Advice for organisers

At least three weeks before a planned event, consider these four key questions:

• Is the topic potentially controversial? Could it be challenging or a cause for concern for particular groups on campus or in the wider community?
• Could the event have implications for other areas of University activity?
• If there is a visiting speaker, are they associated with a potentially controversial group or ideas?
• Could the visiting speaker’s views - whether or not they are directly related to the topic of the proposed event - be challenging or a cause for concern to particular groups on campus or in the wider community? 

If you answer ‘yes’ to any of these questions, contact the Governance and Assurance Office governance@york.ac.uk who will offer initial advice, support and outline the next steps you may need to take. Please give us a description of the event and the potential issues.

If the event is identified as potentially sensitive, you’ll need to:

• confirm a Sponsor for the event (usually the HoD/Professional Service Director or equivalent)
• together with the Sponsor, work with the Potentially Sensitive Events Group, which includes colleagues from Campus Safety, Communications, EDI and Governance and Assurance, chaired by the Academic Registrar, to identify and address any risks, and ensure that measures are in place to support respectful debate.

Find procedures for student-led events.

Further advice is available from York SU.

If your event is a lecture, tell your speaker how long you would like their talk to last and check if they are happy to participate in a Q&A session. We recommend a maximum of a 40 minute talk, with a 20 minute Q&A.

Arrange for someone to welcome the audience, introduce your speaker, chair the Q&A and thank the speaker.

If your speaker has books that you would like to have sold at your event, you may like to contact the Events Team on events@york.ac.uk and they can check for you to see if book sales are possible.

• Think about the size of audience you are expecting and book a room with the correct capacity
• Think about the activity that will be taking place, eg lecture, hands-on activity, exhibition
• Think about which venue might be best placed to suit your audience, either on campus or a private venue in the city.

University spaces can be booked on Planon (login required) or by contacting roombookings@york.ac.uk.  

For rooms booked centrally, an events management form (login required) must be completed well in advance of the event. This form is submitted to the University's Health and Safety team, who review all submissions.

You cannot book services via this form. Requests for services such as AV, security and catering need to be made separately via Planon. 

Make sure you book your venue for at least 30 minutes before your event is due to start to allow time for AV set up, check the room is tidy, and allow time for your audience to be seated.

If your event is more complex than a standard lecture, eg hands-on activity or exhibition, allow extra set-up time. You should also book the space to allow time after the event for the audience to leave.

Some University buildings and/or rooms lock automatically at the end of the working day; please ask Reception Services about arrangements for the building/room to be unlocked for the duration of your event.

If you need any extra tables, chairs or display boards for the room you have booked, or need any furniture removing, contact the Rapid Response Team (giving a minimum of two weeks' notice): room-setup@york.ac.uk.

If you require extra electricity points for an event (for example, if you are organising a hands-on activity or an outdoor event) contact the University electricians for support via Planon.

Most teaching rooms on campus have integrated AV facilities. Check room facilities.

If you require additional facilities, contact the Audio Visual team. You can also book a 15-minute AV briefing before an event. If you would like an AV team member available throughout the event you will need to find funds for this.

Please ensure that you contact the AV team in good time so they can give you the best support.

If you are organising a lecture which will include a Q&A session, you will need two microphone runners. This is essential to utilise the hearing loop in venues.

If members of the public are attending your event, you will need a first aider on hand. 

Please familiarise yourself with the fire evacuation procedures and assembly point for the building you are using. In the event of a fire alarm, the Responsible Person for the event will need to make an announcement indicating the fire exits and the assembly point.

If you need to contact Campus Safety at any point during your event, call 01904 32 4444. In an emergency call 01904 32 3333.

You will need to complete a risk assessment for your event (or elements of your event if you have a number of contributors providing hands-on activities). A sample risk assessment for a basic lecture is available on request - contact events@york.ac.uk. 

If you have any helpers at your event, make sure they are fully briefed in fire evacuation procedures, and check your risk assessment has been put into effect.

If you require catering for your event, book this directly through Campus Kitchen. They can provide drinks receptions, canapés, buffets or full dinners as required.

Parking on campus is free after 6pm and at weekends. If you wish to attract a general audience, we recommend that your event starts no earlier than 6.15pm on a weekday.

Direct members of the public to a car parking map.

Ensure you (and your helpers) arrive in good time to check and tidy the room and set up AV.

Provide water and glasses for your speaker. 

Fully brief your team of helpers about what you require of them, including checking tickets (if the event is ticketed), health and safety requirements, microphone running for Q and A sessions, etc.

Create signage for your event to display at the entrance(s) to the building and on the door of the venue.