There is a lot to consider when organizing an activity or event such as location, catering and advertising, and arranging permits, cleaning services, security and other laws and regulations. Below is an overview of what you need to think about when you organize something on campus.
Given certain conditions, agreements and security measures, including the provision of an event plan and safety plan, students are allowed to organize house parties on campus. Permission must be obtained in advance from relevant departments including the housing corporation and the Events Office. If you would like to organize a house party, contact the staff in the Events Office well in advance, around 3 months beforehand. A document setting out key considerations and conditions is available to download.
The Campus & Housing service has made it possible to students and staff to hold BBQs at several locations on the University of Twente campus. University of Twente students and staff may, upon request and subject to certain conditions and safety measures, use these locations. All other areas are not official BBQ areas and may never be used for BBQs without the express permission of the Events Office and/or a Facilities team leader. There are no extra rules governing the reservation of a BBQ area during the Kick In or in the weekend of the Batavieren race. You can send your request to hold a BBQ to: email@example.com. A document setting out key considerations and conditions is available to download.
In most cases, you must submit a notification of an event using the event notifier application. Visit the separate page about notification of BHV and events for more information.
Do you want to borrow Kliko bins, fire extinguishers, a first-aid kit or paper pickers during an activity or event? Requests to hire small event materials go through the Events Office. Email firstname.lastname@example.org and ask about the possibilities. You can also approach the Events Office to hire larger materials for events and conferences. We work with long-term partners and suppliers who are familiar with the University of Twente. Please contact the Events Office for more information.
There is a lot to think about when organizing an event. The first step is setting a date and arranging a location. Permission must always be obtained from the Events Office for all events and most activities on campus. Some events require (event) permits or exemptions from the Municipality of Enschede. The Events Office can advise you about whether you need any permits and apply for permits on your behalf. Visit the separate page about permits for more information.
When organizing an event, you also need to consider any risks and insurance. If you would like customized advice about insuring your event, contact the Events Office.
The University of Twente internal regulations are available online. More information will follow regarding specific matters relating to events.
Safety is important at the University of Twente. To limit all risks as much as possible, the Events Office must always be notified of all large and small events by way of an email to email@example.com. The Events Office staff have years of experience in organizing all kinds of activities and events. We can advise you on all kinds of safety measures that you, the organizer, need to consider. We can (help you) obtain the necessary permits, and when large events are organized we are in direct contact with the fire service and police. Sample safety plans and emergency plans are also available from the Events Office.
- Alcohol policy protocol
- University of Twente Security procedures relating to events (information still to come)
- Fire safety at parties (intranet)
- Harmful noise guidelines
- Rules relating to drones and model aeroplanes
- Safety region: information for event organizers
- Medical professionals and Guidelines relating to hygiene at events
- University of Twente labour regulations and environmental regulations
Our reservations page contains an overview of people you can contact to help you to reserve locations, overnight accommodation and catering. This page also identifies third parties, such as the CongresAssociate Twente, which can take some of the work off your hands. For advice, support, permits and regulations, etc., please contact the University of Twente Events Office.