All of our facilities are accessible and we have blue badge parking at all of our venues. For more detail, please search for our facilities on the AccessAble website. 

At David Ross Sports Village there is a lift available to use and accessible toilets. We have two Designated Changing Places rooms at David Ross Sports Village – including toilet and shower facilities. These are located on Floor A by the sports hall and in our swimming pool complex. There is also private inclusive changing in Zone 5.

Our team can provide directions and access upon request. Guide/Assistant dogs are welcome at our venues.

If you’re taking part or organising an event/activities with us and you or your participants require an overnight stay, our bookings team can help you with this. For more information please see the below link for nearby accommodation:

• Halls of Residence

• Hotels

If you’re over 18 and staying in the Orchard Hotel or staying in accommodation on campus, you can access the fitness suite and swimming pool for free, on an individual basis (if you would like to enquire about team access, please contact your event lead). You can find out more about your access here.

Please inform us of any additional equipment required or any equipment you will be bringing for your event, and indicate their location on the venue plan.

Additional equipment and event requirements may include:

• Chairs and tables
• Signage plan
• Sports hall rebound boards
• Sports hall curtains raised
• Staging
• Rigging
• AV equipment

Please ensure any equipment or additional event requirements are suitable for our facility and approved by an event lead, as you will be liable to any damage as in the facility hire terms and conditions.

Floor taping

Due to the nature of our sports halls being high performance floors, we do not allow any taping directly onto the sports hall floor. If you have wires/cables that need to be safely laid please speak to your event lead about using floor matting/cable covers. Should your sports event require additional taping, you will need to get this approved by the event lead, and a damage waiver may be added to your contract to cover potential damage (as even low tac tape dependent on the duration of use and removal can cause damage).

If your event is at David Ross Sports Village, The Club House Cafe will be able to support with your event catering. You can view The Club House Cafe menu here. You can view the opening hours of The Club House Cafe and other catering outlets on campus here, but please be aware opening hours may change during the University vacation period.

If you require pre-ordered catering from The Club House Café, you will will need to submit the catering order form, quantities, dietary requirements and delivery times 10 days prior to the event. If you feel your event requires additional catering provision, please enquire with your event lead about our approved outdoor third party catering options.

If you are looking to bring in your own third-part catering company, this is available for a charge of £100 (to cover the cost of vetting them). You will be required to pay this full sum prior to the event, and once paid and the paperwork approved, they will be permitted to operate for your event. You will need to submit your catering request form at least 10 days prior to your event to ensure we are able to support your catering requirements.

Please let us know at least 4 weeks prior to your event if you are planning on having any commercial partners present at the event who may require exhibition space. Please note that we are unable to support any third party commercial partners who are a conflict of interests with our existing University partners. You can view the list of our partners here. Any conflicts of interest will need to be approved by the attend lead before they are able to attend.

If you require our logo for any of your event materials, please visit our brand guidelines web page.

The use of drones policy for the University can be found here.

Please read the University guidance on using drones, and you will be required to complete the authorisation form if you would like to use drones. Authorisation to Fly is required and there will be certain information required from the approved pilot before use.

You will need to share your First Aid event plan (including details of provision and the first aid company if applicable) with your event lead at least 4 weeks prior to your event.

In the event of an emergency on campus, please use the University emergency telephone number in the first instance and follow the University Medical Emergency Response Procedure outlined below. You can refer to this link for full details of this procedure (which includes security processes and information for non-university locations, e.g. hospitals and off-campus sports facilities).

 Medical Emergency Response on our Campuses (excluding embedded units in NHS premises)

1. Call for a first aider for immediate support (refer to local information, e.g. first aid notices)
2. Call the UoN Emergency Telephone Number if you or a first aider considers an ambulance is needed

Internal: 8888 Mobile: 0115 9518888

(Security will immediately call 999 and connect the 999 Operator with a contact at the scene)

1. If the casualty isn’t breathing and you suspect a cardiac arrest, fetch the nearest AED, switch it on and follow the spoken instructions to use it

(All our AEDs are suitable for the public to use. See first aider notices for nearest AED)

Be prepared:

• Put the university emergency telephone number in your mobile phone: 0115 9518888

• Establish where you can find information on your local first aiders (check notices or ask your H&S Coordinator)

Please note: There’s no problem if a first aider or other person at the scene calls 999 but because of the issues we’ve experienced, the correct procedure is to use the emergency telephone number.

The benefits of using the university’s internal Security services include:

• All security staff are trained physical and mental health first aiders and they very regularly use their skills and are therefore experienced and used to dealing with serious incidents

• Security carry extra first aid equipment including AEDs on response vehicles

• Security are able to access all locations including restricted ones

• Security can escalate as needed and have emergency contacts readily available

• Security are able to transport a casualty to hospital if safe to do so

There are some periods throughout the academic year where campuses will be busier than usual (such as Graduations and Open Days) and you may need to allow some extra travel time for your visit to campus. The University of Nottingham key dates can be found here.

Livestreaming

If you are planning to livestream your event, please advise your event lead who can help support the set-up of this. We will also need the below questions answering to ensure we are able to fulfil your requirements.

• How many data points are you planning to use?
• Location?
• Will you require use of / providing a switch for use during the event?
• What application or web programme will you be using for Live Stream Access?
• Do you have details of the application / web programme that I may need to clear with our Network Team in advance to prevent any blocks from our Firewall?

We strongly recommend that if you are livestreaming, you attend prior to the event day for a livestream test. Please speak to your event lead to arrange this.

Scoreboards

The instruction manual for operating the scoreboards in the our sports halls can be found here.

Digital Scoreboards (only available at DRSV 3G pitch, Nottingham Hockey Centre or Highfields Sport Complex)

If you require use of the digital scoreboard on the DRSV 3G pitch, Nottingham Hockey Centre or Highfields Sport Complex, please let your event lead know. You will be required to provide any graphics or logos that you want displayed on the scoreboard at least 10 days prior to your event. The dimensions for the artwork are 576x288.

We require your event management plan at least 4 weeks prior to your event.

If your event exceeds over 200 people (including event participants and spectators), you'll need to consider how to manage people accessing certain areas and how they move between these spaces. If you require the maximum capacities for any spaces you have hired, please speak to your event lead. If your event is ticketed or high risk, you will require SIA qualified security on-site.

If you require support with volunteers, we may be able to support through our leadership academy networks. Please speak to your event lead to find out more.

You will be required to provide your own risk assessment of all spaces hired for your event and send to the event lead at least 6 weeks prior to your event.

If you are bringing in third-party companies to site, for example technology providers, we will also require a risk assessment, method statement and public liability insurance.

You can view the University's public liability insurance here.

If you require WiFi access as an event organiser, we will need to set you up with an associate account.

If associate accounts are required to connect to Eduroam for a stronger WiFi connection, the event organiser will need to submit the full name and email address of the people requiring associate accounts to the event lead 2 weeks prior to the event. Please see details on how to connect to Eduroam here.

Throughout our building we have a guest WiFi network which can be used during your event. You can view information on how to register here.

For information on parking, please visit our sport centre web pages linked above.

Please let your event lead know a rough estimate of vehicles coming onto campus for your event at least 4 weeks prior to the event, so they can advise on parking.

For major events, parking can be limited, so please encourage your attendees to travel via public transport where possible.

If any minibuses/coaches will be coming onto/parking on campus for your event, please let your event lead know at least 4 weeks prior to the event, so we can advise on parking locations.

Coaches are not permitted to park on campus and will be required to do drop offs and pick ups only.