Event in a trendy space

Organising an event on campus


Thinking about organising an event on campus, either for yourself, the College, or a student group? Here's how to do it.

We love events on campus, and great events are part of Royal Holloway’s rich cultural life. Running an event on campus can be complicated though, so we’ve put together this page to let you know about things you need to do and things to watch out for.

The really important thing

Events have to have a ‘named organiser’ – and if you’re looking at this page, chances are that’s you! If you’re the named organiser of an event, you have overall responsibility for that event. It’s your job to make sure that everything’s safe, fair and done above board. You’ll need to make sure that the event is risk assessed and follows health and safety procedures, is appropriate and accessible, and uses our space on campus safely and respectfully.

You can find out how to check off each of these things using our handy checklist below.

Send us your proposal

If you want to run an event on campus you need to let us know!

Whoever’s organising the event needs to send a proposal to the College at least six weeks before the proposed date of the event (three weeks for smaller events or displays). Your proposal should include what the aims and objectives of the event are, along with a clear plan for how you will organise and deliver the event.

You can submit your proposal by email. We’re always keen to hear your ideas and we’ll always do our best to accommodate you, but do make sure you submit your proposal before you make any arrangements – you don’t want to make commitments only to discover your plan’s not possible.

Useful information

Need advice?

The Student Life team can assist you with event enquiries.

Organising an event on campus checklist


Location
Have you booked a space for your event? Take a look at our booking spaces on campus guide.
Filming and photography
You need permission to take photos or film in College venues – email us for more information. People also have a reasonable right to privacy, so you can’t take photos or film without letting people know that you’re doing it. If you want to film or take photos, make sure you put up signs indicating that recording is taking place at your event.
Health and safety
Is your event safe? You must inform Security that your event is taking place and follow health and safety procedures, and risk asses your event. The event organiser must understand the evacuation procedures, and you must have a first aider and fire marshal present on the day.
Publicity
The College’s logo is copyrighted and is a trademark, and you are not allowed to use it without prior permission. Please contact us for advice on marketing.
Budget
Can you afford your event? Make sure you’ve put a budget together to cover everything you might need to spend money on, including catering, guest speakers, equipment, service providers and so on.  The College might be able to support you with certain events (like Formal Hall or Global Café).
Fundraising or charity
Are you collecting money for charity? Make sure you’re using registered sealed charity boxes.
Booking or selling tickets
Do you need to ticket your event to stay on top of numbers? We recommend Eventbrite for handling events and to avoid handling cash. If you’re selling tickets, you must have a refund policy in place.
Food
Do you want food at your event or want to host a bake sale? On campus you're only allowed to use College or SU catering services, as external providers need to be licenced by Environmental Health. Find out more about selling or serving food.
Alcohol
Alcohol can only be served by College or SU catering services, and your guests must be over 18 and provide proof of age. The College promotes responsible drinking.
Equipment
Do you need a projector, computer or other technical equipment? Contact our Audio/Visual team for help.
Safety and security
Is your event safe? You must inform Security that your event is taking place and follow health and safety procedures, and risk asses your event. The event organiser must understand the evacuation procedures, and you must have a first aider and fire marshal present on the day.
Car parking
Are you inviting someone from off-campus to speak, or expecting guests that aren't part of the College? Make sure you get them a parking permit - they could be fined for parking on campus without one. Find out more on our parking webpages.