Notification of Event at Uppsala University - Security and Safety Division

formID_#133

• Each year, many events take place on the University’s premises; conferences, lectures, visits, concerts etc. These events may be open to the public or by invitation only.

   

  It is important that the University’s Security and Safety Division is informed in advance of upcoming events. We need to be aware of upcoming and ongoing events in order to make arrangements for the safety and security of delegates, university personnel, students and property and to avoid disturbances or damage.

   

  It is important to consider how one event might impact the safety or security of another. An event might be uncontroversial on its own but problematic or inappropriate in close proximity to another event. It is important to discuss options and solutions beforehand to ensure that both events can take place in a safe and secure manner.

   

  Some guests are accompanied by their own security personnel. Keep in mind that a guest’s security personnel are not responsible for other people attending the event or for the security of the premises. Events with guests who have a high risk profile can increase risks for the University. In some cases it may be necessary to put extra security measures in place for an event, for example having security guards.

   

  Contact the University’s security services using their emergency number, 018-471 25 00, in case of any serious incident at, or in connection to, an event.

• The event organiser is responsible for filling in the checklist and sending it to the Security and Safety Division at least 10 working days before the event.

  The Security and Safety Division will use this to do a risk analysis and assess the need for security raising measures.

  All costs concerning security raising measures will be billed to the event organiser.

• 1. Contact Information to the Event Organiser and General Information about the Event

• Event Organiser (one person only)
  Tecken kvar
  First and last name required.
• Email Address (one email adress only)
  Tecken kvar
  Be sure to enter a correct email address.
• Phone Number
  Tecken kvar
  Enter a mobile phone number to the event organiser (one number only).
• I would like to add contact information for additional event organizers: No Yes
  (Please note that this is optional and not required)
• Additional event organizers:
  State names and contact information. One row for each person.
• Billing Address for Potential Protective Measures
  1. Reference numbers are sufficient for internal invoicing. 2. For external invoicing, write all address details and organisation numbers.
• Name of the Event
• Start Date for Event
  State the date as YYYYMMDD
• Start Time for event
  Write out time e.g. 22:00 (hh:mm).
• End Date and Time for Event
  State the date as YYYYMMDD
• End Time for event
  Write out time e.g. 22:00 (hh:mm).
• Place where the Event Will Take Place
• General Information About the Event
  1. Brief description of the event. 2. Clarify all the premises where the event is to be held as clearly as possible (e.g. Segerstedthuset, rum K1205).
• Invited Speakers, Guests and/or Lecturers

• Participants at the Event

  (It is possible to specify several categories.)

• Staff at Uppsala University
• Limited to invited guests only
• The public with pre-registration
• The public without prior notification
• Estimated Number of Participants
  Tecken kvar

• 2. Risk Assessment

• Check one or more of the boxes below according to your own assessment:
  Are there any controversial topics on the agenda?

  Are there any kinds of threats or previous incidents associated with any speaker or delegate?

  Are there any other events that might be exposed to risks at the same location and time?

  Are there other factors that might influence threats and risks due to reports in media, number of delegates etc.?

  Have there been any previous incidents in connection to similar events world-wide?
• Organiser's Own Risk Assessment of the Event No Risk Low Risk Medium Risk High Risk Very High Risk
• Clarification of the Organiser's Risk Assessment
  Clarify any connection or influence factors in your risk assessment, e.g. if you selected several of the checkboxes.

• 3. Security and Safety During the Event

• Check one or more of the boxes that are relevant to the current event:
  1. A procedure (registration, list of participants, personal tickets, badges, entrance control etc) is in place to ensure that only preregistered delegates are allowed to attend the event.

  2. A plan is in place for how lecturers/participants can get to and from the event in a safe and secure manner.

  3. In case of a personal attack, or other act of violence from the audience, there is an action plan in place (a safe escape route, etc).

  4. An organisation will be in place for evacuation, health care etc.

  5. The organiser has applied to the the police authority for public gatherings or public events.

• 4. Special Security Measures

• Check one or more of the boxes that are relevant to the current event:
  Individuals or groups have shown a deviant or threatening behavior before the event.

  There is a need for a safe and secure way to and from the pulpit (/equiv.).

  There are documents to attach.
• Upload Documents Related to the Event
  Bläddra...

  
  Here you can upload any attachments or other documents (e.g. drawings/sketches of premises, threat letters, program sheets). You can also use the Drag and Drop function.
  
  • ()

• 5. Department Handling the Case

• Questions? Please contact: