How to use new Event Notification Portal

A new online Event Notification Portal has been launched to bring timesaving and efficiency to teams across the University involved in organising events subject to the Event Notification Process. 

What will be the benefits of the Portal? 

• Accessible for all UoR staff to submit new Event Notifications or to manage existing Event Notifications. 
• Hosts an amalgamated online form which incorporates all aspects of the existing event notification and risk assessment forms, but in a more user-friendly, logical and robust format.
• Features an Events Calendar showing basic details of all events being processed via the Portal, allowing Event Organisers to check for potential clashes. 
• Signposts to useful documentation to assist Event Organisers in delivering safe, high quality and co-ordinated campus events. 

Where can I find the Portal? 

The Event Notification Portal can be accessed here. Please bookmark for future reference. 

How will I be trained? 

The Portal is very intuitive and easy to use, however a  User Guide has been created for your reference. 

What is the Event Notification Process? 

The Event Notification Process is the University’s events approval system. It exists to enable holistic campus co-ordination, provide high-quality guest experiences and provide guidance to event organisers so they can ensure campus events and activities are safe.

Events are activities which intend to gather people for a purpose outside of core curriculum teaching and learning. As part of this process, details of the event will be circulated to the Event Notification Group for comment and approval. In return, event organisers receive a collective response to verify the activity.

The group is represented by senior University stakeholders from a variety of areas, such as Catering, Estates, Health & Safety and Security. The process enables monitoring of adequate risk mitigation and management of event volumes on any given day/time/venue.

Third-party, commercial events brokered, booked and managed with Venue Reading and Venue Henley events are currently exempt to this point and should continue to follow their existing risk assessment procedures.

However, if an internal University school/department/function/area is involved in the organisation of non-timetabled activity taking place outside of buildings' regular opening hours, they will need to submit an event notification..   

How do I know if I have to submit an Event Notification? 

Please visit the Event Approval section on the online Events Guide  for guidance on whether an event needs a notification. Please note that there have been some recent updates to the guidance, therefore please take time to review this before you plan your next event, even if you are familiar with the process. 

When should I submit my Event Notification in the Portal? 

As usual, Event Notifications must be submitted strictly no later than 28 days before the event. Failure to do so may result in your event having to be postponed.

Please note until you have received approval for your event, the event cannot go ahead, and you should not proceed with any event promotion.  

Do I still need to submit a separate Risk Assessment document? 

No - your Risk Assessment is incorporated in the Portal. 

Can I still submit the old Event Notification Form and Risk Assessment template? 

No – these have been deactivated and all new submissions need to be made in the Portal. 

Who do I contact if I need assistance? 

Please contact event.notification@reading.ac.uk for any additional queries not answered in these FAQs or in the User Guide.