

Providing the Event Organiser with a copy of their Public Liability Insurance;

Following all University policies and procedures where instructed to do so;

Liaise with the Event Organiser and other persons as necessary;

Follow all relevant University procedures, including the Code of Practice to Ensure
Freedom of Speech.
5. Planning
Effective planning is essential to ensure your event runs smoothly and successfully. Safety, Health
and Environmental issues you may want to consider;

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Who can help you and who is going to do what?
Does the venue have disabled access?
If electrical equipment is being brought into the University is it PAT certificated?
If you are collecting money on the day how will you keep it safe?
Will the event require stewarding?
Are there any fire safety issues?
Are there any environmental impacts?
Have you considered the consequences of extreme weather conditions at an outside
event?
Will the event be aimed at, or are children likely to attend?
If you are running a cake sale do you understand the rules in place?
Other issues for consideration:


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Is there a suitable date available, does it clash with other events?
Is there a suitable venue free on the right date, of the right size, do you need things like
additional chairs and tables?
Are you clear on the process to book rooms, external areas, etc.?
Will any catering be provided are you clear on the process of permission to be followed?
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
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What equipment do you need, is it in the venue, do you know how to use it?
How much are you aiming to raise, are the costs low and the potential income high?
Do you know who you are trying to attract to the event?
How will you advertise the event?
Will the event be open to the public, will it fall under a Premises Licence, and are you clear
on the process of notification to the Licenses holder?
If you are running a raffle during an event do you understand the rules in place?
Have you considered the implications if you have to cancel the event?
Will contracts be required if you are using third parties?
Will the event comply with all relevant University event management procedures and
processes, including the Code of Practice to Ensure Freedom of Speech?
It is also essential that you plan health and safety management into your event from its inception.
You should consider the likely risks associated with the events activities, the proposed venue and
incorporate measures to completely avoid or mitigate those risks as part of a written risk
assessment (see Section 6)..
5.1 University Conferencing and Events Service
The University has a dedicated highly experienced Conferencing and Events Service who provide
a custom service for organisers of group events, meetings and conferences, no matter what the
size, both internally and externally at UCLan. The Team can be contacted on: Tel (01772 89) 4500,
Email: COffice@uclan.ac.uk
6. Risk Assessment
Under the requirements of Regulation 3 of The Management of Health & Safety at Work
Regulations 1999, all events and associated activities must be covered by a suitable and sufficient
risk assessment with appropriate control measures adopted.
To aid the process an event risk assessment template has been developed covering generic
issues such as fire safety, slip/trip/falls, equipment, etc. (Appendix 1.). You are required to try and
identify additional significant hazards related to your event, these may be related to your choice of
venue, or the activities being undertaken as part of your event. You must then look at the existing
controls in place for the hazards you have identified and decide if additional control measures are
required to ensure the hazards do not harm anyone. Finally you must decide what level of risk
these hazards now pose after controls have been put in place.
Please note that not all of the hazards or controls listed on the template risk assessment will be
relevant to your event. Those that are not should be deleted as appropriate.
Completed risk assessments should be signed off by the relevant Dean of School / Director of
Service or their nominee, before the event takes place. Please note that a number of persons you
will need to liaise with when organising your event will require to view your risk assessment before
relevant permissions are given.
Where a third party is organising an event on UCLan premises or is taking part in a UCLan
organised event e.g. as a contractor, performer, exhibitor, filming, etc., then a copy of their risk
assessment for that activity must be obtained, reviewed and kept on record.
If assistance is required with risk assessments, general safety, health or environmental advice
related to events please contact the SHE Section on (01772 89) 2067 or contact your relevant
Safety, Health & Environment Adviser for your school or service.
7. Communication
Effective communication between all interested parties will be essential to ensure your event runs
smoothly, successfully and it is not hampered by delays or cancellations. It will:
Page 6 of 28

Allow all interested parties to know exactly what your event entails and assist the process
of permissions, provision of advice, etc., to occur swiftly and without ambiguity;

Help install ownership of your safety systems;

Ensure everyone knows what the risks are and the safety controls are in place to protect
them, colleagues, public, etc.;

Help everybody spot when things are not going as planned;

Help provide third parties with sufficient information for them to make a reasonably
informed decision in regard to their health, safety & welfare.
8. Booking of Rooms, Foyers and other Internal or External Space


The booking of general UCLan rooms, foyers, etc., by UCLan staff for events must be
made through the Central Timetabling Unit (CTU). Further information can be found at:
Ad Hoc Room Bookings https://intranet.uclan.ac.uk/ou/lis/servicecat/adhocroombookings/default.aspx The Timetabling and Room Booking team can also
be contacted by emailing: centraltimetabling@uclan.ac.uk

The booking of general UCLan rooms, foyers, etc., directly by, or on behalf of external
organisations, should be made through the Conferencing and Events Service Tel: (01772
89) 4500, Email: COffice@uclan.ac.uk.

The booking of specialised rooms belonging to a particular College, School or Service
should be directed to them.

Students are not permitted to book rooms for events directly with the Central Timetabling
Unit, however, their academic tutor may do so on their behalf. If the event is on behalf of a
Student Union (SU) club or society the booking will have to made through the SU’s Student
Involvement & Development Centre (SiDC) Tel: (01772 89) 3000, email:
SUopportunities@uclan.ac.uk

Please note: Where a member of staff books a room, foyer or external space on behalf of a
student for an event that staff member has overall responsibility for that event and ensuring
compliance with this procedure (see section 4.3).

The booking of other University premises or external areas for example the piazza area
between the Atrium and St Peters to hold events, the erection of temporary structures,
inflatables, filming, etc., must be made through the FM Development, Maintenance &
Estates Manager Tel: (01772 89) 2027, email: JRichards2@uclan.ac.uk

All requests for use of car parks for the sighting of things such as mobile exhibitions,
marquees or other temporary structures, parking facilities for attendees to events, etc.,
should be directed to FM Car Parking Administration Team (01772 89) 2066
cparking@uclan.ac.uk for consideration against their booking criteria.

Please support the implementation of UCLan’s Travel Plan, 'Supporting Sustainable and
Active Travel' options and encourage your visitors to use sustainable modes to travel to
your event. Advice can be found at www.uclan.ac.uk/sustainabletravel and copies of
the 'Campus and Preston City Guide & Map' are available from the Sustainable Travel Coordinator email: Greenteam@uclan.ac.uk on (01772 89) 2052.

Booking of spaces within the Student Union should be made directly to the following SU
contacts:
o
Mall and Atrium as space for fair/exhibition etc. – Advertising & Marketing email:
JSDunnagan@uclan.ac.uk Tel: (01772 89) 4887.
o
Source Bar or Atrium as an event space with catering - email:JRuss@uclan.ac.uk
Tel: (01772 89) 3000
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8.1 Out-of-Hours Access
Standard building opening hours are: Term Time - Monday to Thursday 07:30 hrs to 21:00 hrs and
Friday 07:30 hrs to 20:00 hrs. Vacation Time - Monday to Thursday 07:30 hrs to 20:00 hrs and
Friday 07:30 hrs to 19:00 hrs.
Out-of-hours events may be facilitated but require authorisation from the relevant Dean of School /
Head of Service. The authorisation, together with the staff member’s name, date access required,
building, room, expected arrival and departure time should then be emailed to
SecurityService@uclan.ac.uk providing as much advance notice as possible.
Once approved, the staff member should contact Security on arrival, (either in person by calling
into Harrington Security Control Lodge or dialling ext: 2068) who will then meet them at the
designated building, provide access and advise of the health and safety issues. The staff member
must bring their ID card with them and also must contact Security prior to departure.
8.2 Defect Reporting, Caretaking, Room Furniture, Cleanliness, Waste Disposal
If you find any general faults or defects in the venue you have booked in regard to fixtures, fittings,
heating, etc., you should report them to the Facilities Management Helpdesk on Tel: (01772 89)
2888, email: FMHeldesk@uclan.ac.uk.
IT issues should be reported to the LIS Technicians on Tel: (01772 89) 5355 or email:
liscustomersupport@uclan.ac.uk.
Issues relating to general caretaking, room furniture, cleanliness, waste disposal, etc., should be
reported to the relevant Building Manager or through FM Helpdesk on Tel: (01772 89) 2888, email:
FMHeldesk@uclan.ac.uk.
9. Code of Practice to Ensure Freedom of Speech
UCLan’s Code of Practice to Ensure Freedom of Speech is a supporting procedure of the
University’s Governance Structure and Committees. The Code is set within the framework of UK
and European law and Guidance, including the Equality Act 2006 and the Human Rights Act 1998.
It aims to assist the University in promoting good relations on campus.
It sets out the procedures to be followed by students and staff in connection with the organisation
of meetings and other activities which fall within any class specified in this Code, together with the
conduct required of staff and students in connection with such meetings and activities.
All students and staff of the University must familiarise themselves with this Code of Practice to
ensure Freedom of Speech and ensure any event they organise complies with the code.
10. Fire Safety
It is essential that all events held on campus no matter how small, adhere to high standards of fire
safety management, this includes but is not limited to:

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Maintaining fire escape routes, access to fire extinguishers and making sure fire exits are
not obstructed or blocked;
The use of naked flames (e.g. candles, etc.), smoke machines, etc., is prohibited without
the express permission of the SHE Section and FM Development & Maintenance Section;
The disabling or interfering with fire detection or fire safety equipment is prohibited;
Complying with venue capacity numbers;
Ensuring all electrical equipment brought into the University by third parties has a current
Portable Appliance Test certificate;
Consulting with the SHE Section on any use of Atrium areas;
Consulting with the SHE Section, Estates Section and FM Development & Maintenance
Section on the erection of any marquees or other temporary structures;
Page 8 of 28

Ensuring any sets, backdrops, etc., are made of flame retardant materials or have been
treated to be so.
11. Events Requiring a Premises Licence
Generally events that are open to the public (whether the public are charged or not) and where
you intend to do any of the following are likely to require a Premises Licence, even if they are a
one- off charity event:
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Sell or supply alcohol;
Provide ‘regulated entertainment’;
Perform a play;
Show a film;
Have an indoor sporting event, including boxing or wrestling entertainment;
Perform live music in specified circumstances (see )
Playing of recorded music;
Perform dance;
Provide facilities for dancing or making music;
Supply hot food or drink between 11.00pm and 5.00am.
‘Regulated entertainment’ is in general any making or playing of music, theatre, dance, cinema,
sporting event or similar provided for the benefit of the public or club members or for profit.
11.1 Premises Licence Exemptions
Certain types of entertainment are specifically exempt from being licensable activities. These
include:

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Product demonstrations, advertisements or educational / instructional films;
Any films in exhibits at a museum or gallery;
Incidental music (e.g. background music, jukeboxes etc.);
Any televisions that are broadcasting a television signal (although televisions used to play
pre-recorded films or DVD’s would be regulated entertainment);
Any religious services;
Most garden fetes, functions and events;
Morris Dancing and similar activities;
Floats and moving vehicles at carnivals.
If the general public are not invited and a charge is made to a private audience (like family and
friends) just to cover costs – and not to make a profit - then this will not be considered provision
of regulated entertainment and a licence will not be required. Similarly, if anyone invited to a
private performance was not charged for attending the event but was free to make a voluntary
donation to a charity of their own choice, no licence will be necessary.
11.2 Premises Licence Exemptions: The Live Music Act 2012
You no longer need a special licence to stage a live music performance if:



it takes place between 8am and 11pm
it takes place at a licensed premises or workplace
the audience is less than 200 people
Examples of live music performances that generally do not need a licence under the Act are:



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karaoke
busking
spontaneous singing – e.g. people singing along to recorded music in a pub
incidental music - live music that is incidental to other activities that aren’t classed as
regulated entertainment
Page 9 of 28


rehearsals and sound checks (unless members of the public are charged admittance for the
purpose of making profit)
DJ playing tracks (unless he or she performs a set which consists mixing recorded music to
create new sounds)
Schools, colleges, village and church halls are all classified as workplaces, though the workplace
exemption doesn’t apply if they have a licence to sell alcohol. But you can check with the venue if
their licence allows for your performance.
Note: Noise regulations still apply to live music. Environmental health officers from the local
council can still intervene if there are complaints about noise.
https://www.gov.uk/entertainment-licensing-changes-under-the-live-music-act
11.3 UCLan Venues with an existing Premises Licences
The University has a number of venues with existing Premises Licenses in place:
Premises:
Licensed for:
Capacity
Darwin
Lecture
Theatre & Foyer
Plays, films, performance of dance, live music, and
facilities for making music, dancing, and sale of
alcohol.
Plays, films, sale of alcohol, late night refreshment
100 – Foyer
400 – Lecture
Theatre
350 – Foyer
550 - Refectory area
Plays & films, live & recorded music, performance of
dance, making music, dancing facilities, sale of
alcohol. Late night refreshment
Plays & films, sale of alcohol
200
Plays, films, performance of dance, live music, facilities
for making music and sale of alcohol
Plays, live music, recorded music, performance of
dance,
making music, dancing facilities, sale of
alcohol, late night refreshment
300
Harrington Lecture
Theatre
&
Refectory
Foster
Building
Lecture Theatre
Greenbank Lecture
Theatre
The Media Factory
The Arts Centre
240
120 - screens in
position
220 - no screens
and 3 exits
11.4 Temporary Event Notice (TEN)
Proposed events to be held in University premises or externally that require a Premises Licence
but where an existing Licence is not in place, can be accommodated through by a Temporary
Event Notice to be issued by Preston City Council’s licensing department. For further advice
contact the Catering Manager or Hospitality & Marketing Manager (details below).
11.5 Permission from the Premises Licence Holder
Persons wanting to run a licensable event in the University must notify and seek permission from
the Licence Holder to ensure the event meets license requirements and its specific stipulations
such as capacity numbers, opening hours, etc., so that the event can be monitored for compliance
as required.
To notify the Premises Licence Holder please contact for Darwin, Harrington, Foster & Greenbank
Jackie
Cunningham,
Hospitality
&
Marketing
Manager,
Ext:
2089,
Email
JCunningham2@uclan.ac.uk.
For the Media Factory and the Arts Centre contact Peter Shevlin School Administrative Officer,
Ext: 3180, Email: PShevlin@uclan.ac.uk
11.6 Selling / Serving / Supply of Alcohol
If you intend to sell or supply alcohol even if you are giving it away free at an event this must be
covered under a Premises Licence or a Temporary Event Notice and all stated requirements of the
Page 10 of 28
license must be strictly adhered to. Without a license you must also not sell tickets that can then
be exchanged for an alcoholic drink, or to ask for a donation in return for alcohol.
See section 11.3 for UCLan Venues with an existing Premises Licence to supply alcohol, you must
seek permission and guidance on requirements from the Licence holder, for contact details see
section 11.5.
If you propose to supply alcohol in an unlicensed premises or area you must contact Jackie
Cunningham, Hospitality & Marketing Manager, Ext: 2089, Email JCunningham2@uclan.ac.uk for
advice on the Temporary Event Notice process.
Please note: as well as following all requirements set in licenses, all attendees of events are also
required to adhere to the requirements of the University Procedural Guidelines for Alcohol & Drug
Misuse.
11.7 Special Effects, Fireworks and Pyrotechnics
Such activities may require the express permission of Preston City Council’ Environmental Health
Department whether the event is classified as requiring a Premises License or not.
11.8 Music Licences
If your event features live music, featured recorded music (discotheques & karaoke), formal
dances, annual balls, aerobic, keep fit classes, background music, etc you may need a Music
Licence in addition to a Premise Licence or TEN to play copyrighted music in public. For further
information please see the PRS for Music website. Additional advice on Music Licences can be
obtained from Jackie Cunningham, Hospitality & Marketing Manager, Ext: 2089, Email
JCunningham2@uclan.ac.uk.
12. Provision of Catering including Cake Sales
Under food hygiene regulations and the University’s food safety management systems you are not
permitted to provide catering for an event held in the University, unless it is to be provided by the
University’s Hospitality and Catering Department or by an external caterers approved by the
Hospitality and Catering Department.
The only exception is for basic charity cake sales but you will be required to follow the University
specific guidance on cake sales (see Appendix 2.).
If you are proposing to use an external caterer to provide food as part of your event, you will be
required to check their scoring on the national Food Hygiene Rating Scheme (a minimum of 4* is
required), you must also obtain evidence of their food hygiene qualifications and their premises
registration with the relevant local authority Environmental Health Department. If the caterers are
cooking on site using their own facilities evidence of valid test certifications for all electrical and gas
equipment they intend to use will also be required.
All documentation will then be required to be submitted to David Grime, Catering Manager, Ext:
2092, email: DGrime1@uclan.ac.uk or Jackie Cunningham, Hospitality & Marketing Manager, Ext:
2089, Email JCunningham2@uclan.ac.uk who will advise on whether the proposed caterers meet
legislative and University requirements.
13. Public Liability Insurance
All events will require public liability insurance. The University holds standard Public Liability
Insurance that covers work related events on campus organised by UCLan staff and UCLan
students if the event is a direct part of their course of study.
All UCLan insurance related enquires should be directed to the University’s Insurance Helpdesk
email: IHelpdesk@uclan.ac.uk
Page 11 of 28
Where a third party is organising an event on UCLan premises or is taking part in a UCLan
organised event e.g. as a contractor, performer, exhibitor, filming, etc., then a copy of their Public
Liability Insurance must be obtained and kept on record.
Please note: The University’s Fleet Driver Insurance Policy does not cover University or hired
vehicles taking part in carnival type activities, please contact the University’s Insurance Helpdesk
email: IHelpdesk@uclan.ac.uk for further advice on insurance implications.
14. Safeguarding Children or Vulnerable Adults
The University has an enhanced duty of care to safeguard all children, young persons and
vulnerable adults involved in organised events from harm. If children or vulnerable adults are, or
are likely to attend the event then this must be actively addressed during the planning and risk
assessment process.
14.1 Children attending events
Consider provision for children even if the event is not necessarily aimed at them as they may
attend with adults. You should ensure that publicity materials indicate whether or not your event is
suitable for children and if they are required to be accompanied by an adult, or if children under a
certain age are not allowed entry.
Event organisers and persons assisting in the event should not assume the role of the parent but
do have a responsibility for the care, control and safety of the children attending the event. The
ultimate responsibility for the child rests with the parent or carer.
Issues that will need to be considered:





The setting of clear and unambiguous guidelines for the supervision of children during the
event;
Ensuring if children are to actively participate in activities that they are not beyond their
physical or mental capacities to do so and you have informed parents on what is to happen
and if they are not present, that you have gained parental consent;
Ensuring all UCLan staff, students, etc., follow the Staff/ Volunteer Code of Behaviour:
Children, Young People and Vulnerable Adults (appendix 3.)
Ensuring if alcohol is served at the event it is not served to under 18’s;
Ensuring you have a lost child policy in place.
15. Persons with Disabilities;
The requirements of the Single Equality Act place a duty on event organisers, to anticipate the
needs of disabled people to ensure that they are treated equally to everyone else and that they will
have access to services, facilities etc., on an equal basis.
Therefore wherever possible you should try to consider the possible ‘reasonable adjustments’ that
may need to be made for individuals attending your event. For example, for those with mobility
problems and sensory impairment, such issues may include:









Access;
Ramps;
Viewing areas;
Public information and address systems;
Facilities;
Support;
Evacuation procedures;
Publicity;
Medical, ambulance and first-aid management.
Page 12 of 28
Detailed guidance on the management implications of the Act is available from the Equality &
Human Rights Commission.
16. Raffles, Poker Tournaments, Lotteries, etc.
If you are intending to run any of these activities as part of your event you will be required to
comply with the requirements of the Gambling Act 2005 and the University’s specific guidance.
Interim guidance can be found in Appendix 4.
17. Street or ‘House-to-House’ Collections
If you intend to collect money for charity outside you must ensure you are either on University land,
you have obtained a Street Collection Permit or a House-to-House Collection License. You could
be fined £200 if you collect money for charity without a licence.
Further information on Street Collection Permits can be found for Preston at:
http://www.preston.gov.uk/businesses/licensing/miscellaneous-licences/street-collection-licence/
and for House-to-House Collections at:
https://www.gov.uk/apply-for-a-licence/house-to-house-collection-licence/preston/apply-1
Please note: there are strict requirements that you must follow for street / house collections
including notification and publicising amounts raised.
18. First Aid Provision
Depending upon the size and nature of the event direct access to first aiders may be required.
While the University has a number of First Aiders located on the Preston campus during normal
working hours, first aid cover may be limited outside of these hours.
Whilst University Security Officers are all first aid trained and can respond in an emergency you
may need to consider for larger events having a dedicated First Aider at the event.
For further advice on first aid please contact the SHE Section on (01772 89) 2067 or contact you
relevant Safety, Health & Environment Adviser.
19. Temporary Structures (e.g. marquees, gazebos, inflatable structures, etc.)
It is essential that all temporary structures used by staff, students or the public are so far as
reasonably practicable, safe particularly in the event of fire or adverse weather conditions. Such
structures must be erected by a competent person and certificated evidence of such provided.
All marquees, flexible membrane and all items used within them, such as furniture curtains,
displays, etc., must be fire retardant and comply with BS 476:7 and BS 7157. The marquee
supplier should be asked for a certificate or letter stating that they are treated.
How the marquee is to be anchored must be considered at the initial planning stage, the use of
water butts will require the identification of suitable points to fill them and if marquees are to be
staked identification of underground services will be required. In both instances advice must be
taken from the Facilities Management Helpdesk on Tel: (01772 89) 2888, email:
FMHeldesk@uclan.ac.uk.
Occupancy numbers given by the supplier must be strictly adhered to at all times and fire exits
must be kept clear and unobstructed. If the structure is to be used in the hours of darkness
adequate lighting should be provided inside the tent and outside on the main escape routes
If more than one marquee is being proposed, a minimum of 6 metres between them should be
provided in order to prevent the spread of fire.
Page 13 of 28
For further safety advice on temporary structures please contact the SHE Section on (01772 89)
2067 or contact you relevant Safety, Health & Environment Adviser.
The booking of external areas on the main Preston campus (other than car parks) and applications
for permission to site temporary structures must be made through the FM Development,
Maintenance & Estates Manager Tel: (01772 89) 2027, email: JRichards2@uclan.ac.uk
The booking of car parks and for permission to site temporary structures on them should be made
through the FM Car Parking Administration Team Tel: (01772 89) 2066, email:
cparking@uclan.ac.uk.
20. Advertising Events with Posters
If you intend to advertise any event using posters you must ensure they are only placed on
designated notice boards in accordance with the University Notice Board Policy. Posters placed in
stairwells, fire escape routes, on fire doors etc., are not permitted and will be removed and
discarded.
21. Environmental Sustainability Considerations
Environmental Sustainability is about making decisions which respect the environmental limits of
the planet to sustain a healthy environment now and for future generations. The University has
committed to implementing an Environmental Sustainability Policy to ensure that environmental
sustainability is embedded into everyday practice here at the University. The success of the policy
relies on the participation of everyone.
Decisions at the planning stage of an event will have an influence on the environmental impact of
an event in terms of volume of waste created and recycling rates, water and resource use as well
as emissions associated with travel. Whilst this is not a comprehensive list the following
considerations will help ensure that your event is as sustainable as possible. Further information
can be found here.
Safety, Health & Environment Section
July 2015
Page 14 of 28
20. References/ Useful Contacts
British Red Cross - Organise an event http://www.redcross.org.uk/TLC.asp?id=79222
Department for Media Culture & Sport: Entertainment licensing: changes under the Live Music Act:
https://www.gov.uk/entertainment-licensing-changes-under-the-live-music-act
Food Standards Agency - http://www.food.gov.uk/safereating/
HSE. (1998). Electrical safety for entertainers (http://www.hse.gov.uk/pubns/indg247.pdf)
HSE. (2008). Sound advice: Control of noise at work in music and entertainment
(http://www.hse.gov.uk/pubns/books/hsg260.htm)
HSE. Running an event safely - http://www.hse.gov.uk/event-safety/running.htm
Home Office. (2006). The Good Practice Safety Guide: For small events and sporting events on
the highway, on roads and in public places.
http://www.devon.gov.uk/homeoffice-goodpracticesafetyguide.pdf
MUTA. (2009). Safe Use and Operation of Marquees and Temporary Structures
(http://www.covermarque.com/downloads/MUTA%20Codes%20of%20Pratice.pdf)
Institute of Fundraising: Information About Fundraising
http://www.institute-of-fundraising.org.uk/home/
Preston City Council. Licensing Policy 2008-2011
Preston City Council. Food Safety Website:
http://www.preston.gov.uk/yourservices/environmental-health/food-safety/
Preston City Council’s licensing department for further information and advice on licenses. Email
licensing@preston.gov.uk Phone 01772 906491
Preston City Council Planning an event in Preston http://www.preston.gov.uk/yourservices/events/planning-an-event-in-preston/
Safe Concerts - http://www.safeconcerts.com/crowdsafety/
UCLan Safety Health & Environment Section http://www.uclan.ac.uk/information/services/fm/safety_and_health/index.php
The Events Industry Forum - http://www.eventsindustryforum.co.uk/
National Outdoor Events Association - http://www.noea.org.uk/
The Event Services Association - http://www.tesa.org.uk/go/
The Association of Independent Festivals - http://aiforg.com/
The United Kingdom Crowd Management Association - http://www.ukcma.com/
Local Authority Event Organisers Group - http://www.laeog.org/
Cabinet Office - Guidance Organising a voluntary event: a 'Can do' guide
Page 15 of 28
Appendices
Page 16 of 28
ON-CAMPUS EVENT RISK ASSESSMENT
TEMPLATE ONLY – PLEASE EDIT FOR EACH SPECIFIC EVENT
Risk Assessment For
Service / School / Section: Insert your School name,
the name and code of your module and your module
tutors name (students only).
Assessment Undertaken By
Name: Names of those undertaking the risk
assessment
Assessment Reviewed
Name:
Location of Activity: Details of where in UCLan your
event is to be held.
Date: Insert date you completed RA
Date:
Activity: Insert a full description of what the event
entails, who is attending and the date it is to be held.
Signed by Dean of School / Director of
Service or their nominee:
Leave this section blank
REF:
Date:
Note: Not all of the hazards or controls listed below will be relevant to your event – you must delete those that are not appropriate
List significant hazards here:
List groups
of people
who are at
risk:
List existing controls, or refer to safety
procedures etc.
General Public Safety
Staff,
students,
visitors
Health & Safety Procedural Guidance for the
Management of Staff or Student Organised Events
on the Preston Campus
Injury due to overcrowding,
lack of information provision,
stewarding, security, etc.
Booking of room/foyer by tutor;
Suitability of venue to be evaluated prior to
selection, taking into account numbers to be
accommodated and the adequacy of fire safety
arrangements.
Events open to the public will be notified to the
Premises License holder;
Page 17 of 28
For risks, which are not
adequately controlled, list
the action needed.
Insert below level of
risk for each hazard
identified. after
controls have been
implemented (low,
medium or high)
Room capacities to be adhered to.
Persons to be briefed in UCLan emergency
procedures and their role in an emergency.
Housekeeping
event;
announcement at beginning
of
Stewarding of members of the public;
Out-of-hours access notified
permission from Dean required;
Fire
Flammable materials, arson,
electrical fault, burns
Staff,
students,
visitors
to
Security
–
First aid, accident reporting procedures.
University fire safety procedure, no smoking
buildings, fire alarm system, fire marshals.
Emergency procedures in place;
Use of smoke machines or anything else that
produces smoke or flame must be approved by FM
Helpdesk / SHE Section.
Fire exists, routes, etc. must be kept clear;
Fire doors must not be wedged open;
Manual Handling:
Moving/using equipment,
tables, boxes, etc.
Loading/unloading vehicles,
Injury due to poor lifting
techniques.
Staff,
students,
visitors
Sets / backdrops etc. must be made of, or treated to
be flame retardant.
Information provision;
Any events that will entail the
use of the Media Factory
Atrium areas should be
discussed with the SHE
Section.
Ensure there is adequate Fire
Marshal coverage if the event
is out of normal working hours.
Manual handling training
Maintain good posture when lifting or lowering
equipment;
Avoid twisting or bending to reduce the chance of
back injury;
Wear protective gloves to reduce the risk of
damage to hands;
Do not single-handedly attempt to lift anything that
is “too heavy”;
Working at height (e.g. on
ladders / step ladders to
Staff,
students,
Be aware of awkward shaped loads and unevenly
balanced loads.
Step stool and ladder risk assessments and
Working at Height Procedures.
Page 18 of 28
A specific working at height
risk
assessment
maybe
decorate venue)
Injury due to fall from height,
falling objects, etc.
Slip / Trip / Falls
Poor lighting, trailing cables,
discarded litter, obstructions in
walkways, poor housekeeping
visitors
Staff,
students,
visitors
required seek advice from the
SHE Section.
General ‘good housekeeping’ procedures;
Walkways to be kept clear.
Cables to be taped down/covered.
Floor socket covers kept closed.
General inspections by Building Manager.
Fault / maintenance reporting procedures.
Personal medication needs
Pre-existing medical conditions
worsened by a particular
activity
Violence/Aggression
Unwanted visitors
Staff,
students,
visitors
Staff,
students,
visitors
Verbal and/or physical assault,
loss / damage of equipment
First aid, accident reporting procedures.
Persons advised to ensure personal needs are met
and to inform staff where appropriate.
Specific risk assessment as
required for persons with preexisting medical conditions
which may be worsened by the
activity or egress to the
building in the event of fire
alarm activation.
Unwanted visitors to be notified to : Security (24hour security lodge) 01772 892068. Email:
sservice1@uclan.ac.uk
Out-of-hours building access procedure.
University staff / student discipline procedures.
Electricity
Electric shock, burns
Staff,
students,
visitors
Staff/Student Counselling
All UCLan electrical equipment PAT tested and
regularly inspected for faults, faulty equipment to be
removed from use immediately.
Extension leads not to be linked together and
adaptor blocks not used to join cables.
All electrical maintenance and
undertaken by competent persons
repairs
are
A system of fault reporting is in place. Equipment
awaiting repair or disposal is taken out of use
First aid, accident reporting procedures.
Page 19 of 28
Any hired equipment must
have appropriate PAT
certification users of
equipment must be competent
to do so.
Food Safety - provision by
UCLan catering
Food hygiene incidents, food
contamination, allergies;
Food Safety - provision by
third party caterers
Food hygiene incidents, food
contamination, allergies;
Staff,
students,
visitors
University HACCP, risk assessment & food safety
management procedures.
Staff,
students,
visitors
Health & Safety Procedural Guidance for the
Management of Staff or Student Organised Events
on the Preston Campus
Staff /students are not permitted under food safety
regulations to provide food cooked or prepared by
themselves as part of an event.
Use of external caterers to be notified to and
accepted by UCLan Catering Manager.
Copies of risk assessment, food hygiene
certification and premises food registration must be
obtained.
Caterers to be responsible for undertaking a Hazard
Analysis Critical Control Point (HACCP) to identify
the measures required for food hygiene and food
safety.
Food Safety – charity cake
sales
Food hygiene incidents, food
contamination, allergies.
Running Raffles, Poker
Tournaments, Lotteries, etc.
Failure to comply with Gaming
Act
Supply or selling of alcohol
Breach of Entertainment
Licence or supply of alcohol
Staff,
students,
visitors
UCLan
UCLan
Delegates, staff and speakers to be asked to
provide details of any special dietary requirements
prior to the event and these to be passed to the
caterers.
Must be undertaken in a booked UCLan/SU space.
Students must follow the specific UCLan guidance
for cake sales at all times.
Specific cake sale risk assessment template.
University Interim Guidance on Running Raffles,
Poker Tournaments, Lotteries, etc, as part of an
event to be followed at all times.
Liaison with and permission from the Premises
License Holder must be sought.
Ensure the consumption of excessive alcohol or a
Page 20 of 28
Entertainment Licence or
Temporary Event Notice must
be in place.
without a license.
drug does not endanger their own or others safety
or personal security.
University disciplinary procedures.
No supply of alcohol to under 18’s permitted age
verification must take place.
Street or ‘House-to-House’
Collections
Collecting monies without a
permit/license
Safeguarding Issues (only
relevant if you are working with
children or vulnerable adults)
UCLan
Staff,
students,
visitors
Risk of abuse or false
allegations
Third parties
Accidents related to insufficient
knowledge of campus and
UCLan safety procedures
Use of car parks for events
Accident with vehicle
Adherence to University Drugs & Alcohol Policy
Permit/license must be obtained prior to collections
and all requirements strictly followed at all times.
Staff/ Volunteer Code of Behaviour: Children,
Young People and Vulnerable Adults
Supervision by parents / school teachers.
Staff/students should not work on a 1-2-1 basis
unless specifically assessed.
Staff,
students,
visitors
Staff,
students,
visitors
Parental consent will be required especially if
filming / photography is taking place.
Organisations, businesses, etc., undertaking
activities on University premises should provide a
risk assessment for that activity and evidence of
public liability insurance.
General UCLan safety/emergency information to be
provided to third parties.
Approval and booking via FM Estates / Car Parking
Services.
UCLan Car Parking Procedures.
Speed restrictions in car parks.
Waste
Cleaning /
Building
Staff
SHE Section can advise on
suitability of provided risk
assessments.
Event attendees and vehicles
using the car park must be
kept separated - delineated
area required.
Well lit and well surfaced car parks.
Waste materials must be removed and the room left
in the state and design layout you found it.
Specific risks related to the
event venue / building?
You should try and identify
You must now identify existing control measures
Page 21 of 28
You must now identify any
Finally
decided
additional significant hazards
related
to
your
chosen
premises / venue.
already in place to ensure the hazards you have
identified do not harm anyone
additional control measures
required to ensure the hazards
you have identified do not
harm anyone
what level of risk
these hazards now
pose
You must then identify additional control measures
to ensure the hazards do not harm anyone.
You must now identify any
additional control measures
required to ensure the hazards
you have identified do not
harm anyone
Finally
decided
what level of risk
these hazards now
pose
Specific risks related to your
event activities?
You should try and identify
additional significant hazards
related to the activities being
undertaken during the event.
July 2015
Advice on completing risk assessments can be obtained from the University’s Safety, Health & Environment Adviser covering your
School/Service
Page 22 of 28
Appendix 2.
Interim Guidance on Charity Cake Sales
1. Guidance for selling Cakes for Charity
Cake stalls are always popular. This guidance can be applied to the safe supply of a
wide range of cakes, biscuits and sweets, whether shop bought or homemade. Shop
bought cakes and mince pies should be entirely safe if purchased from a reputable
supplier, but you must ensure that the cakes are within their sell by date and any
storage advice given on the packaging is strictly adhered to.
Home-made cakes should also be safe, as long as the people who make them observe
good food hygiene, and the cakes are stored and transported safely. Anyone making
cakes to sell should adhere to the following:
Making Cakes to Sell











Buy ingredients from a reputable supplier, preferably just before you need them, and
make sure that they are well within their “use by” and “best before” dates. Refrigerate
if required.
Keep it simple – mistakes are more likely when you are trying to do too much.
Always wash hands before preparing food and whilst preparing food as needed e.g.
after visiting the toilet, handling raw eggs etc.
Long hair to be tied back and all jewellery removed, all cuts to be covered with blue
plasters;
Make sure that surfaces, bowls, utensils, etc. are clean and disinfected before use.
Protect the ingredients and the finished cakes from contamination from other foods,
particularly foods that could contain nuts (if making things with nuts, it is a good idea
to make these last so that other foods are less likely to be contaminated).
Don't use raw eggs in anything that won't be thoroughly cooked, such as icing or
mousse.
Keep cheesecakes and any cakes or desserts containing cream or butter icing in the
fridge until needed, and make sure they are stored for a few days at most before
being eaten.
Store cakes in a clean, sealable container, away from raw foods, especially raw
meat.
It’s a good idea to label the cakes with the name of the person who made them, the
date they were made and a list of ingredients. This is particularly important for cakes
and other products containing nuts.
Please Note: Preston City Council Environmental Health has advised that ‘dry
cakes’ only should be provided (e.g. no fresh cream or custard fillings) if you
do not have access to refrigeration while the sale is taking place.
Selling your cakes
On the day, people bringing in or serving the cakes (whether shop bought or
homemade) should follow these tips:

People selling the cakes should be well and not suffering from diarrhoea, vomiting,
coughs and colds. They should also maintain a good standard of personal hygiene.

Transport cakes in clean, sealable containers, and keep unwrapped cakes covered particularly when being sold or served outdoors.
Make sure that cheesecakes and any cakes or desserts containing cream or butter
icing are out of the fridge for the shortest time possible while the sale is going on –
such cakes should not be sold if refrigeration is not available during the sale.

Page 23 of 28


Avoid handling cakes – sell individually wrapped cakes, or use tongs or a cake slice
to serve cakes.
Have some means of washing hands and equipment (if used) - either a nearby sink
or wash hand basin, or some bowls, soap, towel and some kind of water supply (e.g.
flasks of hot water).

Serving plates and forks/spoons are a good idea, especially for cheesecakes and
any cakes or desserts containing cream or butter icing.

Put a ‘Use by’ date on them (this can be for expiry as the same day as the sale.

Clearly label with the ingredients used.

Mark any foodstuffs which may cause allergic reactions (Eggs, Nuts, Soya, Dairy
products, Wheat etc.).
SHE Section
July 2015
BBC – Cake Sale Recipes - http://www.bbcgoodfood.com/recipes/collection/cake-sale
BBC - How do I make great cakes for a cake stall? http://www.bbc.co.uk/blogs/food/2010/08/how-do-i-make-great-cakes-for.shtml
Page 24 of 28
Appendix 3.
Staff/ Volunteer Code of Behaviour: Children, Young People and Vulnerable
Adults
Why have a Code of Behaviour?
Staff and volunteers participating in UCLan events and activities may be in a position or
situation to harm or abuse children, young people or vulnerable adults or behave
inappropriately towards them. To minimise the risk of this, UCLan has a Code of Behaviour
that aims to:
 Deter anyone who wishes to harm a child, young person or vulnerable adult from
seeking employment in UCLan
 Provide guidance for everyone about acceptable and unacceptable behaviours with
children, young people and vulnerable adults
 To identify staff, volunteers and students working for UCLan who need further
safeguarding training
Code of Behaviour
UCLan wishes to ensure that staff, volunteers and students working for UCLan, who work
with children, young people and or vulnerable adults understand the boundaries of
appropriate behaviour. Every member of staff is required to demonstrate exemplary
behaviour in order to protect children, young people and vulnerable adults from abuse and to
protect themselves from allegations. The following are examples of behaviour that create a
positive and safe environment for vulnerable groups as they participate with us in UCLan
activities.
Staff should:
 Treat everyone with fairness and respect and provide an example that they would
wish others to follow
 Work openly avoiding private or unobserved situations and working in isolation. Aim
to ensure that they are not the only adult present and are at least within sight or
hearing of others.
 They are advised to always leave the door open if they find themselves in a room
alone with a child, young person or vulnerable adult
 Maintain a safe and appropriate distance and be aware that physical contact may
be misinterpreted
 Respect each child’s, young person’s or vulnerable adults right to privacy
 Exercise caution when discussing sensitive issues with children, young people or
vulnerable adults
 Behave according to the guidance offered in this Code
 Ensure that if any form of manual/ physical touching is required, it should be given
in an open observable environment. The reason why this is necessary should be
explained to the child, young person or vulnerable adult and their informed
agreement gained. In sporting situations this should be according to guidelines
provided by the appropriate National Governing Body, and in other instances
according to UCLan policy.
 Unacceptable behaviour by staff or students should be challenged and all
Page 25 of 28
allegations or suspicions of abuse should be reported to the Principal Safeguarding
Lead (operational) or Senior Designated Safeguarding Officer within the College/
Service or Department
 The welfare of the child, young person or vulnerable adult must be the first priority.
 In all activities feedback should be constructive rather than negative
 Report all concerns, allegations or suspicions of abuse immediately to the relevant
Senior Designated Safeguarding Officer or Designated Safeguarding Contact
Staff or volunteers should never:
 Spend excessive time alone with children, young people or vulnerable adults away
from others
 Discuss their personal life
 Give out their personal contact details (personal phone or mobile number, email or
home address)
 Become ‘friends’ on social networking sites
 Leave groups of children or young people unsupervised
 Allow a child, young person or vulnerable adult is to use inappropriate language
without challenging it
 Do things of a personal nature that children, young people or vulnerable adults can
do for themselves (If a child has a disability any tasks should be performed only
with the full understanding and consent of the parent or guardian and, where
possible, the child or young person themselves)
 Allow allegations made by a child, young person or vulnerable adult to be ignored,
not recorded or not acted upon
 Engage in rough physical or sexually provocative games
 Make sexually suggestive comments, even in fun
 Allow or engage in any form of inappropriate touching
 Reduce a child, young person or vulnerable adult to tears as a form of control
In residential settings, staff should never:
 Share a room overnight with a child, young person or vulnerable adult or invite them
into their room
 Go into a child’s, young person’s or vulnerable adults’ room unless it is absolutely
necessary (where this is deemed necessary, two members of staff should enter)
 Take photographs, videos or other images of a child or young person without the
express permission and informed written consent of their parents.
Page 26 of 28
Appendix 4.
Interim guidance on running Raffles, Tombola’s Poker Tournaments, Lotteries,
etc., as part of an event
Fund-raising sweepstakes
If you want to use the sweepstake to raise money for charity, the exemption for "incidental
non-commercial lotteries" may be helpful. In order to fall within this exemption, the
sweepstake must be incidental to a connected non-commercial event, i.e. an event where all
the money raised by the organisers (such as entrance fees or sponsorship) goes to a
purpose other than private gain. A typical example might be a sweepstake at a dinner.
In order to be classed as an "incidental non-commercial lottery":
 not more than £500 may be spent on prizes (not including donated prizes);
 you may not deduct more than £100 from the proceeds in respect of the expenses of
organising the lottery such as printing tickets; and
 the rest of the proceeds must go to the nominated "good cause" (not private gain).
In addition:
 all the tickets must be sold on the premises where the connected event takes place;
and
 the tickets must be sold, and the results announced, while the connected event is
taking place.
Organising a Raffle or Lottery as Part of a Larger Event
Although raffles are great fundraising endeavours on their own, many groups and charities
also run raffles as part of other events, such as shopping fairs and parties. These types of
lotteries are referred to as “incidental non-commercial lotteries”; in other words, the lottery is
not the main event.
When running an incidental, non-commercial lottery, you will be exempt from many of the
rules and regulations governing other types of lotteries. However, although the rules are less
strict, the Gambling Act 2005 still applies and you should seek guidance if necessary.
When organising an incidental lottery, you should consider the following rules:
 All lottery tickets must be sold at the event, with all participants present
 You cannot offer more than £250 in prizes, even if prizes have been donated
 You cannot offer cash prizes
 You cannot conduct a “roll-over” lottery of any type
By adhering to these rules, the process of running an incidental non-commercial lottery is
actually made a lot simpler for fundraisers. You will need to print or buy ticket books, collect
prizes and choose your ticket price ahead of time. Then, on the day of your event, you can
move around the room and sell tickets to interested parties.
The best way to conduct a lottery as part of another fundraising activity is to leave the prize
draw until the end of the event. This way, not only will you have more time to sell tickets, but
people will also stay to see if they've won, giving you more time to fundraise with other
activities too!
Fund-raising
Organisers can also raise money to fund your club or society’s activities through games of
equal chance, such as poker.
Can I Raise Money for Charity with a Poker Game/Tournament?
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Yes, that’s an excellent idea. The participants must be told what good cause is to benefit
from the profits of the gaming. Under-18s are allowed to participate and are already probably
the most skilled players there.
Stakes and Prizes
No matter how many games you run or a participant expects to play in, they must not make
more than one payment (whether as an admission or participation fee, stake or other charge,
or a combination of those charges), and this payment must not exceed £8.
The total amount or value of prizes for all the games played at your event must not exceed
£600. If you are running more than one event on the same premises and the same day, you
must still comply with the £8 participation fee and £600 total prize limit.
If you are running a series of events held on separate days, the limits of £8 and £600 apply
separately to each event. In the final event of a series, where people have qualified by
playing at previous events, the total amount or value of prizes for all the games played at the
final event can be up to £900.
The money you raise from the event is called the proceeds. None of the proceeds should
be used for private gain. You should give all proceeds to the ‘good cause’ (including any
entrance fees, sponsorship, fees for traders stalls and other fees), minus the costs
reasonably incurred by organising the event. Reasonable costs would include costs incurred
by providing the prizes. The Act does not define what a good cause is but it is likely to mean
what a reasonable person would believe it means.
If third parties are selling goods or services at your event, for example someone selling
refreshments, this does not count as money raised for the charity or good cause. They on
the other hand are allowed to make a profit. The Act does not define whether you are
allowed to make a ‘cut’ out of what the persons selling refreshments make.
Bingo and race nights
You do not need a licence to play bingo, or run a race night as long as you are playing for
‘good causes’. This means that the night:

can only take place at events where none of the proceeds are being used for private
gain
 players must be informed of the organisation or good cause that will benefit from the
money raised
You can play either ‘prize bingo’ or ‘equal chance’ bingo.
For prize bingo:


all the prizes are put up in advance and are not dependent on the number of players
or amount of money collected
there are no limits on the amount of money you can collect for admission fees or
ticket sales, or on the value of prizes paid out.
For equal chance bingo:



the amount of money paid out in prizes is dependent on how much is collected in
admission charges and sale of tickets
you can charge each person up to £8 for admission and tickets
the total value of prizes for one off events must not be more than £600
Race Nights that are run to raise money for charity, also may not need a licence if they are
run on the same basis as above.
Find out more with the Gambling Commission’s guidance Advice on non-commercial and
private gaming and betting.
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