Booking a stall on Campus
Step 1: Think about what you want to do in Library square.
Step 2: See our template Risk Assessment (Appendix 1) and Food Safety
Guidelines (Appendix 2), if your activity falls outside of these then you must add
elements to the Risk Assessment and send to [email protected] or
[email protected] at least 5 working days before the event.
Step 3: Are you bringing external people onto campus? That’s fine – but make sure
you fill in the Stall Request form correctly. If they are going to be talking on the stall
about subjects of a political or religious nature then you will need to fill in an External
Speaker Request form (Appendix 3), and we will need at least 20 days to process
this with the college.
Step 4: Does your event need a table? If so, please note we only have one table.
Please consider a contingency in the instance a prior booking for the table has been
placed.
Step 5: Once you have accurately filled in the below forms, then you can email this
document to [email protected] or [email protected] and your
request will processed. Remember: it will take 5 working days to process a normal
request, and 20 days to process a request which includes a religious/political
external speaker.
Step 6: You must come and collect the booking form which will have been printed
stamped from the Students’ Union Blomeley Centre, and keep it on the stall at all
times.
Please note: By submitting a form it does not guarantee your stall.
When you are returned the Stall Request Form this is confirmation of your stall in
Library Square.
Stall Request Form: Library Square
Name of Society:
Requested Date:
Description of your event:
Does this fall inside of the Risk Assessment (Appendix 1)? YES/NO
(If not, please add and highlight changes in red). By submitting this form you are agreeing to
all the measures in the Risk Assessment. Please remove any which you cannot commit to.
Please give details on the organisation you are promoting, fundraising or
campaigning for:
Will there be non QM Students on your stall? If so, please provide names here:
Will externals be discussing issues Religious or Political in nature? If so, then you must fill in
the External Speaker Request form: (Appendix 3). This needs to be returned to us 22 days
before the event.
This letter, when stamped, means you have obtained permission from QMSU to have a stall
on campus between the times
and
on the
.
QMSU currently has one table for clubs, societies and volunteering groups’ use. Please
state if you would like to request this table for your event: YES/NO (delete as appropriate)
In having this stall you are agreeing to the following:
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You will have this letter on someone’s person at your stall.
You have made the relevant enquiries and signatures for borrowing your table and
have agreed times of return.
You will not serve food or drink without having made QMSU aware and are in
accordance with the Food Safety guidelines also obtained from QMSU. (Appendix 2)
You will not be discriminatory or create an excessive disturbance, or noise.
Anyone manning your stall will be identifiable by having college ID on their person.
You will make known to QMSU anyone promoting with you who is not a member of
the university.
Any money raised on your stall will be deposited in the Blomeley Centre (before 4pm)
following your event.
Society Name:
Member’s Name (Printed):
Member’s Signature:
QMSU authorisation:
Stamp:
Appendix 1
Delete/add as appropriate: SOCIETY NAME
“NAME OF EVENT”
RISK ASSESSMENT FORM
Location: Library Square
Environment/Activity/Equipment:
Hazard Reference
(a) Confined
Spaces
(b) Falls
from
Height
(c) Striking
by Mobile
Plant
(d) Trip or
Slip
Severity (S)
1 Negligible - all in a day's work
2 Minor - minor injury with short term effect
3 Severe - major injury/disability (reportable)
4 Extreme – fatal
Hazard
Ref.
d
Hazard Description
Tripping over equipment;
cables, tables, rubbish.
(e) Collapse
(f) Manual
Handling
(g) Electrical
(h) Hazardous
Substances
(i) Radiation
Likelihood (L)
1 Improbable
2 Remote – unlikely
3 Possible - may or could well occur
4 Probable - expected to occur, several times
Initial
Assessment
S
L
R
People at risk
Students
behind table.
Students/staff
etc
2
2
4
(j) Noise &
Vibration
(k) Fire
(l) Explosion
Risk Factor (R) (S x L= R)
<4 Risk may need to be controlled
4-6 Risk must be controlled
7-9 Hazard must be controlled
>9 Hazard must be avoided
Control Measures
laptops with no leads, minimize other trip
hazards.
Residual
Risk
S L
R
1
1
1
(m) Others
LOW
MEDIUM
HIGH
VERY HIGH
Action/Comments
Lifting table/ large amounts
of literature/promo
leaflets/books etc
Students
2
3
6
Laptops, other electrical
equipment
Students
3
2
6
g
Exposure to elements: cold
and wet
Students
2
1
2
m
Selling/giving food away
which is home cooked
which could potentially
cause illness.
General public
2
2
4
f
m
Use appropriate lifting techniques. Use
enough people to carry heavy equipment.
Break heavy loads into smaller, lighter loads
where possible.
Use either PAT tested laptops, or refrain
from plugging them into mains electricity
2
2
4
1
1
1
Advise suitably warm clothes for outdoor
activities. Reduce shifts of volunteers if
excessively cold. Provide hot drinks and
respite if possible. Cancel event if weather
conditions are severe.
Agree to measures outlined in Food Safety
Guidelines to mitigate risks to consumers.
1
1
1
2
1
2
Please add to this form as you see fit.
Name (by placing your name here you are agreeing to the above measures and will ensure they are put in place):
Email Address:
Role on day:
Date:
Appendix 2: Food Safety Requirements for Clubs & Societies serving food and drink on
campus
If you are serving food or drink on campus make sure all the following legal
requirements are met:
 All food surfaces are smooth and easily cleanable. Wood must be
covered.
 Food on display for sale should be protected from contamination, ie
covered.
 All equipment, including utensils (knives, spoons) must be clean and
suitable for use.
 Food must not be stored on the floor.
 Ready to eat food and drink products must be stored suitably.
 All waste should be bagged properly and disposed of in an appropriate
manner.
 All parts of person and clothing should be clean.
 Sores, cuts or abrasions should be properly treated and covered. Any
wounds likely to cause High risk food predominately refers to dairy but
also any food or drink that must be kept at a constant temperature.
 All high risk chilled foods must be stored at 8 degrees centigrade or
below.
 If any hot items, food, or drink is to be used it must be the subject of an
individual risk assessment.
QMSU is currently unable to provide refrigeration or heating equipment.
Appendix 3: QMSU: External Speaker Request Form
Name of Organiser
Society organising event
Contact E-mail
Contact Telephone Number
About the event
Please provide a short description of the event
About the speakers(s)
1) This should include name, and
organisation they’re related to, the
subject they will be speaking about and
any other information you think we need
to be aware of.
2) Confirm any external speakers’ affiliates
(specifically where they are religious or
political). Declaration of any knowledge
of controversy attracted by the speaker
or topic in the past.
3) Confirmation of website details (where
relevant) providing further information
on the speaker.
Is the event and speaker likely to attract media
interest – if so why?
Please add comments here…