Event Safety and Management
This page is for event organisation for University of Sussex staff, students, visitors or members of the public on University grounds.
The following types of event require approval from the Estates Team:
- Outdoor events
- Large events within School and Divisional areas. This would be any event that increases the occupancy of the area above what is normal for teaching or general University activity.
- Overnight events within buildings on the Falmer Campus
- Events with the potential to cause disruption to University activities
Room bookings
For general room bookings see the University room booking proccess. Event management plans are not typically required for room bookings unless you are exceeding the occupany of the room or contucting activites that have associated hazards.
Members of Staff
Staff wishing to hold an event on campus should complete the event management plan below. If it is one of the above type of events, you must complete the below event management plan.
HS F033 University of Sussex Event Management & Planning [DOCX]
The completed plan should be submitted to the SEF Service Centre 2 weeks prior to the event taking place in order to enable sufficient time to confirm the area is available and suitable, to arrange any support required and allow the Health and Safety Team to make any recommendations.
Service Centre email: SEF.ServiceCentre@mitie.com
Approval for events comes from the University of Sussex Estates, Facilities Management and Commercial Services Division, following this process.
Student Union Events
Clubs, societies or other student union activities wishing to host events on campus should contact events@sussexstudent.com
Events arranged via the Students Union must be submitted to Sussex Estates and Facilities Service centre 2 weeks prior to the event to enable sufficient time to provide any support required
Final approval for events comes from the University of Sussex Estates, Facilities Management and Commercial Services Division.
Students wishing to run events independently of the students union should contact their School safety co-ordinator. A list of safety coordinators can be found here.
External groups
External groups interested in holding an event on our Falmer Campus should contact Helen Power-Hosking (Head of Commercial Services) at
Sussex Estates & Facilities (SEF) Support for Events
As part of your event you may identify the need for additional cleaning, grounds support or porter assistance. There is a great number of services you can book through SEF to support your event. In the first instance, please discuss your requirement with the Service Centre who will be able to provide you with an up-to-date list of services and costs.
External Speakers Policy
Please see the external speakers policy and free speech code of practice
Catering
To arrange catering for an event please contact our on campus caterers