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Organising events on campus
Posted on behalf of: Health and Safety Team
Last updated: Friday, 11 July 2025
University of Sussex Meeting House
As the University of Sussex event season is upon us, this is a good time to remind colleagues of the process around arranging events on campus.
To book a space for your proposed event, you will need to book via Space With Us or the Timetabling Team.
The event organiser is required to carry out a risk assessment of their event, and depending on the type of event, an Event Management Plan as well. This ensures that the event will be run safely, that relevant stakeholders are consulted and additional services are planned for where required, such as additional cleaning.
For more information about what events require an EMP, and the event approval process, please see the Health and Safety Team event guidance page.
If you are planning an event that requires approval, these documents need to be submitted to the Estates Helpdesk (estateshelpdesk@sussex.ac.uk) at least 2 weeks prior to the event date. Following submission of your documents, these will be circulated to all relevant stakeholders who may comment and make recommendations which will need to be considered and actioned as part of your event planning.
If your event is of a sensitive nature, ensure early contact is made with the central security team via security@sussex.ac.uk. We will then ensure you are contacted by the Senior Security Manager to talk through your requirements before you submit your event management plan.
If you plan to have an external speaker at your event, please see the external speakers policy and free speech code of practice available from the General Counsel, Governance and Compliance Division (GCGC).
If you require catering for your proposed event, please enquire with the Space With Us who will be happy to advise on their services.
For smaller catering requirements, you can place an order through the BlueRunner portal. If you require an account to be set up for you, please email cateringservices@compass-group.co.uk .
Further information: https://www.sussex.ac.uk/hso/hsoatoz/eventsafety