Event organisers (whether that is an LSE department or a LSESU Society) are responsible for ensuring that they plan their events to be safe for all attendees and to not impact on other users of the building.
All event organisers should familiarise themselves with LSE's Health and Safety Events safety policy.
The LSE ("School") stipulates certain rules which must be observed in order to protect both people and property.
It is essential that all event organisers read the relevant document for the building your event is taking place in
General Emergency Information for Event Organisers on Houghton street Campus,
Emergency Information for Event Organisers in NAB,
Fire Procedures for the Towers.
We also recommend you undertake a risk assessment for every event you hold at the School. A model risk assessment form can be found online.
Audio Visual Equipment and IMT support
Information about AV equipment and support
AV information for Student Events
Event organisers are not allowed to bring any electrical equipment such as amplification and sound systems, lighting rigs, electric heaters into School premises. The only equipment that can be used, is that which is already present in the venue or provided by LSE IMT.
Any cables must be taped down to prevent trips and avoid damage to the cable, plug or equipment.
Health and Safety
The LSE has a fire risk assessment for LSE buildings covering normal day to day use of the building. Flames (including candles, tea lights, pyrotechnics) and special effects (such as smoke, dry ice) are not covered by this assessment and are not allowed to be used under any circumstances.
No obstructions (including tables and chairs) are permitted inside the doors to the venue, nor in the corridors immediately outside the venue.
Fire exit routes must be kept clear at all times.
Emergency Preparation
Organisers of productions and other events in School venues, with any accompanying receptions, are responsible for ensuring emergency arrangements are in place. They should appoint a member of their organisation to be in overall charge of the event, and to liaise with the LSE both before and during the event.
Organisers should appoint sufficient stewards to enable any room or theatre they use to be evacuated within 3 minutes of an alarm sounding, and to escort all those attending the event to the Fire Assembly Point.
Such stewards should be briefed in their fire duties, crowd management, etc. LSE Health and Safety or the Events Office can assist with providing information for such briefings. We suggest you have 1 steward per fire exit in the venue as the minimum. In the Old Theatre the Events Office generally have 8 stewards per event. You can hire stewards from the Events Office, there is a charge for this service.
Stewards remain on duty from before the audience starts arriving to after the last member of the audience (or last person attending a function) has left.
All participants (actors, performers, stage crew, musicians, etc) must be briefed in advance on their responsibilities should the fire alarms sound before, during or after a performance.
There are first aid boxes at the main School reception desks and most security staff are trained to administer first aid. Dial internal extension 2000 or 020 7955 6200 or 666 in an emergency
If events are organised that take place or run outside normal office hours (i.e. Monday to Friday 8am to 6.30pm) then special care must be taken to advise people about safe ways out of our buildings during the evening and at weekends in the event of fire or other threat. LSE Security can advise if usual routes between buildings are closed out of office hours.
Specific information about the Old Theatre and the emergency procedures for this venue are available from the Events Office here.
Venue capacity
The maximum number of people allowed into each room is included on Resource Booker, when the rooms are in the standard set-up this is the number of chairs in the room. If you are unsure the Room Bookings Office can advise. The only people standing in a venue should be any stewards or security staff working at an event. Organisers have a responsibility not to allow venues to exceed their stated capacity.
Extra chairs or furniture can not be brought into rooms from neighbouring rooms, as these rooms are likely to also be in use.
Visitors to the LSE and non LSE attendees
If you have people other than LSE students and/or staff attending your event (ie people without a LSE ID card) you will need to put in place arrangements to allow for access, as out of normal working hours access to LSE buildings including the Old Building is restricted to those with LSE ID cards and some buildings have access controlled entrances.
For access to a building with a controlled entrance please email the reception desk in advance of your event with the event details, your contact information and your attendees names.
If you have any VIP guests who come with their own security details please contact the LSE Security Office to discuss arrangements. http://www2.lse.ac.uk/intranet/LSEServices/security/Home.aspx
From 2pm on a Saturday and all day on a Sunday, access to the Old Building is restricted to those with valid LSE ID card, or by prior arrangement with LSE security. To enable non LSE people to access the Old Building in these times, the organiser will need to lodge a list of non LSE attendees with LSE security by 4pm on the Friday prior to the event (this needs to be emailed to both r.mulcahy@lse.ac.uk and g.shillabeer@lse.ac.uk), and to have a registration desk in the entrance of the Old Building, where non LSE attendees have to register. Organisers will have to provide non LSE attendees with a ticket or pass which is easily identifiable to LSE security staff if attendees are going to be going in and out of the building.
If people from outside the School are invited to attend an event then please make sure that they are told that although the School is a safe place nevertheless these buildings are located in Central London and attract walk-in thieves. The School, in common with most other UK universities, has an 'open to all' policy. This means that you should not leave valuable property lying around unattended anywhere inside the School including inside apparently locked rooms. Laptop computers are one of the most common items stolen here. Please remind delegates to take particular care of their property.
Other information to consider
Please do not fix signs to walls around campus, some buildings have sign holders available for use and free standing banners are permitted. No drilling is permitted through walls, doors, screens or other elements in School venues.
Organisers must have appropriate levels of public liability insurance (PLI) for the events they stage.
For LSE academic departments and research centres or administrative divisions, normal activities would be covered by the School's PLI, which can be found on the Finance Division website. If you are using LSE venues for non traditional activities you should check that these activities will be covered by the School's PLI.
For SU societies, you will need to ensure that your planned activities are covered by the PLI held by the LSE Students Union.
If you are selling tickets, or programmes, or will be handing cash please ensure you are complying with either School, or Student Union rules on cash handling and storage.
To find out more information regarding Health and Safety around LSE please see Security, reception and porters and Health and Safety.
For more information regarding event policy and guidelines please see the following pages for LSE Staff and LSE Students.