Definition of an event
An event is a planned activity that takes place on campus, either indoors or outdoors, where:
- A space is used differently, or
- A space is used by other people, or
- A space is used at some other time.
Events can be divided into three categories:
- Initiatives carried out by/for students such as distributing flyers, stalls that are set up to draw attention to a particular cause or other simple promotional initiatives for which there is no increased risk.
- Large annual events such as the Dies Natalis celebration, orientation, open days, the Batavierenrace, the Marikenloop etc. The organisers are well-informed about the conditions for these events. The events handbooks are updated on an annual basis.
- All other events, for which special safety precautions or supportive measures need to be taken, such as the deployment of Emergency Response Team members, use of fire extinguishers, provision of additional power supply, etc.
The role of the facility events supervisor
Once you have registered your event, you will be contacted by the facility events supervisor. The role of the facility events supervisor is to guide you through the process of arranging and setting up the event. As the event’s organiser, you will remain responsible for the event.
The following tasks will be carried out by the facility events supervisor:
- The initial assessment of the application with respect to the purpose of the event, the suitability of the location as well the adequacy of safety measures and granting the necessary permission;
- Bringing the various parties into contact with each other;
- Offering guidance when a plan threatens to fall through;
- Monitoring the compliance of the conditions under which the event will take place;
- Evaluating the outcome of the event with the various parties.
In the case of initiatives that are carried out by/for students, the events supervisor shall review the applications and grant the necessary permission and may even impose additional requirements.
In the case of events for which special safety precautions or supportive measures need to be taken, the facility events supervisor shall determine whether a risk assessment and evaluation (RIE) needs to be carried out. If this is indeed the case, the facility events supervisor shall put you in contact with the Department of Occupational Health and Safety and Environmental Service (AMD). You will then work together with the AMD to carry out the risk assessment and evaluation. The AMD will determine which facilities are necessary.
In your role as organiser, you will need to:
- Inform all of the relevant building managers about the event;
- Inform all of the receptionists or reception team leaders about the event. Contact the reception team leaders on 024-3611151 and check the receptionists’ contact details;
- Factor in council permits. You will need to apply for these yourself;
- Request an RIE from the AMD (024-3615400). For more information about this, see item 3 of event categories;
- Ensure that there are a sufficient number of emergency response team members and first aiders on hand and that the security is adequate;
- Check to see that there are enough smoke detectors inside the venue;
- Check to see that fire extinguishers are located in the vicinity of the stage, bar or cloakroom;
- Check to see that fire hose reels remain accessible;
- All emergency exits must be free of obstruction;
- BBQs must be placed 10 metres away from the facade and there must be a fire extinguisher located in the vicinity of the BBQ.
If you do not fulfil these commitments, the Security Service has the right to cancel the event.
- Security Service: 024-3619000
- Service Centre: (024 36) 33333 or call internal extension number 33333
Events hosted by third parties or events held with third parties
- External parties, which includes political parties and charities, will need to obtain permission from Marketing & Communications if they wish to organise an event or initiative on campus. Such requests will need to be made through the facility events supervisor. This same rule applies to internal parties who wish to organise an event with an external party.
- Commercial parties are not permitted to organise events or initiatives on campus. This same rule applies to internal parties who wish to organise an event with a commercial party.
- Advertisements are only permitted on flyers or posters if they are very small.
- Advertisements are not permitted on banners. When it comes to advertising, the activity or objective must be integral to the advertisement.
- Placing posters and suchlike on the walkway between De Refter and the University Library (UBN) is only permitted if permission has been granted by the facility events supervisor.
- Putting up posters and suchlike on the walkway between the Gymnasion and the Erasmus building is not permitted. Any posters that are put up in this area will be immediately removed by Campus & Facilities.