The IV Lounge can no longer be booked as a space only, without the bar open. It can only be booked with the bar open. If less than £100 is taken over the bar then a charge of £25 will be incurred to cover costs. This will be charged directly to the club/society that booked the event.
Alternate space is available at the CMC Sports and Social Club at the Heath. Please contact them directly on 02920742440 / 02920742927 or at firstname.lastname@example.org.
Forms must be submitted a minimum of 14 days before the event. Any events with a guest speaker must be submitted a minimum of 21 days in advance. Any missing information will delay confirmation of the booking.
Please note it is the organiser’s responsibility to contact the public relations team to request approval in advance for filming to take place on University premises: that this is properly accommodated withing the risk assessments; and that the film crew is able to provide evidence of having adequate public liability insurance in place.
No promotion should be undertaken prior to the booking being confirmed.
Events held in the IV Lounge must have at least 20 people attending. Alternate venues at the Heath can be found here.
The information required in this section should be completed by the organiser in consultation with any potential speaker.
You will need to think about the potential for the subject matter or the speaker causing offence. This may include offence caused by criticism or negative language relating to an individual or groups based on their protected characteristic (e.g. gender, sexual orientation, ethnicity, age etc.) including any ‘jokes’ or ‘banter’. Think also would the speaker’s attendance in itself cause offence (because they are known for speaking publicly on topics that some individuals may find offensive). See the Dignity at Work and Study Policy for further guidance. You may want to provide copies of relevant equality policies to the speaker.
You will also need to think about the potential for the speaker/topic to be found to be ‘Inciting hatred’ or a risk of causing fear or alarm to attendees or the wider University community
Add Another Speaker
Please note the need to use University caterers for the supply of refreshments
It is the responsibility of the event organiser to conduct an appropriate health and safety risk assessment for the event. Include details of activities if any which may require special attention within this. Please provide details of this assessment to the University.
As the organiser, you are personally responsible for ensuring that all attendees at an event are aware of health and safety issues (such as fire procedures and emergency exit routes) and for the proper conduct of all attendees. You do not have to make the relevant announcements and arrangements yourself but you are personally responsible for ensuring that it is done. You are also responsible for ensuring that any access requirements are in place and for considering other specific requirements.