2. Employer events

The Careers Service maintains a diary of employer events, held on or off campus. To avoid clashes with same sector organisations, employers are encouraged to book employer events through the Careers Service.

Event arrangements: Careers Fairs and Employer Presentations or Workshops

The employer will:

  • Book a date in the events calendar with the Careers Service before booking a venue
  • Contact the Careers Service to discuss engagement within departments
  • Be responsible for updating contact details and distributing event information to all relevant parties (e.g. company representatives attending the event, couriers, exhibition companies)
  • Comply with University policies and instructions sent pertaining to event venues, logistics and set up
  • Where required, provide detailed risk assessments for all equipment being brought to campus no less than 1 week before the event; failure to do so may result in the cancellation of the event
  • Arrange for delivery and prompt collection of own equipment and material used at the event including any waste incurred as a result of the event; the University can accept no responsibility for property left at event venues
  • Request permission no less than 3 weeks in advance of an event to film or take pictures. Permission from the University’s Public Relations Office is required and those attending the event must be notified
  • Pay for the event in advance. If you do not pay in full, we reserve the right to charge interest at 4% per annum above the base rate of Barclays Bank plc on the amount outstanding from the date of the invoice to the date you pay us
  • Comply with the Careers Service cancellation and event sign-up policies agreed at the point of booking, including providing the Careers Service with a list of event attendees if management of bookings is undertaken by the organisation. (Note that in these circumstances, the organisation takes responsibility for ensuring that the collection, storage and dissemination of student details is compliant with GDPR and the requirements of the Data Protection Act 2018. This includes making students aware that data collected from them will be returned to the University for the purposes of marking their attendance)
  • Be charged the full cost of repairs or replacement in the event of any damages caused to University of Bristol property or buildings

The Careers Service will:

  • Coordinate the employer event diary to avoid clashes between companies of the same business (e.g. 2 investment banks presenting at the same time)
  • Notify booking start dates to current contacts by email and on our website
  • Publicise events on our searchable online event listings in mycareer and the linked Career Fair Plus app where relevant, and monitor an online sign-up if required
  • Share student data (name, level of study, year of study and academic faculty, school and department) if this is required by the organisation to effectively administer an event
  • Allocate bookings on a first come first served basis
  • Allocate stand space at employer events based on stand size information supplied by the employer
  • Reserve the right to change position or remove a stand from an employer event if the stand the dimensions differ from specified on the booking form or if it conflicts with health and safety regulations
  • Charge for additional stand space at employer events if this has not been booked in advance or any other additional charges incurred on the day of an employer event
  • Consider requests to take photos or film at an event and seek confirmation from the University’s Public Relations Office
  • Not confirm bookings unless payment is made in advance of the event
  • Not guarantee student attendance at employer events
  • Not accept responsibility for the cancellation of an event due to action or events that are outside the direct influence of the Careers Service
  • Not accept responsibility for loss or damage to property (including personal property) brought on to University premises
  • Not provide parking at event venues for any organisation, persons or third parties either attending or involved in the setup of the event
  • Not accept responsibility for vehicles left unattended on University property; all vehicles are subject to the University of Bristol car parking rules

Event arrangements: Employer Promotional Events

The Careers Service can support a range of promotional events for employers, and more complex events with sufficient notice. Examples of events are detailed below:

Standard events

  • A banner or pop-up stand with flyers and other freebies (no food or drink) within University departments or the Careers Service
  • The use of minor electrical equipment such as laptops or iPads

Complex events

  • Any outdoor event
  • Any event where food and/or drink is being given away
  • Any event where large structures are being used

The employer will:

  • Provide a minimum of 2 weeks’ notice for the Careers Service to set up and publicise the event. In some cases, and at less busy periods we may be able to set up standard events in less time.
  • Provide direct contact details of the client if acting on behalf of an employer.
  • Have public liability insurance and provide a copy of the certificate to us.
  • Complete a risk assessment to cover all elements of the event and equipment being brought to campus. The event will not run if this is not completed in detail. Any items in breach of or excluded on the risk assessment will not be allowed to be used.
  • Provide exact dimensions for stands and structures being used. Pictures may also be requested.
  • Not run events that cause loud noise due to the disturbances imposed on offices and study spaces. This includes music, loud generators and any other equipment that may cause a disturbance.
  • Pay a compensation fee to cover loss of earnings from cafes in the proximity of the event if free food and drink is to be distributed.
  • Not send deliveries to any University venue without making prior arrangements with the Careers Service. All deliveries should be arranged for the day of the event as there are no storage facilities.
  • Pay for the event in advance. If you do not pay in full, we reserve the right to charge interest at 4% per annum above the base rate of Barclays Bank plc on the amount outstanding from the date of the invoice to the date you pay us
  • Arrange for delivery and prompt collection of own equipment and material used at the event including any waste incurred as a result of the event; the University can accept no responsibility for property left at event venues
  • Not provide parking at event venues for any organisation, persons or third parties either attending or involved in the setup of the event. Event vehicles must not obstruct university walkways or public transport access points like bus stops, or anywhere that would be a potential health and safety risk
  • Not accept responsibility for vehicles left unattended on University property; all vehicles are subject to the University of Bristol car parking rules
  • Not use Generators at promotional venues
  • Within the risk assessment include evidence that all electrical appliances and extension leads have been PAT tested and that cable cover strips will be used to mitigate the trip hazard caused by trailing leads. Neither the Sports Centre nor Senate House will provide these items. The University provide four 13 amp sockets on the external wall of the Sports Centre for use by stall holders for promotional events. Failure to comply will mean the stall holder cannot access the power
  • Request permission no less than 3 weeks in advance of an event to film or take pictures. Permission from the University’s Public Relations Office is required and those attending the event must be notified
  • Comply with the Careers Service cancellation and event sign-up policies agreed at the point of booking, including providing the Careers Service with a list of event attendees if management of bookings is undertaken by the organisation. (Note that in these circumstances, the organisation takes responsibility for ensuring that the collection, storage and dissemination of student details is compliant with GDPR and the requirements of the Data Protection Act 2018. This includes making students aware that data collected from them will be returned to the University for the purposes of marking their attendance)
  • Be charged the full cost of repairs or replacement in the event of any damages caused to University of Bristol property or buildings

The Careers Service will:

  • Liaise with internal contacts and departments in the University to reserve the venue and establish the event.
  • Co-ordinate all of the event request forms and health and safety paperwork from the employer and send for approval from the events panel of staff located across the university.
  • Consult with the employer over the nature of the event and advertise the event once all details have been confirmed and approved by the relevant parties in the University and payment has been made.
  • Meet and greet the employer on the day
  • Share the event on social media where the employer wishes us to do so
  • Provide Wi-Fi access if requested in advance.
  • Not be able to offer visitor parking for employer events. Unloading instructions and directions to nearby car parks will be sent in advance of the event.

Student protest

If there is a possibility of an employer coming to campus and attracting student protest, the following guidelines will be followed.

The employer will:

  • Notify the Careers Service of any reason why there might be a protest against the company
  • Check insurance liability issues in the event of a protest
  • Discuss and agree with the Careers Service if intending to use own security team

The Careers Service will:

  • Liaise with and seek advice from the University Security Service
  • Provide clear information to students of any requirements for personal safety and security at events (e.g. no form of protest in an area that could cause congestion or a health and safety risk)

The Careers Service and employer will:

  • Conduct a risk assessment for the target event
  • Agree roles, responsibilities and procedures in the event of a protest
  • Give due regard to the University Freedom of Speech Code

Recruitment agencies and job listing websites

The Careers Service will endeavour to support the recruitment needs of third parties. However, due to the volume of requests, direct recruiters will be given priority.

The Careers Service will:

  • Reserve 3 stand spaces for recruitment agencies at the Autumn Employer Showcase, the Engineering and IT Exhibition, the Spring Careers Fair and the Careers with a Science Degree event
  • Place additional requests for a stand at the above employer events on a waiting list
  • Not hold employer presentations on behalf of a client
  • Not book attendance at skills sessions or similar activities
  • Not grant any discounts to recruitment agencies and job listing websites

The recruitment agency or job listing website will:

  • Follow the terms and conditions set out in this document
  • Provide full contact details for your client to verify details if necessary