Covid-19 update – Events and Activities - 1st September 2021
As we approach the new academic year, many of you will be starting to plan your own events and activities within your student groups. Below you’ll find the latest updates in terms of current Covid-19 measures and booking spaces around campus to help you with your planning.
Are there any covid-19 measures that you need to think about when planning your events and activities?
At the moment, we are proceeding with booking all rooms at pre Covid capacities, however, please ensure that you continue with having good ventilation in the rooms and making sure you sanitise surfaces before and after you use the room you’re in. Please also encourage your attendees to continue wearing masks and sanitising their hands throughout the event or activity and please make sure you abide by any rules put in place by external venues as they may differ to UEA and UEASU rules.
Please be mindful that these rules could change at any time and with short notice depending on government or university guidance.
Bookable rooms are currently able to be booked at pre Covid capacities which can be found below:
Bookable Room 1 – 50 people
Bookable Room 2 – 15 people
Bookable Room 3 – 8 people
Bookable Room 4 – 15 people
Bookable Room 5 – 20 people
Bookable Room 6 – 50 people
Rooms can currently be booked between 11am and 3pm until 20th September. From 20th September, rooms can be booked from 9am – 10pm. To book a bookable room, please click here.
UEA rooms can currently be booked at pre Covid capacities. Capacities can be found via Booker (what was previously e-vision). To book a UEA room, please click here.
We are hoping that the Hive will be able to be booked once the new academic year starts, however, we’re still finalising the booking process for this so please check back for updates as to when the Hive is able to be booked.
We are hoping that the Exhibition Space will be able to be booked once the new academic year starts, however, we’re still finalising the booking process for this so please check back for updates as to when the Hive is able to be booked.
Students are able to book blue bar on Mondays and Thursdays from 4th October, subject to availability. Any event in this space has to be something that any customer could watch and enjoy, for example, an open mic night, poetry slam or an interactive activity. Events in this space should be seen as an opportunity to expand the reach of your club or society by engaging with our customer base.
No ticketed events can take place in Blue Bar as it has to be open to everyone, however your club or society will be able to take cashless, voluntary donations via the SU website.
Quizzes will now be limited to just Sundays and must be open to everybody. Here, student groups will have the opportunity to ‘take over’ the weekly quiz and raise money for their society, prizes will be provided which will be ten £5 vouchers at no extra cost to you and ticket sales will be done over the bars Round App at £1 per ticket. Bob will continue to run the quiz on select Sundays throughout the academic year and student group takeover dates will be decided at the start of each semester.
To enquire about booking the blue bar, please email firstname.lastname@example.org.
Red bar is not a bookable space.
Although Scholars bar cannot be booked out as a whole, Postgraduate student groups are able to reserve tables in Scholars for events or activities that they may be doing. Please note that this is a PG area only. If you are an individual student wanting to reserve tables in scholars bar, please contact Ayane Hida, your postgraduate education officer for support with this at email@example.com . If you are a PG club or society who would like to reserve tables in Scholars bar, please email firstname.lastname@example.org for more details.
We can now start to take student group enquiries for the LCR, however, please be mindful that there will be limited amount of availability in the LCR due to there now being two years of gigs in one year. Please be patient with us as we try to determine whether the date you require the LCR to be booked is available. To enquire about booking the LCR, please email email@example.com.
We can now start to take student group enquiries for the Green Room, however, please be mindful that there will be limited amount of availability in the Green Room due to there being two years of gigs in one year and this being used as a dressing room. Please be patient with us as we try to determine whether the date you require the Green Room to be booked is available. To enquire about booking the Green Room, please email firstname.lastname@example.org.
Unio is not currently a bookable space, however, please check back here for more updates as this may be a space that becomes available in the future.
We are hoping that conferences will take place next year, however, we are currently working through details of the booking process so we are not able to take any conference bookings for the time being. Keep checking back for updates of when this may be able to change.
Outdoor Space events
Events and activities taking place outdoors, on campus are able to go ahead as normal. Please make sure, as before, you complete a risk assessment and open spaces permission form and send through to email@example.com to approve. Once we have approved your application, we will send it onto UEA Open Spaces team to approve and liaise with you directly.
BBQ bookings are being taken, to book a BBQ, you will need to fill in a BBQ events permission form here and sign a pre written BBQ risk assessment which will act as confirmation that you have read through the risk assessment and that you agree to sticking by/implementing the safety measures. Once you’ve done that, send through to firstname.lastname@example.org for us to approve and send onto UEA Open Spaces team to also approve and liaise with you directly.
Campus Kitchen block
Parts of Vista, Blend and Zest will now be available for student groups to hire in the new academic year, out of hours, Monday - Friday up to 9:45pm at a cost of £30 per area including VAT. For more information on this, please contact email@example.com.
Local trips can now take place, however, please be mindful of external rules on things like public transport and external venues and make sure that you abide by these. International student group travel will not currently be approved. Please make sure that you make us aware of your trip and send us a detailed risk assessment and trip form at least a week before your trip to firstname.lastname@example.org. Please also remember to send us through any contracts before signing anything and make yourselves aware of the SU’s finance processes for paying invoices.
We are happy for student groups to start booking things like balls and Christmas parties at external venues. Please remember however to make us aware of this and send us through all contracts before signing anything. You will also need to send us through your risk assessment before your event takes place. You can send these through to email@example.com. Please also make yourselves aware of the SU’s finance processes for paying invoices.
As you can imagine, we are currently receiving a high volume of queries so please be patient with us as we aim to work through these as quickly as possible. Please also allow yourselves plenty of time when organising your events and activities, we would recommend at least 4 weeks for smaller events and 6-8 weeks for larger events.
For any questions, please email firstname.lastname@example.org and we’ll get back to you as soon as we can.