Event Security

The Security and Safety Division defines an event at Uppsala University as: An organised occurrence carried out on the university's premises that is not part of scheduled teaching or research.

Examples of events include:

• lectures open to the public
• academic ceremonies (doctoral degree conferment ceremonies, inauguration of professors, etc.)
• dissertation defences
• career fairs
• student association activities
• inaugurations
• conferences
• concerts
• markets in the Linnaean Gardens
• theatrical performances

The organiser of an event at Uppsala University is responsible for the safety and security of the event. This includes, among other things, that:

• visitors should be able to feel safe and well-informed in the event of an incident,
• the Police is informed about, or have granted permission for, the event in cases where it is required under the Public Order Act (1993:1617), and
• the facilities management/equivalent is informed about any potential risks that the event is assessed to pose.

At the same time as an event in the university's premises, other activities usually take place in the surrounding rooms and buildings. The persons responsible for the premises, the facilities management/equivalent, may have information about activities that, when many events are held simultaneously or close to each other, could collectively entail more risks than you as a single organiser could anticipate. If the facilities management/equivalent requests that additional measures be taken to increase safety during the event, such as arranging campus guards to ensure order around the event in the specific case, it is important that you as an organiser comply with such requirements. By contributing with measures that enhance safety during an event, you help support the area's overall crisis preparedness.

• Appoint a responsible organiser who reviews the information on this page as well as "Event Security, guidance from the Security and Safety Division (pdf) pdf, 422 kB.". The responsible organiser must be present and reachable throughout the entire event.
• Before the event begins, gather all staff and go over who is responsible for what during the event and who is responsible for what in case a potential incident occurs (such as a disturbance, medical emergency, or fire). Review the alarm chain at Uppsala University (see the guidance "Event Security").
• Use branded clothing, bands, high-visibility vests, or similar to show who is working at the event. This way, the audience/participants can immediately see whom they can direct any questions to. In the event of an incident, the Police and Emergency Services can also directly identify the staff.
• Welcome the audience/participants and provide information about emergency exits and any other information deemed relevant.
• Ensure that the number of people in the venue does not exceed the venue's maximum capacity.
• Check that emergency exits as well as the path to the emergency exits are not blocked.

The responsibility for fire and evacuation safety lies with the organiser in consultation with the facilities management/equivalent. Collaborate with the responsible facilities management/equivalent before the event starts and ensure that:

• All staff are well acquainted with evacuation routes, assembly points, the location of fire extinguishers, and the function of the evacuation alarm. These must remain fully operational and accessible throughout the event. Emergency exits and fire equipment must not be blocked.
• The organiser and staff are trained in using fire extinguishers and evacuation procedures.
• Ensure that there is a fire safety officer and at least one evacuation leader.
• Ensure that the maximum number of people in the venue is not exceeded.
• Minimise the amount of combustible material in public areas.

Since November 2025, Uppsala University has introduced a new form for organisers of events on the university's premises. The previous form, "Event registration," has been replaced with "The organiser's risk assessment for events at Uppsala University."

The form is intended to help the organiser identify and evaluate risks as well as provide relevant collaboration partners (such as the facilities manager or equivalent) with information about the event and any assessed risks. The risk assessment is submitted to the relevant facilities management/equivalent, which collaborates with the Security and Safety Division if necessary.

In MSB's Safety Guide for events, it is noted that "In most cases, an organiser is required to apply for permission from or notify the Police that a public gathering or public event is to be held. This is regulated by the Public Order Act (1993:1617)."

Whether an event at Uppsala University is considered a public gathering/public event or not depends on several factors regulated by the Public Order Act (1993:1617). Fundamental is whether the public has access to an event or not.

To assist the organiser in determining whether an event should be considered a public gathering/public event, the Security and Safety Division has conducted a review of the most common types of events and provided general advice in the guide "Event Security." Please note, however, that it is always the responsible organiser who is accountable for deciding whether an event needs to be reported to the Police. An assessment must be made in each individual case based on factors such as the number of participants and whether there is any risk to order and safety. The Security and Safety Division can provide advice regarding this assessment.

The security plan consolidates all parts of the safety and security planning. By gathering all security documentation in one place, communication between the parties involved is also facilitated.

Below are templates for security plans as well as appendices with advice on how to fill in the templates.

• Template for a security plan for employees at Uppsala University (word) docx, 78 kB., Appendix A (pdf) pdf, 308 kB.
• Template for a security plan for organisers who are not employed at Uppsala University (word) docx, 50 kB., Appendix B (pdf) pdf, 267 kB.

Campus guards and public order officers have different authorities. Event security is usually provided by campus guards. Public order officers can only be booked if the Police have specified it as a condition following a notification/application for a public gathering/public event. If an organiser receives conditions regarding public order officers, this must be immediately reported to the Security and Safety Division as they need to be booked well in advance. The same applies if conditions regarding campus guards are specified and there is not already a corresponding booking.

If an organiser wishes to book campus guards (and/or public order officers), this can be indicated in the form "The organiser's risk assessment for events at Uppsala University." The organiser can also contact security@uu.se. Please note that only Uppsala University's contracted security service providers are allowed to perform security at the university's premises (personal protection by the Police and Security Service excepted). The organiser is responsible for the security costs. Questions about security and costs can be directed to security@uu.se.

• Checklist for student fairs (pdf) pdf, 87 kB.
• Post-Event Evaluation Checklist (pdf) pdf, 91 kB.