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Holding Events Safely

The Students' Association supports all safe activities and events that you as a society wants to hold provided they are properly risk assessed. Risk Assessments identify hazards so that you can address, mitigate and prevent them, to ensure the smooth running of your event and safety of those attending. The COVID-19 pandemic brings additional risks that must be handled appropriately, as well as additional guidance from the Scottish Government that must be followed.

As a society you are able to hold events as long as they are safe and risk assessed where appropriate. In order to hold an event, you must email or fill out a form. This must be done 2 weeks in advance of the event happening. To simplify things, events have been split into different categories.

For training slides and information, see Manage society.

For accident or incident reporting, use this form.

As members of the University, students are required to follow the Covid Code at all times.

Event Locations

You can hold in-person events in a number of different types of locations. Be aware of the different restrictions for each, as well as information in the societies accessibility guide

Private Residences

Be aware of limits to the number of people allowed in a residence as laid out in your lease. Many flats have accessibility issues, please be aware of this when planning events.

University Property

Events held in University property usually require the space to be booked out. Make sure you have permission to use the space.

Public (Indoors)

Public indoor spaces such as cafes and pubs are an ideal safe space for enjoying food or drink as a society. For large groups you should phone up in advance, as booking may be required.

Public (Outdoors)

Public outdoor spaces may not have access to bins, so make sure you have a plan for collecting litter. For bonfires, wooden pallets should not be used due to the nails that are left behind.

 

Consumption of alcohol (or the possession of open drinks containers) is illegal in public (excluding the beaches)

Main Bar Union Building

Main Bar is open, and we are able to run events in a limited capacity such as Bingo nights or our weekly Pub Quiz.

Email does@st-andrews.ac.uk to plan an event.

External Union Building

Spaces outside the Union including the bike shed and the back field are available for use. There are 21 hearts in the back field to highlight spaces compliant with 2m distancing.

Email does@st-andrews.ac.uk to plan an event.

 

Risk Assessments

Risk assessments are vital to the running of your society, and form an essential part of your affiliation to the Students' Association.

General Risk Assessments

As part of your society's affiliation to the Union, you are required to submit a General Risk Assessment (GRA) each year.

A GRA must include:

  • Details and hazards of weekly events and activities (anything from meetings and rehearsals, to cooking classes and hikes). These are events that you know that your society will hold on a regular basis.
  • Details and hazards of recurring semesterly or annual events e.g. balls or theatrical performances.

Please use the template provided below for your society's General Risk Assessment.

Once your Risk Assessment is complete, please email it to unionra@ .

Blank General Risk Assessment (.docx)

Example of GRA (.docx)

Supplemental Risk Assessments

With the changes to risk assements that are have been brought in this year, you are unlikely to need to submit a Supplemental Risk Assessment like the one below. These cover risk relate to any unusual, extraordinary, or new activity or event.

Blank Supplemental Risk Assessment (.docx)

Example of bonfire SRA (.docx)