Small events and stalls policy

Introduction and overview

This University policy outlines the guidance on the temporary set up of stalls or small activities or events on university premises including the:

• Application process.
• Use of space and equipment.
• Health and safety compliance.

The University will always seek to support the request where the event accords with principles of free speech within the law, and fits with the University’s general mission and principles.

An example of not fitting with the University’s general mission would include promoting the services of an organisation that compromises academic integrity, such as an essay mill.

Scope

What this policy covers

• The policy covers general requests for use of space for small events, such as individual stalls, with the expectation of no more than about 10 stall visitors present at any one time.   
• This policy has been developed to permit these activities within a regulated framework that protects the University and the individuals involved.  

What this policy does not cover 

• Students wishing to organise a demonstration, vigil or protest should follow the University’s guidance on student demonstrations. 
• Events involving external speakers should follow the external speaker request process.

General principles 

• The activity would normally be expected to be relevant to your academic pursuit or Students’ Union society, in line with the club or society constitution.
• Events should be orderly and well managed, with a named and contactable principal organiser.
• Fundraising for charities can only be undertaken for those charities registered with the Charities Commission. The Students’ Union is a registered charity.   
• Funds raised to support relevant clubs and societies, in line with Students’ Union policies on the collection, storage and distribution of funds, are allowed. 
• Student fundraising due to academic requirements, for example as part of an entrepreneurship course, is permitted, with supporting evidence from a relevant academic member of staff.
• Any donations should be collected via a cashless payment system. 
• The sale and or consumption of alcohol is not permitted. 
• The University will attempt to support reasonable associated costs such as staff time for a small event but the organiser should be mindful of the impact of the event on staff resources.   
• Activities should normally take place in open-plan areas such as the foyer of suitable buildings.  The University’s room booking system should not be used for booking non-academic events except with prior agreement by the relevant Facilities Manager.

Exclusions 

The use of pop-up stalls for commercial income purposes is not permitted.  

Due to concerns around food allergens and hygiene, the provision of food and drink is not permitted.

Application process 

Anyone wishing to hold a pop-up stall or event must complete the Small events and stalls booking form.