Ad-hoc Events

Ad hoc events request form

The University of Kent has many legal and moral responsibilities, not only for its staff and students, but for proper management of its estates and the activities which take place within them.

It is always our aim to encourage and promote events which will enrich the culture of the University and not to prohibit or discourage events without good reason.

Completion of this form will help the University to support your event and enable a swift and fair response to your application. If you are unsure about completion of any aspect of this form, please seek advice from the relevant University department, or your local contact who will be able to advise you whom to contact.

What is an ad hoc event?

Ad hoc events

A large number of "events" are held each year in the University. Many of these are lectures, meetings, artistic, sporting or social events, organised by academic schools, professional service departments and Kent Union, who know whether to involve the University’s Events Team, the Academic Division, Kent Hospitality, Estates, the Safety, Health and Environment Department or some other part of the University to make sure that the event happens smoothly and safely.

In addition, the University often receives requests to hold events from individuals (staff and students) who perhaps do not organise events on a regular basis, and who are uncertain about how to organise their event so that it takes place smoothly and safely. In particular, the organiser may feel that someone needs to give permission for their event to be held, but does not know who to ask. This type of event might be termed an “ad hoc” event. Examples might be someone giving out leaflets, something that involved digging holes in the ground (e.g. to erect a marquee), providing food, projecting images onto a building or organising an artistic performance, but this list is certainly not comprehensive.

This web site is designed to assist those who wish to organise “ad hoc” events in locating the correct part of the University to talk to for assistance and advice. It also gives some pointers to what additional information potential organisers might need to think about, and why.

Kent Union provide support and guidance for event planning for recognised student groups (i.e. sports clubs, societies, student committees, etc. and not all students) and such groups should contact the relevant staff member for their area. Details can be found at

Members of staff and external enquiries can contact the conference office for more information on facilities available to hire and details of the full event management service that can be provided.

Please fill in the details about your event below:

* Applicant type:
* Department, student society or organisation name:
* Your email address:
* Please confirm your email address:
* Contact telephone number:
* Event title:
* Event description:
* When do you want to hold it? Please check the University's events calendar for any clashes with your event.
* Event start time.
* Event end time.
* Where do you want to hold it?

Specify a room for your event
* Who is attending the event:
* How many people are likely to attend?
We will forward the request to the most appropriate part of the University. In order for us to do this, please complete as much of the form as possible as it will help to determine how best to help with the request.
* Have you done a risk assessment for the event (If you need advice on how to carry out a risk assessment, please contact Health and Safety)
For society events - please indicate the member of Kent Union Staff that is aware of the event and has a copy of the risk assessments (The risk assessment template can be found at;
* Do you have public liability insurance to cover this event? (External applicants only)
What arrangements will be in place to marshal the event?
Does your event require construction of marquees, tents, or other structures requiring ground penetration?

Who will be responsible for undertaking this work and clearing the site afterwards?
Do you require electrical services and/ or water?
Is the event ticketed?
Do you plan on providing food or beverages at your event?

Please note: The University has a very strict policy regarding external caterers on campus as it has a responsibility to the students, staff and visitors to provide safe good quality food. If you would like to organise external caterers please complete the outside caterers registration form at least three weeks prior to your event. The form can be found at An external caterer must hold a 4 or 5 star food hygiene rating, permission will not be granted for any rating below this.

Licensable Activities

Please note: There are a number of University procedures and regulations related licensable activities on campus.

Licensable activities include;

  • Sale of alcohol by retail
  • Supply of alcohol
  • Provision of regulated entertainment
  • Late night refreshment

If an event taking place in a licenced area includes any of the above, permission must be granted by the designated supervisor. If the event is taking place in a location that is not covered by a premises license there are terms and conditions that must be adhered to. A copy of this form should automatically be sent to who will be able to advise you further.

Do you plan on providing alcohol at your event, including being given as prizes?

If waste will be generated, what arrangements will be in place for collection and disposal?
Do you have any of the following at your event:
  • A performance of a play,
  • An exhibition of a film,
  • An indoor sporting event,
  • A boxing or wrestling entertainment (both indoors and outdoors),
  • A performance of live music,
  • Any playing of recorded music, or
  • A performance of dance.
  • Gambling.

These activities are regulated under the licensing Act 2003 and the appropriate licenses must be in place/acquired prior to your event. A copy of this form should automatically be sent to who will be able to advise you further.
Are you proposing to have fireworks?
What arrangements will be in place for fire protection?
What arrangements will be in place for first aid?
How will the event be advertised and are you expecting there to be media coverage?
Are you able to provide notices directing traffic and pedestrians if the event is approved?

© University of Kent

The University of Kent, Canterbury, Kent, CT2 7NZ, T: +44 (0)1227 764000

Last Updated: 14/09/2012