Organising events

All events on campus organised by individuals, groups, internal departments or student societies require approval from the Director of Hospitality and Accommodation Services (or their designated deputy).

This includes:

  • Charity collections
  • Outdoor events
  • Strikes, protests or rallies
  • Live performances
  • Events with marquees or other temporary structures
  • Firework displays
  • Inflatables
  • Distributing leaflets or putting up posters/stickers

Applying to hold an event

A minimum of 28 days’ notice is required. (In exceptional circumstances approval may be given without the required notice period.) Granting of approval rests with the Director of Hospitality and Accommodation Services (or their authorised deputy).

Please ensure that the application form is signed and dated, and that you have provided a contact email address. On receipt, the decision will be sent by email within 5 working days.

Download the application form to hold an outdoor event/charitable collection (PDF – 122KB)

Which sections of the application form do I need to complete?

Sections to be completed depend on the nature of your event.
Event requestSections to complete on this formAdditional forms or required submissions 
Temporary structures – marquees, gazebos and stages All sections Marquees form, risk assessment, method statement
Displays – banners, posters, vehicles, exhibitions  All sections Risk assessment, method statement
Firework display  All sections Risk assessment, method statement
Leaflet distribution, posters or stickers Sections 1 – 3, 13 Risk assessment, method statement
Market research or survey Section 1 – 4, 12 – 13 Risk assessment, method statement
Cake sales and stalls Sections 1 – 3, 6, 11, 13 Catering request form, risk assessment, method statement
Inflatables (guidelines available on request) Sections 1 – 4, 7, 10 – 12 Risk assessment, method statement
Entertainment All sections Risk assessment, method statement
Ring Road closure (for sporting events) Sections 1 – 3, 6, 8, 10, 12 – 13 Risk assessment, method statement
Events with live entertainment, for which tickets are sold in advance, and/or an event requiring a bar licence extension All sections Risk assessment, method statement
Charitable collections Sections 1 – 3, 6, 8, 12 – 14  Risk assessment, method statement
Any other outdoor event All sections Risk assessment, method statement
Any event with an external speaker Relevant sections as detailed Speaker request form, risk assessment, method statement

All event requests require a risk assessment, and a method statement (describing in a logical sequence exactly how a job is to be carried out in a safe manner and without risks to health).

I am part of a Guild-affiliated student society

The Guild has its own processes for approving events. You need to contact the Student Groups Coordinator at the Guild to start this process.

I am part of a college-affiliated student society

Your first point of contact should be your college or department lead. Ask at your college or department’s reception for the right person to contact to organise an event, and they will provide you with the appropriate paperwork.

I am an individual student organising an event, not connected to any society

Your first point of contact should be your own college or department lead. Ask at your college or department’s reception for the right person to contact to organise an event, and they will provide you with the appropriate paperwork.

 

Additional requirements

Some events also require you to complete additional forms.

Freedom of Speech

As a higher education provider, the University has a legal responsibility to uphold freedom of speech. The University has a Code of Practice, and if your event includes an external speaker you will need to complete a Speaker Request Form.

Find out more with our guide to Freedom of Speech

Conferences & events

The University of Birmingham provides event management services and a wide range of venues, for many different kinds of events. If you’d like to book a venue, arrange delivered catering or catering for an event, or have support for a conference, contact the team today on 0121 415 8400 or info@conferences.bham.ac.uk. Visit the Conferences & events website for a full listing of venues and services available.

Colleges

Professional Services