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COVID-19 FAQ: on-campus events guidance

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The following information outlines the University's approach to on-campus events during the autumn term and beyond.

There are no longer any restrictions for on-campus event priority types or categories, however event organisers should continue to consider whether face-to-face event delivery is necessary. Where an online offering could be successful and not detrimental to the event aims, this should be pursued in the first instance to prioritise high impact, strategically important events activities taking place on campus.

If events do need to be held face to face, all of the University's health and safety rules, including any applicable COVID-19 regulations, should be followed (including following one-way systems, NHS Track & Trace, wearing face coverings in shared indoor spaces etc). View the Safety for Campus Events guide.

All on-campus events activity will return to the usual safety management of campus activities, requiring approval for all events via the Event Notification process. (NB - Teaching, research activities, meetings and commercial events (hosted by Venue Reading and Venue Henley) do not require an event notification).

To process Event Notifications, organisers must complete and submit the following forms:

FAQs:

What are the events safety measures for campus events?

All on-campus events activity will return to the usual safety management of campus activities, requiring approval for all events via the Event Notification process. (NB - Teaching, research activities, meetings and commercial events (hosted by Venue Reading and Venue Henley) do not require an event notification).

All on site events (apart from the exceptions listed previously) must be approved by the Event Notification Process. A completed Events Risk Assessment must be submitted alongside an Event Notification Form; incomplete assessments or other risk assessment templates will not be accepted. To process Event Notifications, organisers must complete and submit the following forms:

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What is the Events Notification Process and how do I submit a notification?

The Event Notification Process is the University's events approval system. It exists to ensure on-campus events are safe, providing high-quality guest experiences which enable holistic campus co-ordination. Events are activities which intend to gather people for a purpose outside of core curriculum teaching and learning.

As part of this process, details of the event will be circulated to the Event Notification Group for comment and approval. In return, event organisers receive a collective response to verify the activity. The group is represented by senior University stakeholders from a variety of areas, such as Catering, Estates, Health & Safety and Security. Please note that some event submissions may not be approved.

I'd like to hold my event on campus outside, how can I book the space?

There are specific areas on campus which can be used to host events outdoors, including picnics, planning workshops and away days. Please check the Bookable Outdoor Space guidance for more information about which areas can be used. All bookings must be submitted to Venue Reading (info@venuereading.com). Please note that an Event Notification is no longer required, however any applicable UK Government, University policies and COVID-19 regulations, should be followed.

Can I order catering for my event taking place during the Autumn term?

Yes. All campus activities that are catered are required to use University Hospitality and Catering Services for food and drink supply. The Venue Reading team can take bookings and provide events with catered services. Organisers can find delivered catering and menu choices on the hospitality webpages. For more information about the services available please view the hospitality website.

NB. If you need to place a Delivered Catering order for Welcome Week or the first week of term, please be sure to make the order by the 10 September if it is due for delivery between the 13 September and 4 October 2021.

The Venue Reading team are continuing to support with other on campus activities from the 13 September - 4 October 2021 and so last-minute requests may not be possible. If you are making a booking the easiest way for you to do this is to use our online booking portal to order your catering

What is the government's advice on holding events?

You can find all the latest government advice regarding events, risk assessments, and health & safety considerations on GOV.UK.

To process Event Notifications, organisers must complete and submit the following forms:

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I am unsure what to do next, who should I talk to about my event?

If you are unsure whether your activity falls into a permissible event type or you'd like to discuss your event further, please contact the Events Team who will be happy to provide advice (events@reading.ac.uk).

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