Policies and Procedures

Campus Management has been increasingly concerned about the image and perception of the Campus and has therefore established the Office as a central processing point for all requests regarding the use of Campus Grounds for social events including:

• Use of the open area at the southern side of Campus for various events/ sales
• Erecting of tents on the grounds, such as the lawn by LRC and the JFK Quadrangle
• Use of the JFK Quadrangle for events
• Use of grounds west of LRC
• Use of the grounds for taking wedding photos, more specifically in front of the main Administration Building.

Those parties interested in using the Campus grounds should send correspondence via e-mail or hard copy to The Marketing and Communications Office requesting use of the relevant area. Correspondence must include the following information:

•  - Name
•  - Contact info
•  - Area requested
•  - Reason for using the area
•  - Period of time for which the individual wishes to use the area.

Requests should be submitted at least two weeks in advance.

Requests from Students

Requests from students for use of Campus grounds are to be forwarded to The Communications Coordinator, The Marketing and Communications Office. However, student requests should be signed by the President of the Guild Coucil. Therefore, student organisations interested in requesting approval for the use of Campus grounds should forward the relevant correspondence to the President of the Guild Council well in advance.

Request Procedure

All requests should be accompanied by the application form for each social event, which includes the venue, the DJ(s), the event budget and information on the bar, etc. (See attached copy for ease of reference). These forms are available at the Offices of the Student Guild Council.

Authorisation must also be granted by the Environmental Management Authority (EMA), located at

• 8 Elizabeth Street
• Port of Spain

The application process for EMA authorisation takes approximately 6 weeks.

The Office forwards all requests to the Office to the Deputy Principal for comment/approval. Once a request is approved, the Office informs the Director of Campus Security and dispatches official letters of approval.

Use of Grounds Requests