This procedure applies to events held on university premises and organised by student organisations at Østfold University College.
Responsible event organiser
All events must have a designated lead organiser. When planning and conducting an event, the responsible organiser must follow applicable safety procedures and involve relevant parties when necessary.
The responsible event organiser must:
- be responsible for coordinating safety during the event and for communicating relevant information to the appropriate parties.
- be familiar with the regulations applicable to the event, for example regulations concerning fire safety, the serving of alcohol and overnight stays.
- ensure that the venue is suitable and approved for the event.
- ensure that the number of participants does not exceed the maximum capacity of the venue or the maximum capacity of the area in which the venue is located.
- ensure that designated responsible persons are present if alcohol is to be served. A valid licence to serve alcohol must be in place.
- ensure that event hosts and staff are familiar with the relevant safety procedures.
- ensure that responsibility for following up safety procedures is clearly assigned.
- be responsible for submitting any required application or notification concerning the event to the fire and rescue service and the police. This applies to:
- large events that are open to the public.
- events involving an increased risk of fire or other unwanted incidents.
- events involving overnight stays on university premises.
Service Centre
The responsible event organiser must ensure that the Service Centre is informed about the event.
The completed Checklist for Safety Awareness when Planning and Conducting Events Organised by Student Organisations must be submitted to the Service Centre before the event (see the link above).
The Service Centre can provide assistance with tasks within its area of responsibility.
Service Centre staff are among the university’s designated personnel who, during normal opening hours, will assist with evacuation in the event of an emergency.
Estates Section
The Estates Section can assist with:
- floor plans for the premises.
- fire safety plans and evacuation plans for the premises.
- assessing the maximum number of people permitted in the premises, if required.
- providing fire safety training for the responsible event organiser and event staff, if required.
- assistance if the event requires furniture to be moved and/or equipment to be installed.
Security Adviser
The Security Adviser can assist with risk assessments and provide advice on safety, security and emergency preparedness.
Checklist for Safety Awareness when Planning and Conducting Events
The checklist is a practical tool designed to help the responsible event organiser keep track of safety measures. It also provides information about relevant measures and important points of contact.
The checklist can be used as documentation that the necessary safety measures have been implemented. When evaluating an event, it can also help identify deficiencies and areas for improvement, thereby contributing to improved safety at future events.
Use the checklist actively when planning the event. Mark measures as completed and add comments where necessary.
Once completed, the checklist must be made available to other responsible organisers, and a copy must be submitted to the Service Centre.
Link to the checklist:
Checklist – Safety Awareness when Planning and Conducting Events Organised by Student Organisations
Report an issue
Unwanted incidents, faults and deficiencies should be reported using the Si ifra online reporting form so that they can be followed up and appropriate measures can be taken to improve safety.