Outdoor event request form

Fields marked with an asterisk* are required fields

Name*
Your email address*
Telephone*
Who is the booking for*
Department/Society/Service name*
Address
Event name*
Event description*
Preferred location*
Other location
Start date:*
End date:*
Start time (HH:MM)*
End time (HH:MM)*
theme
How many will attend?*
Please tick all that apply Gazebo/marquee

Gazebo/marquee

If your gazebo/marquee is fixed to the ground by stakes or pegs the event organiser must contact Campus Services Helpdesk at campusservices@exeter.ac.uk to arrange a CAT scan of the area to check for cables and services. If your gazebo/marquee is weighted you will need to speak to your grounds contact (details to be emailed when we approve your event) to arrange ground protection – a CAT scan is not required. If the event is for more than one day the event organiser must ensure that the gazebo/marquee is dismantled at the end of each day.
Music

Music

Please contact Event Exeter on 0300 555 0214 eventexeter@exeter.ac.uk if you wish to play music at your event. The event organiser must comply with the Performing Rights Society terms and conditions and is responsible for supplying details of the music to be performed. The society will make a charge for all music performed in copyright. This charge will be compiled by Event Exeter and charged to the organiser by Event Exeter.
Catering (please specify in additional info box below)
BBQ (please specify in additional info box below)

BBQ


Disposable charcoal BBQs are not permitted on University grounds. For further information and guidance, please refer to the BBQ Standard on the Event Info page.
Water/drainage

Water/drainage

Event organiser to contact Campus Services Helpdesk at campusservices@exeter.ac.uk if water/drainage is required.
PA system

PA system

Event organiser to contact Campus Services Helpdesk at campusservices@exeter.ac.uk if PA system is required.
Ground protection

Ground protection

Event organiser to contact Grounds Manager to meet at event location to discuss and agree ground protection. Contact details for the relevant Grounds Manager will be emailed to the event organiser as part of the confirmation email.
Charitable collection

Charitable collection

Event organiser to refer to Charity Collection Policy and to complete the Charity Collection Application Form (see Event Info page).
Fireworks

Fireworks

Event organiser to refer to Fireworks Display Events University Code of Practice (see Event Info page).
Assistance with access required

Assistance with access required

Event organiser to contact Grounds Manager to meet at event location to discuss and agree access arrangements. Contact details for the relevant Grounds Manager will be emailed to the event organiser as part of the confirmation email.
Risk assessment

Risk assessments are mandatory for ALL events

Please tick to confirm you have supplied Grounds with a risk assessment form
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Additional info
Please tick this box to confirm you have read and abide by the terms and conditions.
Submit request

Please note that for the majority of outdoor events a deposit/charge will not be payable.  If a deposit/charge is required for your particular event, Event Exeter will include this in the booking contract.

Terms and conditions

Please ensure you read the Terms and conditions for holding event on campus

Failure to adhere to these terms and conditions may lead to immediate termination of your event.