Organising an activity or event safely and responsibly?
To that end, we have prepared this toolbox for event organisers based on our event guidelines. Use the roadmap below and go through all points of the organisational process. Together, we will ensure that all (legal) obligations are met.
Make sure you have enough time to implement everything and, for large events, enough time to get the necessary permits! Also, for small events, not all items will be relevant. If in doubt, contact the Events Office and discuss which parts you can skip.
The roadmap
- 1. Location, permission and permits
- Request a location
Through the Booking Office, you can request a room or venue for your activity or event. You can find the reservation webforms, also for sports facilities, below.
Are you a member of a UT sports or cultural association and would you like to request accommodation for your association? Then contact the Sports Centre or Vrijhof Culture respectively.
Availability depends on a number of factors, including the educational programme for lecture halls, sports and culture programme for the sports and culture facilities and such.
- Check availability
• Check TimeEdit for the teaching schedule.
• Check the Reservations Calendar for other accommodation.
• Also check in the events overview if there are other (major) events taking place that might clash with your plansPlease note: A reservation is not final until you have completed your request at the Booking Office. You cannot therefore derive any rights from the above availability overviews.
- Permission to use the campus grounds
If you want to use a room or venue for your activity or event you can request a location using these webforms. Once the booking is granted and confirmed you are permitted to use the location for your activity.
If you want to use the outdoor areas, permission is handled by the Events Office. Every organisation is required to contact the Events Office to initiate this booking procedure. You can find the contact information below.
- Event permits - Municipality of Enschede
The organisation of events on the university campus is subject to the local legislation of the municipality of Enschede. This is laid down in the General Local Bye-Law (APV) of the municipality of Enschede.
More information on this topic on the Enschede municipality's website.
The Events Office must be involved in all event permits for UT or on the campus grounds. They can also assist or give advice in completing the application and procedure with the municipality.
Note: The event permit process takes 12 weeks, make sure to apply in time!
- Noise exemptions
A (limited) number of times a year, events at the university are allowed to deviate from the applicable noise restrictions (no sound may be heard outside of the campus). This is subject to strict conditions included in the university's environmental permit.
Existing major UT events can count on the required noise exemption. These include the Kick-In and the BATA festival. For other applications, it will be decided per event whether or not an exemption will be made available. The practical organisation of this distribution/procedure is taken care of by the Events Office. The director of CFM ultimately decides whether or not an exemption will be made available.
- 2. Safety
- Introduction
Safety around events covers a wide range of aspects. These include topics such as public order, structural safety, fire safety, crowd management, medical safety and much more.
Our starting point is the common safety framework, which combines knowledge, regulations, standards and experience: 'Het Nederlands Handboek Evenementen Veiligheid 1.0' (Stichting Evenementenhandboek, 2019).
For large events, we also use the Veldnorm Evenementenzorg (Veldnorm Evenementenzorg, 2019) for guidelines on good medical care for events.
- House rules
The University of Twente campus is a private area accessible to the public where normal (traffic) rules apply. The established house rules also apply to everyone on the campus.
- Risk analysis and security
The organiser of an event is responsible for good and orderly conduct and takes preventive and management measures to avoid incidents and crises. Nevertheless, despite careful preparation, a crisis may occur. In that case, the organisation must act quickly and flexibly.
Prior to the event, possible scenarios and safety risks should be analysed. It is essential to record what actions, information and measures are needed in the event of an incident or crisis. This requires immediate and effective action by the organiser. To a certain extent, the organiser can control a crisis with its own measures.
The size of the event determines the extent to which an event plan or safety plan is needed to provide insight into preparing for unexpected situations. In cooperation with the Events Office, a risk assessment is made. This will determine whether a safety plan, evacuation plan, incident scenario or communication plan is necessary. This may also lead to the deployment of an event care organisation, such as first aid or the Red Cross.
- Basic first aid (BHV)
Since 1 January 2018, the term ‘basic emergency response’ has been introduced for events. It refers to a series of activities to be carried out after an incident until professional emergency services take over. However, basic emergency response is not based on the relationship between employer and employee, but on the relationship between organiser and crowd.
Registration and risk assessment
- When you register your event, you specify how many visitors you expect.
- Based on this, the Events Office determines the risks and the minimum number of ERO (Emergency Response Officer - BHV).
- If you later expect this number to change, please notify the Events Office immediately.
Event Permit and Event Care
- If your event needs a permit, the municipality may require you to hire an official first aid organisation (e.g. a Dutch first aid association or the Red Cross).
- In that case, the rules of the "Veldnorm Evenementenzorg"apply.
- The ERO may then only perform additional tasks, such as supervising evacuations.
Responsibility of the Organiser
- As the organiser, you are responsible for arranging qualified staff or engaging an event care organisation.
More info on our ERO staff for activities:
• Company emergency service (BHV)
• BHV (Emergeny response teams)
• Student BHVSee also frequently asked questions under additional information.
- Food safety
If food is prepared, distributed or sold at an event, it must be done in a food-safe manner. The event organiser is responsible for this safety. To guarantee safety, the European Union has drawn up hygiene regulations for the food industry. In the Netherlands, the Commodities Act (Warenwet) applies.
By using the services of the contract partner catering, food safety is guaranteed. The contract partner meets all legal requirements for processing, distributing or selling foodstuffs.
Handing out or selling self-prepared food at events is not allowed. Handing out/selling self-prepared food made at home is not allowed.
An exception is made for specific events (such as a team barbecue) under certain conditions. For these conditions, please contact the Events Office.
- 3. Health and audience protection
- Introduction
As part of the healthy campus, we focus on a number of important issues such as the use of alcohol and drugs, banning smoking and protecting our and our visitors' hearing.
Alcohol and drugs
Drug use is not allowed on campus. Consumption of alcoholic beverages is only allowed in designated catering locations on campus or during activities organised by student associations; specific alcohol guidelines apply to the latter. This is regulated in article 1.2 of the house rules.
- Responsible alcohol consumption
In April 2021, the Executive Board adopted the Responsible Alcohol Consumption Policy for the university. This contains guidelines and advice on how to handle the sale and consumption of alcohol on campus. As a university, we want to embody a safe, social and healthy campus. This includes responsible consumption of alcohol.
Event organisers should comply with the law -as set out in the Alcohol Act- and the university alcohol policy and consider the following to contribute to a healthy campus:
* Prohibit sale or consumption of alcohol before 3.30pm;
* Provide sufficient non-alcoholic alternatives;
* Avoid using large glasses or cups (400/500cc), jugs, kegs, volume discounts, etc.;
* Consider serving ‘light’ beer (<3.5%);
* Avoid alcoholic drinking games;
* Provide free (tap) water.Responsible alcohol consumption applies to every event. For large events, it is mandatory to include a chapter in the event plan on how to deal with the (responsible) consumption and sale of alcohol. - Non smoking policy
The entire UT Campus is smoke-free, with the exception of the residential areas. A number of student residences (Sky and Box) are located in the smoke-free zone. The smoking ban does not apply to these buildings, but the area around them is a smoke-free zone. The building management, however, may have its own house rules regarding smoking in the buildings.
The University's Smoking Policy applies to all activities and events within the scope of this event policy. The event guidelines do not affect the smoking policy. - Hearing protection
As an event organiser, you must take into account the hearing protection aspects for yourself, your staff and volunteers, as well as visitors, and take measures if necessary. For staff and volunteers, it is mandatory to offer hearing protection free of charge when the noise level is above the safety standard. For visitors, consider giving away or offering earplugs for sale.
Hearing protectionVisit ILoveMyEarsThe health and safety standard for hearing protection is 80 decibels. Above this value, the employer must offer hearing protection according to the Occupational Health and Safety Act. The leisure standard is 88 decibels. At outdoor music events, the volume is usually between 90 and 100 decibels. In a festival tent or concert hall, it is between 95 and 103 decibels. - General Data Protection Regulation (GDPR / AVG)
When creating an event plan, do not include personal details of staff and/or students. Instead, describe roles in the documents and add the names and contact details separately in a (time-limited) appendix. This allows easy deletion of personal data without losing the content of the plan.
Names and UT phone numbers of employees should only be used for the purpose for which they are mentioned in the event plan and these details should not be disseminated or used for other purposes.
When organising events, also consider the GDPR (AVG) rules on these topics:
* Personal data on (conference) badges;
* Taking photos and filming at your event (making an aftermovie, posting photos on your website).
- 4. Inclusion and diversity, social safety and accessibility
- Introduction
Truly inclusive initiatives start at the source. Make sure your team consists of people with different backgrounds, experiences and ideas. This ensures that you consider perspectives that may not be immediately obvious. If you are unable to achieve sufficient diversity within your team, make sure you draw on the expertise and experiences of individuals who possess them, whether they come from inside or outside our university.
A diverse team ensures 30% less risk in execution and leads to 20% more innovative input, according to a 2018 Deloitte Review. This gives you new insights you didn't have before and inclusion doesn't feel like a must but is the powerful foundation for a good event. There may be situations where you cannot meet specific accessibility or inclusion needs and/or measures, but by identifying these, you can make an informed decision and be transparent in communicating with visitors/interested parties.
At our university, everything should be inclusive and always feel safe for everyone.
Diversity, Equity and InclusionDE&I - Social safety - transgressive behaviour
Addressing transgressive behaviour at an event requires a proactive and comprehensive approach to ensure the safety and well-being of all attendees. Here are some suggested strategies for dealing with such behaviour as an event organiser:
* Create a clear and inclusive code of conduct;
* Provide visible security throughout the event venue;
* Implement clear reporting mechanisms for participants to report incidents of transgressive behaviour;
* Act immediately on reports of transgressive behaviour;
* Provide comprehensive training to event staff and security personnel on dealing with transgressive behaviour;
* Promote awareness of expected behaviour and consequences of violations through event announcements, signage and digital platforms;
* Offer support services for those experiencing transgressive behaviour, such as dedicated spaces for individuals to seek help or access to trained counsellors;
* Document incidents and contact moments to evaluate the event and improve future editions of events.By implementing these strategies, event organisers can promote a safe and inclusive environment, demonstrate their commitment to addressing transgressive behaviour and prioritise the well-being of all attendees.
See also frequently asked questions under additional information.
- Accessibility
As an event organiser, you want to welcome as many people from your intended target audience as possible. To do this, everyone needs to feel welcome and equal. People with disabilities need a number of facilities that enable them to experience an event as independently as possible. For example, people with disabilities (physical and/or sensory) may need extra facilities to experience an event to the fullest. It is not always about independence, but this helps to experience an event to the fullest and makes everyone feel welcome and equal at any event.
The ‘Festivals and Events Theme Network’ has worked with various (experience) experts with different disabilities and organisers to map accessibility needs and opportunities. The roadmap thus outlines a basis for accessibility.
The roadmap describes various accessibility features and takes into account the organisational challenges of all production phases of an event. This includes visitors with physical, sensory, mental and/or intellectual disabilities and/or people with chronic illnesses.
Consult the roadmap for each event production. In addition, it is highly recommended to have all accessibility measures assessed in good time by the DE&I team. They can advise you on what is needed in terms of accessibility for people with disabilities and related safety.
See also frequently asked questions under additional information.
- 5. Sustainability
- Introduction
Large and small events are an important part of campus life. While organisers want their events to have an impact on their participants, the goal is to do so with as little environmental impact as possible. Therefore, the UT is working to achieve carbon-neutral events, circular events and conferences by reducing waste, switching to food options with low environmental impact and other sustainability criteria.
- Sustainable events
* The UT will initially focus on achieving plastic-free events (in accordance with the UT Sustainable Events Policy) and work towards carbon-neutral, zero-waste and circular events, with 'reusable' items being the norm.
* Campus events organised by internal and external parties will report and continually improve their sustainability performance, including but not limited to monitoring the impact of energy, waste, water and food and drink in accordance with the UT Sustainable Events Guidelines.
* A number of targets have been set for the coming years, which can be found in the Sustainable Events Plan.
* A Sustainable Events Guide is available to help achieve these goals.Sustainable eventsVisit the website - Green Hub Twente - Guidelines for sustainable events
To reduce the ecological footprint in Twente, the Green Hub has developed a handy tool to help events become more sustainable: the ‘Green Certificate’.
The Green Certificate helps analyse how sustainable your event is using a special questionnaire. The focus topics are Communication, Catering, Energy & Transport footprint and Materials & Waste. The checklist can also be used in the early stages of event design to get inspiration and create an itinerary.
Green Hub TwenteVisit the website
- 6. Finance and insurance
- Introduction
UT does not have a general event fund or grant plan. Organisers are responsible for financing the event themselves, with or without the support of sponsors. However, there are several funds at the university that may be able to contribute to the financial realisation.
- Universiteitsfonds
- Student Union (SU) grants
- Apollo - Culture & Arts - Subsidies & Financial support
- Sustainable Events Initiatives Fund (SEE Programme)
- Municipality of Enschede Event subsidy for students
- Event insurance
UT does not offer event insurance. Like the responsibility for funding the event, the responsibility for whether or not to choose insurance lies with the organiser.
- Liability insurance
Third-party insurance covers all damages caused by UT employees, students, trainees, temporary workers, guest lecturers, etc. to themselves or others while performing work on behalf of the UT.
- 7. Contract partners and suppliers
- Introduction
The university has outsourced some of its work to contract partners. Both internal organisations and external organisations must abide by these contracts. This applies to all organisers (internal and external) who use buildings or grounds on the university campus for their activities and/or events. We have contract partners in the areas of hospitality/catering, cleaning, terrain maintenance and security. For catering inquiries see the link below, for more information about the other partners in relation to your event contact the Events Office.
- Catering / hospitality: Appèl
- Cleaning
- Preferred suppliers
For your event materials, contact our preferred suppliers. For an overview, see the frequently asked questions under additional information or contact the Events Office.
- 8. Contact and Communication on events
- Introduction
To ensure that an activity is known to the responsible building managers and security, it is mandatory to notify the activity as soon as permission is arranged and obligations (legal or otherwise) are met.
Register an activityRegisterRegistering your activity is mandatory when you have more than 20 participants or when it takes place outside office hours. - Contact with Events and the Booking Office
Contacting the Events Office or the Booking Office can be done in various ways. To handle requests as efficiently as possible, there are three possible forms of contact.
1. The first (preferred) method is to fill in the available web forms (see below). the Events Office and the Booking Office share request forms on the service portal to collect the relevant data for processing the request. Failure to complete these forms in full may result in the delay of the application.
2. The second method is contacting the Booking Office or the Events Office by mail and is mostly used when the webform is not applicable for your event or in case you have questions.
3. The third method is by contacting the Booking Office or the Events Office by phone. This is often the next step when the application cannot be properly processed through the web forms. Due to limited availability (opening hours, working hours and staff availability), contact may not be possible immediately.
4. The fourth method is personal contact with an event coordinator via an appointment. Especially for larger events, this is a logical step after making contact via the first two methods. If the application is complex (this may be due to safety, visitor numbers, increased risks, etc.), this is a mandatory step.
- Communication channels / Promotional options on campus
An overview of event promotion options is available on the service portal. This lists the ways and channels to use the narrowcasting screens in the buildings and LED screens on campus. It also describes how to submit news for the student and staff news channels.
Read the options, procedures and rules available on our service portal.
- Use of poster columns
Indiscriminate pasting of posters and other displays on campus is prohibited. Posters and flyers may be pasted only on the 20 poster columns placed for this purpose.
- Informing UT citizens and local residents
A list of events and event calendars is available for campus residents, students and staff with information on upcoming events. These may cause some inconvenience such as noise production, road closures and other inconveniences.
Local residents will also be kept informed by mail.
Not sure what to do, have questions, or is this your first major event? If so, please contact the Events Office and together we can work out which steps are relevant to your event and at what stage of the organisation you should take them.
Even if you are organising a (large) event on a regular basis, it is a good idea to contact the Events Office in good time to discuss the timing of your event and developments in the field of events at the UT.
Information for external event organisers looking to use the campus grounds
We distinguish between events organised by (1) internal (UT) organisations and (2) external organisations with or without a relationship with UT.
External event organisers using (or planning to use) the university's buildings and/or event grounds are bound by the guidelines as mentioned above. In addition, there are a number of additional concerns and conditions for external organisations.
- Permission to use the campus grounds
Use of the campus grounds should always be preceded by a request for permission. The Director CFM and/or the Executive Board may decide to grant permission for external events on the campus grounds, weighing up the following criteria:
- There is a relationship with higher education and/or scientific research;
- There is a local, regional or national social interest;
- The event is open to students and staff of the university;
- The event meets the university's sustainability objectives;
- The event is in line with a healthy, safe and inclusive campus mentality;
- Risks are limited, including to UT's reputation;
- The event must not incur any costs for the university. These costs include:
* Cleaning and restoration of the premises including working hours of the employees involved;
* Working hours of the Event Officers and other CFM staff. This includes preparation time, supervision during the event and time required after the event; - Expected nuisance/nuisance is limited or well justifiable and necessary legal exemptions have been granted.
The Events Office will advise the director CFM and/or the Executive Board on this. Additional advice may be sought from other experts at the university, such as the security officers, the Marketing & Communications department or the legal department.
Permission for an event from an external organisation (and its added value to UT) is weighed up and decided on a per event basis. Rejection of an application can be given without giving reasons.
If permission is granted and the event site on campus is used by an external organiser of the event, a usage agreement will be drawn up setting out the rights and obligations of both parties. All resulting costs shall be charged to the organiser.
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- Conditions for external organisations
- Comply with zoning requirements, or deviate from them
According to the zoning plan, events on campus must be UT-related, i.e. have a relationship with education and scientific research. External events may not meet that requirement.
Deviations from the zoning plan and the environmental permit required for them are limited and at the university's expense. The costs, consisting of the municipal fees plus the application and handling costs incurred by CFM, may be charged pro rata to the organiser through the rental fee.
- Rules and regulations UT - Campus Security Department
Event organisers must comply with UT's rules and regulations in coordination with the campus security department (Campus Security). The Events Office can connect the organiser with Campus Security after permission to use the premises has been granted.
The organiser is obliged to coordinate all security aspects of the event with Campus Security in advance and implement Campus Security's comments in the execution of the event.
- Smoking ban on campus - Smoke-free zone
Part of the UT rules and regulations is the adopted non-smoking policy. The university is obliged to comply with the smoking ban in accordance with Section 10 of the Tobacco and Tobacco Products Act (Tabaks- en rookwarenwet), and this obligation also remains in force the moment the premises or grounds are granted in use to external organisations.
External organisations must display the smoking ban on their website, at ticket sales and at the entrance to the event site. The organisation must not condone smoking and there must be clear enforcement during the event. The smoking ban applies at all times, including during the build-up and breakdown of the event.
Should a fine be imposed by the Food and Consumer Product Safety Authority (Voedsel en Warenautoriteit) during the duration of the event, the university will report this to the relevant organisation. The organisation will be responsible for paying the fine and any other damage suffered.
- Contractpartners UT
The university has outsourced some of its work to contract partners. Both internal organisations and external organisations have to abide by these contracts. This therefore also applies to external event organisers who use buildings or grounds on the university campus for their events.
Event organisers must use the services of our contract partners unless there are reasons to deviate from this. That decision always involves the contracted party (through the Events Office).
- Sustainability efforts and reports
External organisations must commit to the university's sustainability objectives. This means they must act in line with the university's objectives. They are also required to report on the measures taken by the organisation in this area and their results. (See also the roadmap under step 5. Sustainability.)
- Political and religious events
UT does not wish to express political or religious beliefs, but does not shy away from debate. Closed meetings of external political or religious groups are in principle not facilitated.
Internal events with a political or religious theme are allowed. For example, it is not unusual to go deeper into the different political positions of political parties around elections.
Additional Information
- Other regulations, guidelines and legislation
- General campus rules and regulations
- Responsible alcohol consumption policy
- Harmful noise guidelines
- Rules relating to drones and model aeroplanes
- Veiligheidsregio Twente
Regional security information for event organizers (in Dutch) - GHOR Twente
Medical guidelines and guidelines relating to hygiene at events (in Dutch)
- Event guidelines
At the University of Twente we have event guidelines, this toolbox is based on those guidelines. The document is available upon request.
- Frequently Asked Questions (FAQ)
- Where can I book a room or venue?
At the Booking Office, this can be done via this web form. If you can't find it there, you can also call (053 - 489) 1010 during office hours.
This answers my question.Thank you for your feedback - I need to arrange Emergency Response Officers (ERO / BHV), how do I do it?
Outside building opening hours (or when you expect more than 20 people at your activity), as organiser you are responsible for sufficient ERO (BHV) deployment.
You can do this for instance by asking colleagues from the in-house emergency response team of your department or faculty to be present at the activity. You can also contact the study association of your faculty or building. In the form for reporting meetings/activities, you must then provide the details.
Unfortunately, it is no longer possible for the Booking Office to employ students for ERO (BHV) outside opening hours. As is known, student jobs are no longer authorised.
This answers my question.Thank you for your feedback - How do we notify the UT that we are organising an event?
If you want to organize an activity with more than 20 participants or outside official opening hours in one of the buildings or on campus grounds, the organisers must always register the activity using the webform and thus notify the Events Office about their activity.
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.
This answers my question.Thank you for your feedback - Do I need an event permit and how to apply?
To organize an event or activity on Campus, you must have permission from the Events Office.
Some events require (event) permits or exemptions from the Municipality of Enschede. To obtain an application form and information about the documents that must be submitted with the application form, please visit the Municipality of Enschede website (in Dutch). For further questions, please contact the Events Office.
If in doubt, always contact the Events Office and together with the event manager you will discuss the possible criteria and, if necessary, the event manager will guide you through the application process.
Note!Applying for a permit takes quite some time, with the whole process taking at least 12 weeks. If you want to organise a big event that may require you to apply for a permit or make a notification, be prepared early enough.
EVENT PERMIT APPLICATION PROCESS
When applying for a permit, organizers must always involve the Events Office. The Events Office can give you more information about the application process and time frame. If you are unsure whether you need a permit for an event or activity, contact the Events Office well in advance.
The current time frame for the process of a permit application is a minimum of 14 weeks.
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 TENT
There are safety requirements and regulations associated with erecting a 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 from the Municipality of Enschede. Plan for an application period of 14 weeks.
If you have any questions about this or would like more advice, please contact the Events Office.This answers my question.Thank you for your feedback - How do I prevent inappropriate behaviour at my event?
Addressing transgressive behaviour at an event requires a proactive and comprehensive approach to ensure the safety and well-being of all attendees. Here are some suggested strategies for dealing with such behaviour as an event organiser:
- Create a clear and inclusive code of conduct that explicitly describes acceptable behaviour and the consequences of violations. Make this code easily accessible to all attendees, both before and during the event.
- Provide visible security throughout the event venue. This presence can deter potential violators and give attendees a sense of security.
- Implement clear reporting mechanisms for attendees to report incidents of transgressive behaviour. These could include dedicated reporting booths, anonymous reporting channels or designated staff who can be contacted for assistance.
- Act immediately on reports of cross-border behaviour. Investigate and deal with each report promptly and impartially. Take appropriate action based on the severity of the incident, including warnings, removing the person from the event or involving law enforcement if necessary.
- Provide comprehensive training to event staff and security personnel on dealing with transgressive behaviour. This should include de-escalation techniques, conflict resolution and sensitivity training to ensure a respectful and inclusive environment for all attendees.
- Promote awareness of expected behaviour and consequences of violations through event announcements, signage and digital platforms. Encourage attendees to be vigilant and report any behaviour of concern they witness.
- Offer support services for those experiencing transgressive behaviour, such as dedicated spaces for individuals to seek help or access to trained counsellors. Make sure these services are widely known and easily accessible.
- Document incidents and contact moments to evaluate the event and improve future editions of events.
By implementing these strategies, event organisers can promote a safe and inclusive environment, demonstrate their commitment to addressing transgressive behaviour and prioritise the well-being of all attendees.
This answers my question.Thank you for your feedback - How do I make my event accessible?
As an event organiser, you want to welcome as many people from your intended target audience as possible. To do this, everyone needs to feel welcome and equal. People with disabilities need a number of facilities that enable them to experience an event as independently as possible. For example, people with disabilities (physical and/or sensory) may need extra facilities to experience an event to the fullest. It is not always about independence, but this helps to experience an event to the fullest and makes everyone feel welcome and equal at any event.
Different accessibility needs, require different measures; There is no one-size-fits-all approach or comprehensive checklist for making events accessible, as events have their own signature features. Each event has its own size, target audience, audience movement, safety risks and accessibility that moves with it. For example, consider a viewing platform, although not every visitor needs a place on the viewing platform (also called a wheelchair platform). Provide good information about accessibility measures and routing in your event communications such as invitations and websites.
The ‘Themanetwerk Festivals en Evenementen’ has mapped accessibility needs and opportunities together with several (experience) experts with different disabilities and organisers. The roadmap thus outlines a basis for accessibility.
The roadmap consists of five chapters:
- Accessibility agreements at festivals
- Communication on accessibility
- Festival production
- Festival site
- Festival experience
The roadmap describes various accessibility features and takes into account the organisational challenges of all production phases of an event. This includes visitors with physical, sensory, mental and/or intellectual disabilities and/or people with chronic illnesses.
For each event production, consult the roadmap. In addition, it is highly recommended to have all accessibility measures assessed in good time by the DE&I team. They can advise you on what is needed in terms of accessibility for people with disabilities and related safety.
This answers my question.Thank you for your feedback - Are there any funds or grants available for my event?
There are a number of options available for a fiancial contribution to your event. For these, see the roadmap above under ‘Finance and insurance’.
This answers my question.Thank you for your feedback - Where can I rent/lend equipment for my event?
Do you want to borrow small materials for an event? Such as fire extuingisers, garbage bins, pickers and bag holders, brooms, shovels, first aid kits or parking vests.
You can request these small materials for an event by filling out this form.
For extra event materials, you can contact our preferred suppliers. We have positive experiences with these suppliers.
Subject
Preferred supplier(s)
General event supplies
Light and Sound
Fidato (contractpartner)
Decilux / Total ImageTent construction
Event materials (furniture, crockery, etc.)
Waste disposal
Renewi (contractpartner)
Contractmanager for the UTCrush barriers and barriers
You can also ask the Events Office for references to hire larger materials for events and conferences.
This answers my question.Thank you for your feedback - I want to organise a barbecue, how do I proceed?
The University of Twente has made it possible for students and staff to hold barbecues at several locations on 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 barbecue areas and may never be used for barbecues without the express permission of the Events Office and/or a Facilities team leader.
You can submit your request to hold a barbecue here. For sports centre locations use this form.
A document setting out key considerations and conditions is available to download.
This answers my question.Thank you for your feedback - What are the designated barbecue locations?
Designated barbecue locations on campus are:
Location
Intended for
Request permission from
Who should be informed?
Terrace behind De Horst
Horst students/associations and Horst staff
Events Office
O&O square
General use by University of Twente students and staff
Events Office
Sports canteen terrace
General use by University of Twente students and staff, external third parties
Sports Canteen Foundation (Stichting Sportkantine)
Square near the beach volleyball court
Only when also using the beach volleyball court
Sports Centre
Outdoor swimming pool
Sports Centre
Small square near the Fono (opposite the Bastille building)
Not in use due to construction works
Low terrace near the Cubicus building
Cubicus building students/associations and Cubicus building staff
Not in use after september 2024 due to construction works.
Events Office
This answers my question.Thank you for your feedback - How do I request permission for a promotional activity?
- All requests for promotional activities on campus, for instance at O&O square, must be done by filling in this form.
- Activities at which food or drinks will 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.
This answers my question.Thank you for your feedback - Am I allowed to organise a house party 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.
This answers my question.Thank you for your feedback - Can we stay overnight?
In connection with certain events, activities or sports tournaments, it is possible to spend the night in designated locations on campus. One of the options is to sleep in the log 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 150 people are camping, a request must be submitted to the Municipality of Enschede. The Events Office submits these requests. Plan for an application period of 2 weeks.
- If more than 150 people will be camping, you must apply through the Events Office for an Event Permit. Plan for an application period of 14 weeks.
Overnight stay options (hotels etc)Overnight staysThis answers my question.Thank you for your feedback - Who can I approach if I have questions?
For advice, support, information about permits and regulations, etc., please contact the University of Twente Events Office. The Booking Office can assist with the reservation of indoor locations. Additionally, there is information about catering possibilities on campus and internal communication support.
This answers my question.Thank you for your feedback
Webforms
Start your activity by requesting an event location. Also make sure you register your activity on time.
Booking Office
The booking office is your contact point for the rent of spaces and other related matters. Feel free to contact the office if you wish to book a conference room or meeting room, theatre hall, lecture room, additional catering facilities, and for information on invoices.
Contact / opening hours
- Phone: +31 (0)53 489 1010
- E-mail: bookingoffice@utwente.nl
Opening hours: Monday to Friday 10.00 - 16.00
- Staff
For specific questions you may also contact the individual employees:
E.E. Westra (Linda)Coördinator Booking Office
H.M. van de Water (Hellen)Booking Office
R. Drok (Renate)Booking Office
Events Office
The Events Office staff has 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 permit applications for events.
Contact
- Phone: +31 (0)53 489 1717
(if there is no answer: +31 (0)53 489 5868) - E-mail: events@utwente.nl
- Staff
J.C.W. van Straelen (Jelmer)Event Manager
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.