Estates have changed how staff can request for buildings to be opened outside of normal operating hours – current opening schedules can be found here: Brayford Riseholme Holbeach.
If you are organising an open day, conference, event, training course, interview panel, research or any other activity that requires a building to be opened, when it would normally be closed, please follow this process.
Before making a request, please ensure that:
- At least 10 working days’ notice is provided (to allow for arrangements to be made for security, cleaning etc);
- There are no buildings open and available that could meet the needs of your event or activity; and
- A PVC/Director is willing to approve the event/activity (suitable space may be offered, in an alternative building).
If you would like to request a building be opened for your activity, please use PlanOn to make the request. You will need to enter the details (listed below) about your event or activity (most questions provide a drop-down list for ease), including a risk assessment.
The Estates Support Desk is open Monday – Thursday from 08.30 – 17.00 and Friday 08.30 – 16.30 to process your request. The changes we are making will enable Estates and other departments to ensure that all the required supporting services are considered, e.g., security, cleaning, etc.
Details you will need for your request:
- Staff member responsible for the event
- Date and time of event including set up and set-down requirements
- Type of event
- Building(s) required
- Who will be attending – staff, students, external guests and visitors
- How many people will be attending your event
- Title of event
- Date(s) access is required
- Requirements for your event – e.g., EV charging, additional power supplies
- Access arrangements and security
- Name of PVC/Director supporting the event/project/research (required for all requests)
- Confirmation that you have done a risk assessment (and upload a copy) for the event and considered health and safety, including lone working.
Once we have received your request, we will seek confirmation from the PVC/Director that they approve the request and have had sight of the risk assessment. If your request is approved by your nominated PVC/Director you will receive email confirmation.
FAQs can be found below.
If you require access to a closed building (not for the building to be opened), please continue to contact the Estates Support Desk estatessupport@lincoln.ac.uk .
Frequently Asked Questions (FAQs)
Do I need to complete more than one request for recurring events?
Yes, please complete the request for each event.
I don’t have a risk assessment, what should I do?
You will need to complete a risk assessment for the event or activity. Your school or department should have a template for you to complete.
I need to go into a building to check on my experiment, do I need to complete a request?
No, please email the Estates Support Desk to request individual access.
I can’t provide 10 days’ notice in advance of my event/activity, what should I do?
Please complete the request form, and Estates will do its best to accommodate you, but please be aware that we might not have the staff available to open the building for you.
I only need to access one or two specific rooms in a building – how do I request this?
You would still need to complete the form as the building may not already be open.
I want to request access to more than one building – do I need to fill in a form for each one?
No, please select all buildings required from the list.
If you have further questions, please email: estatessupport@lincoln.ac.uk open Monday – Thursday from 08.30 – 17.00 and Friday 08.30 – 16.30.