As an event organiser you are responsible for ensuring that your events are going to be safe for all attendees and the event does not impact negatively on other users of the building.
We recommend you undertake a risk assessment for every event you hold at the School to help you achieve this.
- Contact the Directorate (firstname.lastname@example.org) at least 15 working days before the proposed visit of any of the following:
- Current or former Heads of State
- Current or Former Heads of Government (such as Prime Ministers)
- Current UK Government Ministers ( including the First Ministers of Scotland and Wales)
- Any high-profile political figure whose presence on campus can be expected to arouse strong feelings and responses among the LSE community or the public
This will enable the relevant staff in the Directorate, LSE Security, Communications Division and the events “risk spotters” network to be informed.
- Have a look at the LSE Health and Safety website and Room Booking Policy section for policies and guidance on your responsibilities as Event Organiser.
- Keep fire exit routes clear at all times, no obstructions (including tables and chairs) are permitted inside the doors to the venue, nor in the corridors immediately outside the venue. You should also tape down any cables which are across access routes.
- If events take place outside normal office hours then check your usual routes out of buildings are accessible. LSE Security can advise if usual routes between buildings are closed out of office hours.
- Appoint stewards to help guide attendees to your event and prevent your venue from being overcrowded. You should have 1 steward per fire exit in the venue so they can assist with evacuation in an emergency. Stewards can also be booked to work through Events.
- Check the evacuation meeting point for the building in advance so you can inform the attendees at the start of your event.
- Direct visitors to AccessAble for detailed information on accessibility across the LSE Campus.
- Check the location of the nearest toilets, water fountains and fire exits so you can inform attendees.
- Contact the reception of access controlled buildings the day before your event to make arrangements for external visitors; 32 Lincolns Inn Fields; Lse.32l.Reception@lse.ac.uk, New Academic Building; Lse.Nab.Reception@lse.ac.uk, Pankhurst House, Fawcett House and Pethick-Lawrence House; email@example.com. The Old Building is also access controlled at the weekends so please speak to the reception staff in advance for weekend access.
- Do contact LSE Security if you have any VIP guests who come with their own security details to discuss arrangements. Or if you have any security concerns about the topic, speakers or any other aspect of your event.
- Do inform LSE Press Office if there is likely to be press interest in your speaker or event. Or if you have any concerns in respect of the Code of Practice on Free Speech.
- Please inform Room Bookings if any details of your event change.
- Do not bring any electrical equipment such as amplification and sound systems, lighting rigs, electric heaters into School premises. The only equipment that can be used, is that which is already present in the venue or provided by LSE IMT.
- The LSE has a fire risk assessment for LSE buildings covering normal day to day use of the building. Flames (including candles, tea lights, pyrotechnics) and special effects (such as smoke, dry ice) are not covered by this assessment and are not allowed to be used under any circumstances.
- Bringing extra chairs into a room exceeds the maximum capacity and is not permitted. We recommend ticketing events if you are concerned about capacity to control attendance.
- Bring in your own catering to licensed venues, please check the Informal Hospitality Policy from LSE Catering for guidance.