Event guidance and resources

This toolkit has been designed to assist staff within the University to organise their own events; including lectures that are open for the public to attend and public engagement activities.

Students/student societies wishing to book rooms should apply to do so via the student society room request system.  

Things to consider

When organising events that are open to the public, it is also extremely important to choose an easy-to-find location, which is wheelchair accessible; AV equipment must be used and the loop system has to be on; and a duty manager should be present with an appropriate host to open/close the event.  Further documentation to assist in organising events is available.

‌What role does the Events team have?

The Events team provides an important link between the University and students, staff, alumni and the wider public. Our activities include graduations, VIP visits, building openings, strategic and public events which attract people from the city and beyond. 

The Events team are happy to offer advice on the organisation of public lectures, formal or ceremonial events, hospitality events and matters of protocol for receiving important visitors.

How can we help?

The Events team manage hundreds of events a year and hundreds more events take place across the university; some of them very high profile. We, unfortunately, are not able to support all events that take place across the university.

The Events team will evaluate the scale of support they can provide to your event on a case-by-case basis, considering whether we have the resource to do so.

Funding for public events is available through endowed lectures. Please, do get in touch if you are interested in using any of these funds to support your event.

Generally speaking, we cannot offer support for:

Events Forum

We run a bi-annual events forum for those that organise events across the University, to come together to share best practice, resources and tackle common challenges.

We also have a Yammer group and Sharepoint site for shared resources. If you would like to be added to the events forum list, please contact Laura Pugh via email laura.pugh@bristol.ac.uk.

Venues and events

Venues and Events provide support for conferences, meetings, weddings and private functions for both internal and external clients.

Public engagement team

The Public Engagement team supports and promotes engagement beyond academia at the University of Bristol. They offer the following:

Toolkit contents

  1. Event Checklist (Office document, 53kB)
  2.  Briefing template (Office document, 37kB)
  3. The following consent forms and warning notices for photography, video and testimonials: a) Consent forms link b) General consent form (July 2019) (PDF, 124kB) c) Location warning notice (generic) (PDF, 463kB) d) Location warning notice (photography) (PDF, 536kB)
  4. Promoting Your Event (Office document, 45kB)
  5. Evaluation (Office document, 116kB)
  6. Print services submission
  7. Risk assessment template (Office document, 40kB)
  8.  Disability guidance for events (Office document, 88kB)
  9.  Fire safety guidance for events organisers (Office document, 27kB)


Events team public-events@bristol.ac.uk
Venues and Events conference-office@bristol.ac.uk
Media team public-relations@bristol.ac.uk
Public Engagement team cpe-info@bristol.ac.uk
Room booking room-bookings@bristol.ac.uk


Porters/Estates Assistants m.s.davies@bristol.ac.uk
Cleaners tawanda.chibaya@bristol.ac.uk
Learning Facilities Management lfm-help@bristol.ac.uk
Events listings public-events@bristol.ac.uk
Social media socialmedia-group@sympa.bristol.ac.uk
Staff bulletin internal-comms@bristol.ac.uk
Student bulletin student-comms@bristol.ac.uk
Print Services print-services@bristol.ac.uk

This is a working document; your feedback can make sure it is helpful and relevant. Is there something we haven’t answered? Please send any comments to public-events@bristol.ac.uk.