The organiser's risk review for events at Uppsala University

FormID: 685

Information

The organiser of an event at Uppsala University is responsible for the event's safety and security. This means, among other things, that:

• Visitors should feel safe and well-informed in the event of an incident.
• The area's facilities manager (intendent/equivalent) is informed of any risk the event is deemed to entail.
• The police are informed of, or have granted permission for, the event in cases where it is prescribed according to the Public Order Act (1993:1617).

The risk review below provides methodological support for safety planning. Also, take a look at the information on event security at the Medarbetaringången (Staff gateway) at this link.

Note that the organiser is responsible for any costs associated with security-enhancing measures, such as campus guards. If the event is planned with less than 15 days’ notice and you need campus guards, consider postponing it to ensure you have enough time to prepare.

If you have any questions about the risk review, the organiser is welcome to contact the Security and Safety Division via security@uu.se

Questions about what constitutes a public gathering (in Swedish: allmän sammankomst/offentlig tillställning) are referred to the Police via this link.

• I have read the information above: No Yes

• 1. General information

  
  

  Contact information for the responsible organiser

• First and last name of the main organiser
  NOTE: A maximum of one main organiser - if there are other contact persons, you list these below. Please note that the main organiser is responsible for the safety of the event.
• E-mail address of the main organiser:
• Telephone number of the main organiser:
• Organisation:
  Department, faculty, association, company, etc.
• I would like to provide contact details for additional contact persons: - - - No Yes
• Contact details for additional contact persons:
  State name, e-mail and telephone number for each and every additional conact persons.

• Information about the event

• Name of the event:
• Overall information about the event (information about the format, topic, target group and programme)
  Be short and concise. If you have any questions, the responsible facilities manager may contact the main organiser.
• Invited speakers, guests and/or lecturers:
• Event start date
• Event start time
• Event end date
• Event end time
• Location of the event: - - - Biomedicinskt centrum (BMC) Blåsenhus Campus Gotland Campus Engelska parken Gamla torget Lagerträdet Universitetsparken (Universitetshuset, Gustavianum och Musicum) Observatoriet Ångströmlaboratoriet Rudbecklaboratoriet Uppsala linneanska trädgårdar Uppsala universitetsbibliotek Other
• Room/areas
• Participants at the event:
  Employees at Uppsala University

  Special Invitees

  The public (including students) with pre-registration

  The public (including students) without pre-registration

• 2. Risk review

  Below you will find 12 questions. The answers to the questions form the basis for the organiser's overall assessment of the risk level (low/medium/high) of an event being arranged.

  If a question is answered with yes, the answer needs to be developed in the textbox that is then displayed. You will also need to describe the planned risk management measures.

• 2.1 Select an option regarding the number of expected participants: - - - Upwards of 349 participants 350 or more participants
• 2.1 Develop the answer and describe risk management measures linked to a high number of participants
• 2.2 Is there a risk that more people will come to the event than the booked venue allows? - - - No Yes
• 2.2. Elaborate on the response and describe planned risk management measures to ensure that the maximum limit for the facility is not exceeded:
• 2.3 Is there any circumstance during the event that increases the risk of fire? - - - No Yes
• 2.3 Develop the response and describe planned risk management measures:
• 2.4 Will any controversial topics be touched upon? - - - No Yes
• 2.4 Develop the response and describe planned risk management measures:
• 2.5 Is the organiser aware that invited speakers or participants have personal protection? - - - No Yes
• 2.5 Develop the response and describe planned risk management measures:
• 2.6 Have any of the speakers/guests provided information that there are current threats directed at them? - - - No Yes
• 2.6 Develop the response and describe planned risk management measures:
• 2.7 Is the organiser aware of other events in the vicinity that may affect the threats and risks of their own event? - - - No Yes
• 2.7 Develop the response and describe planned risk management measures:
• 2.8 Have there been any incidents in connection with similar events organised by the organiser in the past? - - - No Yes
• 2.8 Develop the response and describe planned risk management measures:
• 2.9 Is the organiser aware of incidents in connection with similar events organised by someone else? - - - No Yes
• 2.9 Develop the response and describe planned risk management measures:
• 2.10 Are there other factors that can influence threats and risks (e.g. based on mood, reporting in the media, threatening messages in social media)? - - - No Yes
• 2.10 Develop the response and describe planned risk management measures:
• 2.11 Will alcohol be present during the event? - - - No Yes

• You indicated that alcohol will be available at the event. Please review Uppsala University's alcohol policy, accessible here

• 2.11 Develop the response and describe planned risk management measures:
• 2.12 Does the organiser see any other risks that have not been mentioned above? - - - No Yes
• 2.12 Develop the response and describe planned risk management measures:

• 3. Requests for campus guards at the event

• Does the organiser have a request for campus guards stationed at the event? - - - No Yes

• Information about the contact person for campus guards

  Below, please provide the name of the contact person for campus guards during the event.

  Note: The contact person must be both reachable and present during the event.

• Name of contact person for the campus guards
• Telephone number of the contact person:
• I understand that the contact person I have provided should be reachable and present during the event: - - - Yes

• Information about requested campus guards

• Starting time for the campus guards
• End time for the campus guards
  The minimum is 3 hours. Remember to include margins before and after the event (start-up and reserve time in case the event takes longer time than expected).
• Number of guards (usually at least 2) --- 0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20
  State the number of guards you request
• Attire for the campus guards: - - - Normal uniform Uniform with a jacket (only for formal or high profile events)
• Special instructions for the campus guards (for example placement inside or outside of the venue):

• Billing information

  Organisers employed by Uppsala University will find billing information for their department here.

  Organisers who are not employed by Uppsala University will typically have to pay an additional start-up fee of 2000 SEK before taxes.

  Please get in touch with the Security and Safety division if you have any questions about costs or billing.

• Please enter your billing information below:

• 4. Public gathering and public event

  The organiser is responsible for ensuring well in advance of the event that any permits/notifications are in place. If the event is a public gathering/public event, a notification/application needs to be sent to the Police. The organiser then notifies the specified terms from the Police to the relevant campus management/equivalent.

  You will find the necessary e-forms for the Police here. Please note that the processing time for a notification/application might take time. 

• Is the event a public gathering? - - - No Yes
• Has a notification of a public gathering been submitted to the Police? - - - No Yes
• Will a notification of a public gathering be submitted to the Police?
• Case number at the Police for notification of public gatherings:
• Is the event a public event? - - - No Yes
• Has an application of a public event been submitted to the Police? - - - No Yes
• Will an application of a public event be submitted to the Police?
• Case number at the Police for notification of public event:

• 5. The organiser's overall assessment of the event

  Provide a general evaluation of the risks linked to the event based on the review of risks above. Indicate whether the risk level is low, medium, or high.

  For more information and assistance with assessing the level of risk, see event security at Uppsala University

  Keep in mind that if several questions in the risk review are answered with "yes," the risk is likely medium or high.

  
  

• As an organiser, I make the following assessment of the overall risks surrounding the event: - - - Low risk level Low risk, but 350 or more participants are expected Medium risk level High risk level

• Low risk level

  Thank you for the assessment. As an organiser, you are responsible for security for your event. The information in this form will be sent to the relevant facilities manager at the campus management/area.  

  If the Campus Management has questions/needs for collaboration, the Campus Management will contact the person who has been designated as the main person responsible for the event.

  Even if you have assessed that the risk level is low, it is important to keep the following in mind:

  • Any permits are documented.
  • The organisation for evacuation and medical care is on site.
  • Everyone who works with the event must be familiar with the alarm chain at Uppsala University (see below)
  • Follow local regulations. Collaborate with the Campus Management for more information.

• Low risk, but over 350 participants are expected to attend.

  Thank you for the assessment. As an organiser, you are responsible for your event's security. The information in this form will be sent to the relevant facilities manager at the campus or area level.  

  Even if you, as an organiser, have assessed the risk level as low, the large number of participants means you need to prepare a safety plan and send it to the facilities manager. 
  Instructions for creating a safety plan can be found here.
  

  In addition, it is essential that you, as an organiser, consider that:

  • Any permits are documented.
  • The organisation for evacuation and medical care is on-site.
  • Everyone who works with the event must be familiar with the alarm chain at Uppsala University (see below).
  • Follow local regulations. Collaborate with the Campus Management for more information.

• Medium risk level

  Thank you for the assessment. As an organiser, you are responsible for security for your event. The information in this form will be sent to the relevant facilities manager at the campus management/area.  

  Since you as an organiser have made the assessment that the risk level is medium, it means that you as an organiser also need to prepare a safety plan and send it to the facilities manager. Instructions for creating a safety plan can be found here.

  In addition, it is important that you as an organiser think about the following:

  • Any permits are documented
  • The organisation for evacuation and medical care is on site.
  • Everyone who works with the event must be familiar with the alarm chain at Uppsala University (see below)
  • Follow local regulations. Collaborate with the Campus Management for more information.

• High level of risk

  Thank you for the assessment. As an organiser, you are responsible for your event's security. The information in this form will be sent to the relevant facilities manager at the campus management/area.  

  Since you, as an organiser, have assessed the risk level as high, you also need to prepare a safety plan and send it to the facilities manager. Instructions for creating a safety plan can be found here.

  In addition, it is essential that you, as an organiser, think about the following:

  • Any permits are documented
  • The organisation for evacuation and medical care is on site.
  • Everyone who works with the event must be familiar with the alarm chain at Uppsala University (see below).
  • Follow local regulations. Collaborate with the Campus Management for more information.

• The Alarm Chain at Uppsala University

  Alarm if Necessary

  Uppsala University’s emergency number is 018-471 2500 and is staffed 24/7 by the university’s security service provider. The university’s campus guards are available 24/7. The alarm chain at Uppsala University is organized as follows.

  Danger to life or property

  The incident implies, or may imply, danger to human life or university property.
  
  

  1. Call the emergency services 112.
  2. After that, call the emergency number 018-471 2500. Explain which campus area/equivalent you are on, what has happened, and request campus guards to come to the location. Also, request a connection to TiB (on-call officer). 
  3. Inform the immediate supervisor.

  Need for campus guard support

  1. Call 018-471 2500
  2. Explain which campus area/equivalent you are in, what has happened, and request campus guards to come to the location.
  3. Inform the immediate supervisor.

  Need for campus guard support
  In the event of a work-related incident, it should be reported through the university's incident reporting system (the IA-system). Follow the instructions on the Staff Gateway.

  Submit your risk review

  When you click Submit risk review below, please remain on the page until you're redirected to the thank-you page. On the thank you page, you will be assigned a reference number at Uppsala University. Only when you have received the reference number will your application have been received by Uppsala University. 

  Once a case has been created, a confirmation email will also be sent to the email address provided to the responsible organiser. A copy of your notification will be downloaded to your browser.