Safety Office Guides and Publications Social Events in Halls

Guidelines for the organisation of social events in Halls of Residence

 

Issued By

Document No

Date

Issued

Safety Office

P 7/99A

July 1999

Revised

      

 

(Read in conjuction with Hall Events Approval Form (Microsoft Word) and Information on Entertainment and Bar Games)

Introduction

Events in Halls can only be permitted if they are run safely. These need to be carefully planned and organised to ensure that no untoward problems occur that could endanger those attending and that appropriate emergency procedures are in place. Those organising such events and Hall Managers must be fully aware of their responsibilities in this respect.

Purpose

The purpose of this document is to provide Hall management and event organisers with guidance covering the issues that should be considered when events are being planned. Each Hall should be able to develop specific guidance to be given to each organising committee (JCR committee) when they are elected. This guidance would form the basis for a consistent approach in the planning of each event, thus ensuring a safe event for all involved. It is hoped that events organised within this framework would be approved in a relatively quick and straightforward manner by Hall management.

Responsibilities and procedure to be followed for each event

Hall Managers are responsible for giving the final approval for events that take place on Hall premises.

  • Organising committees should initially seek permission to hold an event from the Hall Warden.
  • Once this has been given, the organising committee should plan the event, making use of the guidance provided by the Hall management and liasing with them and the Warden to ensure safety matters have been given full consideration. (Guidance on event safety should have been given to the JCR President at their start of term in office.)
  • Event organising committees should complete and submit the final proposals and event plan to the Hall Manager in good time for consideration and at least 10 days prior to the event.
  • Final approval, when all the relevant information has been provided, must be obtained from the Hall Manager or their nominated deputy before the event may go ahead.
  • In unusual circumstances, the organising committee or the Hall Manager may wish to consult with the University Safety Office for specialist advice and this should be done in good time prior to the event.

Guidance

The list given below should cover the most significant issues that are likely to arise when an event is being planned and approved. It is recommended that such issues, together with any that each Hall wish to include, could form the basis of a written set of procedures and standards that could be given to each JCR committee at the start of their term in office.

 

The information required by organisers and management should include: -

  1. The maximum number of persons allowed in each function area (which must not exceed any limit that might be referred to in the conditions contained in the Hall licence for the sale of liquor) and the means of ensuring that these numbers are not exceeded. Consider ticketing arrangements and pass-out systems.
  2. The type of function.
  3. Entertainment proposed, e.g. disco, bars, and bands. (Certain types may be prohibited, e.g. fire eaters inside buildings!)
  4. Decorations: - no hazardous materials should be introduced in such quantities and in areas that could influence the spread of fire or affect the safe evacuation of those attending, e.g. combustible decorations close to sources of heat or near fire exits.
  5. Special effects (e.g. smoke generators, laser displays). Details of the types of effects and their locations are required, as it may be necessary to prohibit or restrict their use. Smoke generators will activate smoke detectors, hence if used, arrangements will need to be made with the Estate Office electricians for those in the area to be isolated and reconnected.
  6. Details of 'bar games' that may be introduced such as Ball Ponds, Fair rides. (Please note that Bar Fly is prohibited and Bouncy Castles are not permitted inside Hall buildings). Some information has been gathered about bar games and suppliers, it is hope to build on this in the future.
  7. Game details should include the size and location, as it will be necessary to ensure that escape routes are not obstructed. Hall management may wish to provide a plan of the Hall, showing areas suitable for certain activities, to each new group of event organisers. It should be borne in mind that the floor area occupied by such games reduces the number of persons permitted by 2 persons per square metre. The space around and above the game needs to be considered.
  8. The method of supervision for any games should also be established with appropriate instruction for those supervising. Bar game suppliers should provide fully trained operators rather than expecting security personnel to do this.
  9. Details of the stewarding required and the level of training required by the stewards to guarantee that they are fully aware of the procedures to take in the event of any emergency and also control misbehaviour. (There may be specific measures unique to each Hall)
  10. Warning of fire in noisy areas: There must be a procedure in place to ensure that discos, bands and other noisy activities are silenced in order that people may hear the fire alarm in an emergency situation and thus evacuate at the earliest opportunity. This would usually involve a system for communicating with the disco/band to alert them of the fire alarm and thus stop.
  11. Catering: - special attention being paid to 'mobile' units that may present a hazard with regard to location and cooking methods. Additional fire extinguishers may be required. Hygiene certificates should be checked.
  12. Electrical services required (inform Estates of requirements).
  13. Additional fire fighting equipment required (for additional bars, discos, bands, cooking units, etc.) and who to contact about obtaining them. (Generally a CO2 extinguisher for each additional electrical hazard and a CO2 or dry powder for cooking-type activities is sufficient.)
  14. First aid arrangements. Depending on the nature and size of the event, first aid may be available at the event or by calling upon outside agencies. Check the availability of hall staff who are trained in first aid. First aiders are also available through the Student Union; contact the Student Activities Safety Adviser. As a guideline, 2 first aiders should be available for an event of 500 people.
  15. Public Liability Insurance cover held by suppliers of entertainment/games/equipment/. (This should provide cover for at least two million pounds).
  16. Notification to Estate Security. (Additionally it may be necessary to notify the fire brigade, police, etc for larger events such as the Summer Ball).
  17. Notification to Safety Office for information purposes unless specifically requesting advice - this should be done in good time prior to the event.

Should clarification be required on any of the above aspects please do not hesitate to contact the Safety Office.