Advice on Events

Preamble

The University from time to time receives requests from charitable organisations (or their representatives at the University) seeking permission to hold collections on campus ("collections" may usually be for money, but occasionally for other articles).

This document sets out the University's Policy on holding charitable collections on its property, and outlines the arrangements for its implementation.

Aims

The aims of the policy are to:-

Protect the multi-denominational nature of the University and ensure that no particular charitable organisation is more favoured than another

Ensure the amount of collections held each year is kept to reasonable proportions, in view of the special arrangements that may have to be made for them, eg organising the presence of security staff etc.

Ensure that charities do not take it for granted that they automatically have permission to collect regularly without seeking such permission on each occasion

Set up a clear and simple mechanism for seeking and granting permission

Enable applicants to be given a swift answer to their request

Arrangements

In general, the granting of permission rests with the Director of Hospitality & Accommodation Services.

(NB If the collection is to take place within a particular School or Department inside a University building, then the Head of the Budget Centre concerned will need to observe the aims of this policy and ensure that the Manager of Security is informed of the proposed collection. In all other cases the following protocol needs to be followed):-

Requests from charitable organisations to hold collections of any sort on University property must be sent direct or forwarded in writing to the Director of Hospitality & Accommodation Services for consideration. This should be normally be at least one month before the proposed collection.

The request must give details of the collection's purpose, its proposed form, date and location, the numbers taking part etc. It should also include examples of any advance publicity, which should adhere to the University's Policy on Advertising and Display.

The Director may consult if necessary with other senior officers, such as the Registrar & Secretary, or with individual Heads of Budget Centres who may be affected by the collection.

The Director will decide whether to grant permission or not and will inform the charitable organisation accordingly, along with any special conditions.

Where permission is granted, the Director will forward details to the Manager of Security and to any Heads of Budget Centres specially affected.

Guild of Students

The Guild of Students has in place its own arrangements for the organisation of charitable collections within the Union Building.

However there are occasions, such as during Carnival Week, when Guild-organised collections are accompanied by activities taking place outside the Union Building and in other areas of the campus. The annual "trolley dash" is one example, and while the organisers of this or other events seek permission from the Director of Hospitality & Accommodation for the event to take place, they should also approach the Director for authority to make a charitable collection at the same time, if this is proposed.

Inviting an Outside Speaker onto University Premises

Advice

The organisers of the numerous clubs and societies in the Guild of Students, Saint Francis Hall and elsewhere throughout the University should be aware that there is a set procedure to be followed when an outside speaker is being invited to speak at the University either as an individual, or as a representative of an organisation.

There is a simple form (Meetings on University Premises Request Form) to complete, available from the Director of Hospitality and Accommodation, which will help you frame your request clearly and which helps the University to ensure that your speaker will speak safely, freely and within the law.

The Speaker Invitation Form

The Freedom of Speech Request Form can be downloaded by following the link.

Allow sufficient time to make your request

In most circumstances you will need to have the form counter-signed by a senior university officer and you need to allow time for this. The form must be received at the Hospitality and Accommodation Office from the person who counter-signs it at least 2 weeks before the event. (You therefore need to supply it to them at least a week before that).

If the guidance notes indicate that you should deliver the form direct to the Director of Hospitality and Accommodation without a counter-signatory, this also needs to be at least 3 weeks before the event.

Either way, you need to obtain the form early, and remember that 3 weeks is the deadline. It allows time for any checks or any enquiries which may be necessary, to be made, together with any special arrangements.

Too late?

If the deadline has elapsed, but you believe there are exceptional circumstances involved, please obtain the form and submit your request with a covering letter of explanation. It may still be possible to give permission, although this cannot be guaranteed.

Further Guidelines on Outside Speakers

Marquee(s)/Tents on University Premises

In order to protect and maintain the University grounds at the current high standards, when marquees or tented structure are required on campus, please complete a request form and return to the Conference Manager in Hospitality and Accommodation Services. Any enquiries can be directed to the Conference Office on 0121 415 8400.