Outdoor events
Hosting an event outdoors is a great way to enjoy our amazing campus. There are lots of things to consider when planning an outdoor event and this webpage provides an overview of the key things to think about during the planning phase of your event
The Events team are the first point of contact for anyone wishing to host outdoor events on campus. You will need to complete the request form and a risk assessment for your request to be processed. Outdoor events have to be signed off by relevant people across the institution. You must get your requests in early and the supporting paperwork completed in good time to avoid disappointment.
Outdoor venue booking
- Hazlerigg Lawn / Shirley Pearce Square / EHB Pavilion - These spaces on campus are managed by the Events Team. For booking enquiries please contact Claire Fletcher.
- Sports Facilities - If you wish to use a sports facility you will need to book this space with the Sports Bookings Team. More information can be found on the Loughborough Sport website or by emailing sportbookings@lboro.ac.uk.
Weather contingency planning
With any outdoor event it is important to plan for changes in weather and consider if it is possible to deliver your event indoors. You may wish to consider booking a back-up indoor venue so your event can still go ahead.
It is important to keep an eye on the weather forecast and prepare appropriately for the weather conditions. For example, If it is particularly hot you may need to provide extra water for attendees and staff working the event and issue advice/guidance on applying sunscreen, wearing protective clothing etc. This will form part of your event risk assessment.
Risk assessments
You must ensure your event is appropriately risk assessed prior to the event taking place. The Health and Safety website has a wealth of resources and guidance documents to help you with planning and delivering a safe event, including specific information for Hall events and the use of disposable BBQ equipment.
For further advice and guidance please contact the Health and Safety team on either hse@lboro.ac.uk or 01509 222181.
Submit an event
Halls of residence events
If you are looking to organise an event for a hall of residence you must first submit your event proposal and preferred dates for review by the Events and Student Life Teams.
Once you have been given initial approval you will be required to submit further supporting information via the online portal below.
Outdoor event approval
Before your event goes ahead you must have permission for your event to go ahead. This is so the University can provide the appropriate support for events taking place and allows us to ensure we are minimising the impact we have on our neighbours that live near to campus, particularly with regards to noise.
You should submit your event for approval as far in advance as possible. We strongly advise against paying any deposits before receiving written confirmation your event can proceed. Whilst we always try to accommodate event requests we are not able to guarantee your event will be approved to proceed.