Service Portal

Organising events | Events office support

Are you planning on organizing an event or activity? In the overview below you can check all the important information before you are going to organize something. You can also find information and contact details for the Events office, they can help you with organizing your event. 

  • Events Office

    The Events Office staff have years of experience in organizing all kinds of activities and events. We can advise you on 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. We can also help you with license applications for 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 events@utwente.nl. 

    You can visit the Event office in de Vrijhof or call: 053 0489 1717. 

    Are you interested in organizing an activity or event on Campus? Check all the information you need to know before you are going to organize an activity. 

    J.B. van der Kolk BSc (Jasper)
    J.B. van der Kolk BSc (Jasper)
    Event office
    J.C.W. van Straelen (Jelmer)
    J.C.W. van Straelen (Jelmer)
    Event office
  • Rules for house parties

    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.

  • Rules for barbeques

    The Campus & Housing service has made it possible for 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.

    You can send your request to hold a BBQ to: events@utwente.nl.
    A document setting out key considerations and conditions is available to download.

  • Regulations, guidelines and legislation

    The University of Twente internal regulations are available online. More information will follow regarding specific matters relating to events.

    Sample safety plans and emergency plans are also available from the Events Office.

  • Notification of emergency response personnel (BHV) and events

    If you would like to organize an activity outside official opening hours in one of the teaching buildings, the organisers must always notify the Events Office about their activity (webform). 

    HOUSE PARTIES OR PARTIES ON PREMISES OWNED BY EXTERNAL THIRD PARTIES

    The Events office must also be notified of parties on campus in buildings owned by external third parties (such as De Veste), and the organizers must also submit a plan for (larger) events which fall outside the private sphere to the Events Office and University of Twente Security (security-events@utwente.nl). The organizers must also provide this plan to the external third party and take into account any applicable conditions in addition to the university’s conditions. See also the regulations and key considerations for house parties.

    UNIVERSITY EMERGENCY RESPONSE TEAMS (BHV)

    If you would like to organize a party or activity for more than 20 people outside official opening hours, you must ensure that enough qualified University of Twente emergency response personnel is present. See also the BHV regulations

  • BBQ locations

    Location:

    Intended for:

    Request permission from:

    Who should be informed?

    Terrace behind De Horst

    De Horst students/associations and De Horst staff

    Facilities team leader or

    Events Office

    Events Office or

    Facilities team leader and

    BHV notifier >20

    O&O square

    General use by University of Twente students and staff

    Facilities team leader or

    Events Office

    Events Office or

    Facilities team leader and

    BHV notifier >20

    Sports canteen terrace

    General use by University of Twente students and staff, external third parties

    Always via the Sports Canteen Foundation (Stichting Sportkantine)

    BHV notifier >20

    Square near the beach volleyball court

    General use by University of Twente students and staff

    Always via the Sports Canteen Foundation (Stichting Sportkantine)

    BHV notifier >20

    Outdoor swimming pool

     

    Always via the Sports Canteen Foundation (Stichting Sportkantine)

    BHV notifier >20

    Small square near the Fono (opposite the Bastille building)

    General use by University of Twente students and staff

    Events Office
    (Hire a barbeque from the Student Union)

    BHV notifier >20

    Low terrace near the Cubicus building

    The Cubicus building students/associations and Cubicus building staff

    Facilities team leader or

    Events Office (reservation)

    Events Office or

    Facilities team leader and

    BHV notifier >20

    Boerderij Bosch

     

    General use

    Via UT Kring

     

    BHV notifier >20

    Spiegel terrace

    Spiegel residents

    Facilities team leader

    Events Office or

    Facilities team leader and

    BHV notifier >20

  • Materials hire

    Do you want to borrow materials for an event? For instance:
    - Kliko bins
    - Fire extinguishers
    - First-aid kit 

    You can request materials for an event by contacting the Events Office.

    You can also ask the Events Office to hire larger materials for events and conferences. 

  • Permits

    To organize an event or activity on Campus, you must have permission from the Event office. 

    Some events require (event) permits or exemptions from the Municipality of Enschede. To obtain an application form for the Municipality of Enschede and information about the documents that must be submitted with the application form, please visit the Municipality of Enschede website. 

    EVENT PERMIT APPLICATION PROCESS

    When applying for a permit and/or exemption, organizers must always involve the Events Office. The Events Office can give you more information about the application process and time frames. If you are unsure whether you need a permit for an event or activity, contact the Events Office well in advance.

    SO YOU’VE RECEIVED YOUR EVENT PERMIT. WHAT NOW?

    • Make sure you have read the entire permit carefully, and make sure your event meets all the conditions and (extra) safety requirements.
    • During the event, the event permit must be in the possession of:  
      1) the person(s) responsible for carrying out the event 
      2) the Events Office (events@utwente.nl)  
      3) Head of University of Twente Security and university security (via security-events@utwente.nl)

    PERMITS FOR SETTING UP A (PARTY) TENT

    There are safety requirements and regulations associated with erecting a (party) tent on campus grounds. If the tent is larger than 50 m2 and/or there will be more than 50 people in the tent, you must apply for a permit. Plan for an application period of 12 weeks. 
    If you have any questions about this or would like more advice, please contact the staff in the Events Office.

  • Overnight stays

    In connection with certain events, activities or sports matches, it is possible to spend the night in designated locations on campus. One of the options is to sleep in the cabins; in certain situations, you are also allowed to camp on campus. To camp on campus, you always need to obtain permission from the Events Office, and in certain cases you will also need a permit. See also the conditions and security requirements for camping on campus. 

    CAMPING GUIDELINES

    • If fewer than 50 people are camping, you must apply to the Municipality of Enschede. The Events Office submits these applications. Plan for an application period of 2 working weeks.
    • If more than 50 people will be camping, you must apply through the Events Office for a fire safety ordinance. Plan for an application period of 9 weeks.

    Overnight stay options (hotels etc)

    Overnight stays
  • Promotional activities

    HOW CAN YOU REQUEST A PROMOTIONAL ACTIVITY?

    • All requests for promotional activities on campus, for instance at O&O square, go through the Events Office (events@utwente.nl).
    • Provide the following information in the email: the date, the time, preferred location, description and objective of the activity, contact name, telephone number, invoice address or OFI. Or use the request slip. 
    • Activities at which food or drinks must be distributed need to obtain explicit permission.
    • If Facilities Services, the site maintenance department or external third parties require certain actions to be taken, this must be made clear to the Events Office beforehand. Any associated costs are the responsibility of the activity organizers. These may include electricity, running water, etc.
    • The organizers are responsible for leaving the location as they found it. Costs for repair work, damages or clearing up litter will be charged to the organizers.
    • All safety measures and instructions from the Events Office or Facilities team leader must be taken into consideration.
    • If you have any questions and/or comments during the activity, please contact the Service Desks of the adjoining buildings.
  • Insurance

    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.

  • Who can I approach if I have questions or to get support?

    Our reservations page contains an overview of people you can contact to help you to reserve locations, overnight accommodation and catering.  

    For advice, support, permits and regulations, etc., please contact the University of Twente Events Office. The Booking Office can assist with reservation of locations, overnight accomodation. The Catering team can assist with catering orders.

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