The University of Sussex Students’ Union recognise the need to ensure we take a responsible approach towards the retail of alcohol, given that a large part of our commercial services are heavily based in the entertainment and licensed trade sector with a number of licensed premises on campus as well as one in Brighton. The Students’ Union also recognises that it plays a part in the communities in which it operates - both on the University Campus at Falmer and the wider Sussex community.
The provision of a safe and secure environment in our outlets is a key objective in our business strategy. We have a responsibility to provide this environment to our members and wider customer base, and it is a commercial strength that we do so. Our Student Satisfaction Survey demonstrates that a safe and secure environment is one of the key factors students consider when choosing their University of choice, and is something that Sussex prides itself on.
With regard to our licensed trade operations, the issue of social responsibility is one inextricably linked with alcohol consumption. In response to this, and in line with the NUS Code of Practice and NUS’s Alcohol Impact Campaign, we have developed policy in five key areas:
1. Responsible Retailing
2. Health & Safety
3. Adherence to Licensing Objectives
4. Community Engagement
An Alcohol Policy Panel has been established to meet on a bi- annual basis to ensure the Code of Practice is adopted, adhered to, and further developed. The panel consists of the Union’s:
Society & Citizenship Officer
President of the Students’ Union
Chief Executive Officer
Head of Commercial Operations
The panel will be responsible for developing and reviewing the policy at the annual meeting or following any major incident.
1. Responsible Retailing
We recognise we have a responsibility to consider issues under our control such as a drinks service policy, pricing, promotions and advertising within our outlets and of our events. We believe all responsible retailers have an obligation to consider these issues. As a Students’ Union we have a commitment to the general welfare provision to our members. Our main focus is in providing considered information to student consumers both about the products on sale and their effects.
Drinks Service Policy:
1.1 We will not sell spirits in quantities greater than a double normal serve measure (max. 50ml) in one glass.
1.2 We will not mix spirits in the same glass other than as part of recognised cocktails.
1.3 We will not serve spirits into draught alcohol products e.g. pour a measure of whiskey into a pint of lager.
1.4 We will not normally stock any product over 50% ABV. Where we do, it will be only with the approval of the Head of Commercial Operations.
1.5 Staff on any shift will be specifically reminded of their legal obligation not to serve those who appear to be excessively under the influence of alcohol.
1.6 We will refuse service of alcoholic products to those who have already drunk too much, and either ask them to leave the premises or encourage them to have a soft drink or water as appropriate.
1.7 We will always have free water available to students in a visible place on the bar.
1.8 We will serve hot food alongside alcohol trade whenever reasonably possible.
1.9 We will always practice the Think 25 policy within our venues regarding the purchase of alcohol.
1.10 We will review this policy on an annual basis.
Alcohol Promotions Policy:
1.11 Tone of Advertising
The following points are taken the Portman Group Code of Practice on the Naming, Packaging and Promotion of Alcoholic Drinks (5th Edition) (http://www.portmangroup.org.uk/codes/alcohol-marketing/code-of-practice/code-of-practice). The Students’ Union embraces these points and will widen the meaning to also apply across its range of events. The tone of advertising should therefore not in any direct or indirect way:
Have the alcoholic strength, relatively high alcohol content, or the intoxicating effect, as a dominant theme.
Suggest any association with bravado, or with violent, aggressive, dangerous or anti-social behaviour;
Suggest any association with, acceptance of, or allusion to, illicit drugs;
Suggest that consumption of the drink can lead to social success or popularity;
Encourage illegal, irresponsible or immoderate consumption, such as drink-driving, binge-drinking, or drunkenness;
Urge the consumer to drink rapidly or to “down” a product in one;
Have a particular appeal to under 18s;
Incorporate images of people who are, or look as if they are, under 18 years of age, unless there is no suggestion that they have just consumed, are consuming or are about to consume alcohol;
Suggest that the product can enhance mental or physical capabilities.
1.12 Promotions Guidelines
We will not run promotions that:
a) Have any promotional activity which implies drinks being ‘downed in one’ or which incentivises speed drinking.
b) Have any promotion that relies on an unpredictable event e.g. ‘first goal scored’, and therefore encourages urgent and / or unplanned alcohol consumption.
c) Have any promotions that involve drinking games.
d) Have all inclusive promotions that include large quantities of, or all drinks, in the admission fee.
e) That involve an initial payment to obtain reduced price alcohol for a sustained period –e.g. ‘Quid’s In’.
f) Have any promotional activity which presents alcohol abstinence, or choosing soft drink alternatives in a negative light.
g) Have sampling activity involving staff under the age of 18.
h) Have sampling activity which offers more that 1.5 units of alcohol per person.
i) Start before 2pm unless as a part of a substantial food offer or agreed by the Alcohol Policy Panel.
j) Where all day events are run - we will not serve alcohol before midday, unless previously agreed by the Alcohol Policy Panel. If agreed the venue must ensure food is readily available to all attendees, throughout the event). We will not promote in queues – but where they do form we will police them and discourage anyone drinking in a queue by refusing admission to them should they persist.
l) Include photos from a previous event that breach these guidelines.
1.13 Advertisement Guidelines
Advertisements or advertising materials will not:
a) Condone, encourage or glamorise excessive drinking or drunkenness or encourage anti-social behaviour. Effects of intoxication should not be referred to in any favourable manner, including any mentioning of ‘hangovers’.
b) Be linked to sexual imagery implying sexual success or prowess.
c) Refer to consuming alcohol to recover from previous over-indulgence.
d) Be disrespectful of contemporary, prevailing standards of taste and decency, and avoid degrading or gratuitously offensive images, symbols, figures and innuendoes. Advertising material should not demean any of the protected characteristics; including cultural, racial and social stereotypes (for example, a ‘chavs’ themed night or something similar).
e) Appeal, through images / symbols, primarily to those under the legal purchase age. Characters should only be used if it is clearly established that their primary appeal is to adults.
f) Contain any direct or indirect references to drug culture or illegal drugs.
g) Have any association with violence or anti-social behaviour.
1.14 Other Advertising Rules
In addition, use of paper, social media and website advertising will:
Carry the Drink Aware logo and/or website information;
Where applicable, refer to the safeguarding of children;
Include some key personal health and social responsibility messages on a rotational basis, dependent on the time of year (e.g. getting a taxi home, keeping to main routes, drinking water, staying warm, walking with a friend, the I Heart Consent campaign and Zero Tolerance policy etc).
Where appropriate, actively promote soft drinks and hot drinks where available.
1.15 Event names or elements of events:
a) Will not have connotations that may indicate glamorising or be suggestive of promoting volume drinking e.g. Exam Slam, Afternoon session, Bar One lock down.
b) Will not include or suggest connotations of anything that may be considered demeaning of any of the protected characteristics, including gender identity, sexuality, or any cultural, racial or social stereotypes.
1.16 In accepting sponsorship for events from suppliers:
a) We will incorporate safe drinking messages.
b) Both ourselves and the suppliers will comply with all elements of our advertising policy, Zero Tolerance Policy and all other instances within our Terms & Conditions (see Appendix 1).
c) Sponsors will work closely with the Marketing and Sponsorship team to ensure their participation in our events and/or promotions comply with our policy.
1.17 Examples of good promotions include:
a) The inclusion of responsible drinking messages, ABV information and alcohol units where appropriate.
b) Promotions that are run over periods of time to ensure prizes such as drinks vouchers can be redeemed later, not just on the day they are won.
c) All promotional activity will incorporate a soft drinks offer cheaper than the same volume of alcohol (e.g. cheapest pint of lager or cider £2.20 and pint of soft drink £1.60).
d) Any time-limited promotion should be for 2 hours or longer.
1.18 The Union works collaboratively with the University via Sussex Sport. Students’ Union Sport have established a Sports Code of Conduct (Appendix 2) that club captains will be required to sign up to annually, and which covers initiation ceremonies and the excessive consumption of alcohol.
1.19 The Union will uphold this policy, and operate within it, in all licensed premises. Details of the Code of Conduct are incorporated in staff training. Staff are trained to recognise behaviour that breaches the code, and given guidelines for reporting any such behaviour.
1.20 The Sports Code of Conduct is now in place, recognising the growth in numbers and activity levels.
Minimum Tariff Policy:
1.21 We have reviewed this to be 70 pence per unit whether standard price or promotional price.
1.22 We believe the key to a good and popular operation lies in the quality of service, entertainment and environment. We are happy that, as a result of our focus on quality, we can sustain the 70 pence minimum.
1.23 We recognise that in bars and clubs price perception is different to that in retail, and heavy discounting can lead to excessive consumption regardless of a standard minimum price. Therefore in bars and clubs, in addition to the above, we will maintain our £1.50 per drink minimum price for an alcoholic drink, where a ‘drink’ is the normal measure of service e.g. pint of lager or cider, single measure of spirit (ABV 30% or more), glass of wine, or a bottled lager / alcopop.
1.24 It is a challenge to remain competitive while maintaining a minimum pricing policy and this must be acknowledged when reviewing pricing structure.
Consumer Safe Drinking:
1.25 Our main consumers are students. It is our view that they are adults, and we are not here to dictate or control their actions or choices. Our policy is one of awareness and education. We do aim to use our knowledge of how to market effectively to students, to get key messages across regarding their safety and well-being, by providing relevant and timely information and reminders.
1.26 Precautions taken within our venue to deter drink ‘spiking’:
We have “Spikeys” available on request, free of charge in Union venues, if a customer wishes to use one. These are offered at request because we would never put the responsibility of deterring ‘spiking’ on the individual themselves.
Customers observed by security or the Duty Manager inside, outside or leaving our premises are informally assessed. If their demeanour causes sufficient concern, that person will be treated initially as a casualty, then be assessed further, and given appropriate assistance by the Duty Manager while adhering to our Care Pathways training (Appendix 3). This could include consensual first aid, assistance getting home, or locating a friend to accompany them. Aggravating features to cause concern are intoxicated people leaving alone, or when challenged, the casualty cannot positively identify a companion. Where we suspect someone’s drink may have been spiked we will also treat it as a criminal act, investigate further to gain evidence, and involve the emergency services. All actions to be taken by the Duty Manager are to be given consent to do so by the individual involved whenever possible.
When a customer is appearing to be vulnerable, whether due to being over-intoxicated, isolated from their friends, injury or suspected ‘spiking’ has occurred, USSU staff, security or our partners must follow the USSU Vulnerable Persons Procedure (Appendix 5).
1.27 We will work with the University’s Health and Wellbeing Centre to run a number of campaigns during an academic year, focused on providing information about key issues at key times, such as Freshers’ Week. For example, a Drink-Aware Campaign at Freshers’ Fair.
1.28 ...in Freshers’ Week:
We will always have at least 60% of our Fresher’s week events as alcohol free, including evening events.
Freshers’ Fair will be a non-alcoholic event.
Trade Fair will be a non-alcoholic event.
We will ensure that a trained events team, security and/or steward staff are present at entry points of all events to assist any student that seems distressed.
We will have security staff present at all events in Freshers Week over a potential capacity of 450 attendees and/or that sell alcohol, ensuring briefings include the need for all staff to be particularly vigilant and supportive to students, many of whom would be away from home for the first time.
For larger events or days when we expect higher turnout of students in our outlets, we will have at least one First Aid trained individual at all events, and a First Aid patrol team at events that exceed a potential capacity of 450 attendees.
We will work with campus security and our own internal security team to actively discourage and eject non-students, promoters etc. from attending any events/venues or promote town venues/events on the University campus during Fresher’s Week.
1.29 … in Web Information:
As well as the above active and promoted campaigns, we also provide basic information on our website, and signpost to drinkaware.co.uk, we will also actively encourage partners to do so when working with us. In addition to this, all web and social media advertising will fit in the above marketing and advertising guidelines.
1.30 … in Union Elections:
Candidates will not be allowed to use alcohol as a gateway to self-promotion during their elections campaign.
1.31 The Students’ Union will only organise, co-organise or promote pub crawls with proper supervision, risk assessments and a focus on highlighting non-alcoholic alternatives.
1.32 Any such events must only be undertaken with the support and close collaboration with Brighton and Hove City Council Licensing Department and with Police Licensing Officers.
1.33 As a Union we will offer no support to promoters linked to events with irresponsible and potentially dangerous drinking activities (i.e CARNAGE) . We will work with Campus Security in ensuring anyone selling tickets on campus is actively discouraged from doing so. We will actively seek to offer alternative nights at our venues which adhere to our policy.
2. Health & Safety
The Union’s commitment to Health and Safety is covered by a wide variety of internal policies and procedures, the elements that relate to the responsible retailing of alcohol are summarised here.
2.1 We have a commitment to the development of our people throughout all levels of the organisation, and believe training and development strengthens our operation as well as ensuring compliance with legal and self imposed service standards.
2.2 All bar staff are given a minimum of 3 hours induction training prior to working on any of our bars, in addition to 5 or more hours further training during their introductory period; this includes training on the policies included in this framework document, and on the legal obligations to uphold the key licensing objectives as set forth in the Licensing Act. It also provides methods of refusing service to increase staff confidence in doing so during extensive Conflict Management training.
2.3 Additional training and pre-session briefings take place, with a focus on drink awareness, during campaign periods including the critical Freshers period.
2.4 Our Bars and Catering Management Development programme ensures that not just the Designated Premises Supervisor, but all levels of management through to Supervisor/Duty Manager level achieve the BII National Licensees Certificate. This includes key security and entertainments staff, and we will register them for personal licences. Details of current personal licence holders are included in Appendix 4.
2.5 Security staff refer to the USSU Vulnerable Persons Procedure when dealing with vulnerable customers (appendix 5).
Risk Assessments for Key Events:
2.6 All Students’ Union organised events will have their own General Risk Assessment in place; however, for larger events there will be a series of risk assessments carried out. We will produce the following risk assessments for events that potentially exceed a capacity of 450 attendees:
A General Risk Assessment, including an assessment of the site, access and other needs and facilities etc.
A ‘Protection of Children from Harm’ risk assessment.
A Noise Risk Assessment.
A Drinks Promotions Risk Assessment (if relevant).
3. Licensing Objectives
The Prevention of Crime and Disorder:
The prevention of crime and disorder is one of the four Licensing Act (2003) objectives. In that context, many of the other sections of this alcohol policy aim to tackle issues relating to crime and disorder where there is a possible causal link to alcohol sales. The majority of specific crime and disorder issues are covered in our security procedures.
3.1 Security Staff Procedures Manual:
Crowd / Customer Control is covered extensively, with specific working procedures given for each area of the Union.
Lost property is covered in the manual, with detailed procedures for labelling, recording, control, retention and disposal; including particular guidelines when dealing with offensive weapons and/or illegal substances.
Shoplifting is covered in detail; with parameters defining what constitutes shoplifting and procedures for apprehending shoplifters.
The Security Procedures cover all elements of the Violent Incident Protocol devised by Sussex Police, including Crime Scene Preservation.
The manual includes a detailed search policy, plus specific procedures relating to drug finds. There is also a clear ejections procedure for dealing with drunkenness, fighting, disorderly conduct etc. or any behaviour that doesn’t comply with our Zero Tolerance Policy (Appendix 6).
3.2 To Operate and Maintain a CCTV System:
The Union has a CCTV surveillance system and a detailed Code of Practice for its operation. The system covers most of the main internal areas of licensed premises and some of the external areas of the Union building, and records on all cameras 24 hours a day. All images are automatically stored for a minimum of 30 days. The Code of Practice ensures that the Union’s operation of the system complies with the Data Protection Act 1998. The CCTV system is intended to contribute to the provision of a safe and comfortable environment in the following ways:
Reduce the fear of crime and offer reassurance to the public and staff members.
Facilitate the apprehension and prosecution of offenders.
Assist with the prevention and detection of crime, acts of terrorism and disorder committed inside the Union building.
Deal with any safety concerns.
Be open to inquiry or complaint by members of the public, with contact details for doing so to be displayed on CCTV notices.
Protection of Public Safety:
3.3 We will consistently practice the following guidelines, alongside the other licensing objective aims, in order to obtain the safety of the public:
To refuse the sale of alcohol to anyone who appears over-intoxicated or under the influence of illegal substances.
To refuse the sale of alcohol to anyone who may appear to have the intention of drink-driving, and/or is in custody of a minor within the premises.
To notify Campus Security and/or the Police of anyone who appears to attempt to drink-drive upon leaving our premises.
To enforce temporary or permanent bans on any individual who may pose a threat to other patrons or our staff in future.
We obtain the right to eject any persons who poses a threat to other customers and/or our staff, informing Campus Security and/or the Police when appropriate.
To mindfully deal with any persons appearing at risk and/or vulnerable in line with our Protection of Vulnerable Persons Policy 2016 to the best of our ability.
To follow up and incorporate any relevant recommendations, made to us by the Police, Council or other local authorities in order to protect the public, into this Alcohol Policy.
Prevention of Public Nuisance:
3.4 Noise Control in Licensed Venues During Daily Trade.
Noise pollution from licensed venues takes two main forms; noise breakout, and noise from customers (typically) returning home or moving on to another venue. We include “operational noise”, such as glass being emptied into skips, as noise breakout on the basis we have a direct control over this type of noise from our operation. In order to prevent excess noise, we will take the following precautions:
Turn off outdoor speakers by 10pm every evening.
Keep doors and windows closed whenever possible during trading hours.
Organise deliveries to only come between the hours of 8am and 6pm Monday-Friday.
Display signage around exits discouraging customers from making excessive noise when they leave our premises.
Regular patio area checks to ensure no one is making excessive noise past 10pm.
Having and maintaining sound-limiters on our audio equipment within the venue.
Offering customers leaving our premises free sweets/lollipops upon leaving to deter them from making excessive vocal noise.
3.5 Noise Control upon Dispersal (Customer Noise)
Customer noise is noise resulting from those who are entering or leaving our outlets, typically referred to as boisterous behaviour e.g. shouting or singing, but can also be as simple as people talking loudly on their mobiles as they walk home in the early hours.
We have no direct control over this noise, and have never received any direct complaints about customers leaving our venue. However, we recognise we can play a part in the reduction of any inconvenience to the community resulting from this type of noise.
We can possibly have an influence over the customers in our venues, but also in terms of good neighbourly behaviour; we can educate students who use our venues with a benefit in general when not using our venues.
We work alongside the University and Campus Security to deter any excess noise happening beyond our venue, in which patrons were previously present.
We will practice the USSU Trading Dispersal Policy (Appendix 7) to the best of our ability during the closing of trade and/or venue.
Protection of Children from Harm:
3.6 Although our Protection of Children from Harm Risk Assessment is carried out on an annual basis, we incorporate the following practices into our everyday trade in order to ensure any risks posed to children are kept as low as possible at all times:
a) We will consistently practice our Think-25 Policy upon those who wish to enter our venue and/or purchase any alcohol.
b) Anyone under the age of 18 must be in the company of a responsible adult whom is known to them as their parent, or temporary/permanent guardian.
c) We will encourage any adult holding the responsibility of such children to not go beyond our desired ratio of 1 adult to every 4 children, unless authorised otherwise by Management and/or the Alcohol Policy Panel.
d) No one under the age of 18 is permitted to be within our venues after the time of 8pm, unless it is for an exclusive private event (e.g. EF Disco, private booking etc.)
e) Any event being held within our venues that is aimed at attracting under 18s will be completely alcohol-free., ensuring that alcohol is off-sale, out of sight and the venue is free from the advertisement of alcohol whenever reasonably possible. If the venue is catered to become a privately booked alcohol-free zone then the above regulations of 3.6 do not apply (e.g. Summer School Discos).
3.7 Best Bar None Contribution Towards Licensing Objectives:
We were pleased to be awarded “Best Bar None” Gold accreditation in 2014/2015 an initiative pioneered by Greater Manchester Police as part of its “City Safe” programme and adopted as best practice by the Home Office. The scheme has been adopted by Student Unions nationally.
The scheme is not targeted at assessing a bar for its service of food and drink and its quality of product. Instead the objectives are more rooted in ensuring the customer experience is a safe and responsible one whilst still being enjoyable, and the outlet has a responsible attitude and sound measures with regard to crime prevention. Judged independently, the scheme is a measure of performance against four licensing objectives outlined above:
1. Prevention of Crime and Disorder
2. Public Safety
3. Prevention of Public Nuisance
4. Protection of Children from Harm
The Union has continued to apply for and be awarded the standard, achieving an overall score of 95% in the 2015 assessment.
4. Community Engagement
4.1 Community Engagement is about shared priorities, regular contact, and constructive communication with local community stakeholders. It is about having respect for the opinions and views of others. We believe the Union is a great asset to the local community as it promotes students’ involvement in the community in a number of positive ways, as outlined in Sussex Students’ Union’s Community Engagement Strategy.
4.2 The key principles behind good Community Engagement:
Create shared priorities.
Effective partnership working is key to any successful outcomes, so developing a set of shared principles or priorities is extremely important. Having good collaborative working arrangements helps to engage with the local residential community
Develop and maintain channels of regular communication.
Good communication is about working efficiently to common ends, and helping to build trust and respect for all sectors. It leads to information sharing and the building up of knowledge for all participants.
We undertake activity in each of these principle areas as detailed below.
4.3 USSU Trading Ltd…
Is a registered member of Brighton Chamber of Commerce and Brighton Green Collective.
Will always notify local residents in person, via letter or public notice of any events that may temporarily affect their community directly (e.g. notices of events on campus during Freshers week that last longer than normal trading hours).
Will always provide contact details for Venue Managers on these notices
4.4 The Society & Citizenship Officer and/or the Community Engagement Coordinator:
Regularly attends meetings of, and liaises with, other community and residents' groups.
Plans to take part in a ‘Hello Hub’ around key student areas (e.g. Moulsecoomb, Hanover, Elm Grove, Lewes Road etc.)
4.5 The Union is a member of NUS Services Ltd
Litter and Waste Control:
4.6 The Union takes a proactive approach to removing litter generated by our activities in the immediate vicinity. This includes daily early morning cleaning of the perimeter of our premises, and during-service cleaning by events employees. We often take responsibility for litter left not by us or our customers. We also make every effort to recycle and/or compost all waste collected.
Noise Breakout During Events (as highlighted in 3.4):
4.7 Noise breakout is considered in three main areas as detailed below. There is arguably a fourth area of customer noise, primarily when leaving or after leaving our premises.
Music from our Outlets – We engage with the local community where appropriate to deal with noise breakout in the form of music from inside our outlets. We will continue to work with local residents and the local authority to minimise any impacts of our activities.
External Music (e.g. from the patio) - we do play recorded music in our patio areas on some occasions at an acceptable level, but never later than 10pm. During events that are considerably larger or have a capacity that can exceed 450 attendees we employ an external professional noise management team, who work alongside us to comply with policy.
Operational Noise – This includes load ins/outs of equipment needed for the event, equipment collections, refuse collections and/or noise made by our own staff emptying bins
5.1 External Press Relations
The Students’ Union works with with the University’s Communications and External Affairs team, via the Students’ Union’s Communications Manager.
The University’s Media Relations Team and the Union’s Communications Manager manage all conversations with external press, both the good and the possibly damaging stories.
5.2 Internal Student Press Relations
The President will be responsible for all internal press communications though the Full-time Officer team will work out how they will coordinate press responses between them each year.
5.3 Internal Staff Press Relations
The Students’ Union’s Communications Manager meets regularly with the University’s Student Communications Manager to highlight areas and develop methods of communicating messages to both University and Students’ Union staff
Alcohol Policy Appendices List
Appendix 1 – Marketing Guidelines Policy Extract
Re: Promotional Materials:
- All advertisements and promotions must comply with the British Code of Advertising Practice, the Trade Descriptions Act and any other such Acts or regulations which may from time to time be in force to ensure advertising standards
- Any publicity or advertising submitted to the Union must not contain any defamatory, fraudulent, misleading or false statements
- The advertiser/ promoter warrants that any material included in their advertising or publicity does not infringe or prejudice the moral rights, intellectual property or copyright of any third party
- The marketing material of any kind should not seek to suggest that they are endorsed by The University of Sussex Students’ Union without prior written consent. This includes the use of photographic images of any areas controlled or events organised by the Students’ Union
- Materials shall not be, in the opinion of the University or Students’ Union, offensive or obscene or anything that may prejudice the good name of the institution
- Sussex Students’ Union has various environmental policies in place to reduce its carbon foot and therefore the use of plastic bags is not allowed, the Union recommends paper or canvas bags as an alternative
- Sussex Students’ Union reserves the right to refuse any material for publication or distribution and holds within its rights the option to censor material in light of policy.
- Sussex Students’ Union reserves the right to refuse any artwork which is not in-keeping with Union policies. Advertisers should check all artwork with the Marketing and Sponsorship Co-ordinator before submitting advertising. If you require more information about such policies please ask the Marketing and Sponsorship Co-ordinator.
- Event sponsors must not promote using any methods which are not in-keeping with Union policies, such as irresponsible drinking and the objectification of people. If you require more information about such policies please ask the Marketing and Sponsorship Co-ordinator.
- Event sponsors must not promote a different event (elsewhere on the same date) at Students’ Union venues. This includes the distribution of stickers, stamps or wristbands.
- In addition, the Students’ Union has the right to refuse any advertising which it feels is against Union policy or in certain circumstances, any promotion which relates to any organisation which may be in direct competition with any of the services offered by the Students’ Union.
- The distribution of leaflets, flyers, magazines, posters or any other material undertaken by the Students’ Union will only take place within areas which the Union is authorised to do so
- In respect of any advertising, any websites that appear through a linked advert on any websites owned and operated by the Union shall remain the concern of the advertiser/ promoter. The Union will not be held responsible for the maintenance, content and technical upkeep of any such linked website
- As with all publicity, any direct links must not include any promotional materials that contradict any of the previous rulings surrounding publicity materials
- In certain circumstances the Students’ Union can design artwork on behalf of the advertiser/ promoter - please contact us for more details. All artwork designed by the Union will remain the property of the Union unless express permission for the use of such material has been granted, in writing, to the advertiser/ promoter by the Marketing Manager. The Students’ Union will make a charge for the design of any artwork produced for, or on behalf of, the advertiser/ promoter depending on the type of artwork/ amount of work involved. Please contact the Union’s Marketing and Sponsorship Coordinator for the current hourly rate applicable.
- It shall be the responsibility of the promoter/ advertiser to ensure all advertising copy is delivered to the Students’ Union in accordance with the dates and procedures set out and agreed in writing. The Students’ Union reserves the right to refuse to accept any advertising copy which misses the deadline and may be subject to charge.
- All advertisements must conform to the Students’ Union’s requirements set out in writing. If advertisements do not thus conform, the Students’ Union reserves the rights to amend advertisements to make them conform to the specification and may charge the advertiser/promoter for any additional work this may entail.
- All promotional material supplied by the advertiser/ promoter to the Students’ Union cannot be returned unless the Students’ Union is provided with self-addressed paid postage packaging to return such materials
- The Students’ Union reserves the right to sell booked advertising space to another company should the original promoter/advertiser fail to supply the required advertisement/ copy the previously specified deadline.
- All advertisements, sponsorship or publicity must be ordered in writing
- The placement of an order does not convey the right of the advertiser/ promoter to renew on similar terms
- Acceptance of all advertising and promotions is subject to availability and acceptance of these terms and conditions
- All promotional activity must be agreed beforehand and should be limited to those agreed with. Cross collaboration with other parties and cross-promotion would break these terms and condition and extra parties will be liable to a charge.
Appendix 2 – Societies Code of Conduct
Code of Conduct:
Running a society comes with responsibility towards your members and the Students’ Union. Our code of conduct outlines your responsibilities and those of your members. By signing your name at the end you show that you accept and understand these.
This code of conduct is to be adhered to in conjunction with the University of Sussex Students’ Union Articles of Association, Sports Club and Society Rules, Safer Space Policy and Equality and Diversity Policy.All members, ordinary and committee, must read, agree to and abide by this code of conduct and be aware of the repercussions of any breaches.
The committee shall be elected democratically by the members of the society at the society’s Annual General Meeting or by using the elections admin on www.sussexstudent.com.
The society committee shall:
Ensure their duty of care to their members within all activities undertaken by the society whilst working within the Health & Safety guidelines of the Union and the University.
Act in accordance with the principals of the Union’s Equality and Diversity policy and not discriminate on any grounds including, but not limited to sexuality, race, gender, age or disability.
Make a commitment to providing a quality service to their members.
Promote and facilitate the activities and interests of the society rather than their own interests and activities especially where these are inconsistent with the constitution of the society.
Act professionally and responsibly in all matters regarding their society and the Union.
The society members (ordinary and committee) shall:
Conduct themselves accordingly as representatives of their society, the Union and the University.
Comply with the Union Articles of Association, Sports Club and Society Rules, Safer Space Policy and Equality and Diversity Policy.
Respect the rights and dignity of others and ensure that threatening or intimidating behaviour is not tolerated towards members, students, staff or the public.
Use equipment owned by the society or the Union for the purposes of the society only and not wilfully damage or misuse said equipment.
Carry out society activities soberly and with due care, and not under the influence of alcohol or other intoxicating or mind-altering substances.
Use Union resources only for the administration and execution of their society activities, including the telephones and computers.
Acknowledge these criteria additionally apply to any online and social media activity related to their society.
Appendix 3 – Care Pathways Training Sheet
Appendix 4 – List of Licensees/those who have completed Licensing Training Level 2 at USSU Trading Outlets
Tarek Khalil (Personal License Holder & DPS for USSU Bars)
Jan Ward (Personal License Holder & DPS for USSU Union Shop)
Esme Godden (Personal License holder)
Grace Cummings (Personal License holder)
Tess McNally-Watson (Personal License holder)
Alex Langrish (Personal License Holder)
Appendix 5 - Vulnerable Persons Procedure
Vulnerable Persons Procedure
ALL USSU staff, and USSU partner venues, must abide by these procedures
Should you find any customers to be in a vulnerable state (e.g. Drunk person on their own, intoxicated or confused person).
Speak to the individual with 2 clear aims:
1. Establish if they are injured – if yes refer to First Aid procedure - below
2. Establish if they are a vulnerable person – if yes see below
Step 1: Individual is intoxicated/vulnerable:
1. Contact venue security or Head Door Supervisor (if you are security)
2. Make them comfortable, be calm, try not to distress the person
3. Attempt to find their friends (if yes go to step 3)
4. Offer them a glass of water, if necessary escort to toilets or outside for fresh air
5. Stay with the person but don’t crowd them
6. Make the duty manager (venue) aware of situation
Our objective is to ensure the safe return home of the person, with minimum discomfort and distress to the individual. If it is possible to care for the individual until they are capable of making their own way home, then obviously this would be the action to take.
Step 2: Individual’s friends are unreachable:
1. Ask the duty manager to attend if not already there
2. Unit supervisor (security) in conjunction with Duty Manager(venue) to decide whether it’s necessary to call an ambulance
3. Duty Manager (Venue) and unit supervisor (security) to look at alternative solutions:
(i) Contact friend, partner or housemate
(ii) Establish address and arrange safe method home - if they are a Sussex Student and have their Student ID a Take Care travel-home scheme can be arranged
(iii) Contact University Campus Security
(iv) Contact the Police
Calling the Police must be the last resort as this will lead to the individual being cared for but most likely also charged with being drunk and incapable.
Step 3: Individual’s friends are in venue:
1. Friends are capable of caring for person – ask them to take friend home and arrange transport.
2. Friends are drunk and incapable or unwilling to look after their friend - return to step 2.
First Aid Procedure
If the individual is badly injured:
1. Contact the Venue Security
2. Contact the Duty Manager (Venue)
3. Administer First Aid if qualified and required to do so – only in emergencies and if the person can’t be moved for preservation of life reasons. Always have a witness when administering - if no one is qualified on site, call Campus Security.
First Aid when possible
4. If possible take to designated 1st Aid area (Bar offices)
5. The Venue Security on duty/Campus Security in conjunction with duty manager will make the decision on whether an ambulance is required
6. Know your limitations and don’t do anything you’re not confident about
Accurate and factual recording of all information on incident report following the shift is very important and must be completed with no exceptions and followed onto your line manager on a nightly basis.
Appendix 6 – USSU Zero Tolerance Policy
Zero tolerance policy
The Students' Union is committed to creating a safe and inclusive environment in which every student is able to participate.
The National Union of Students found that a lot of students experience gender-based harassment and discrimination and it is not often questioned or challenged. We define gender-based harassment as:
Unwelcome sexual invitations, innuendos and offensive gestures
Wolf whistling, catcalling or offensive sexual noises
Having clothing such as skirt or top lifted without consent
Someone exposing their genitals without consent
Pressure for a date or a romantic or intimate relationship
Unwelcome touching, kissing, hugging, or massaging
Pressure for or forced sexual activity
Unnecessary and unwelcome references to various parts of the body
Belittling remarks about a person's gender or belittling remarks about a person's sexual orientation based on gender-stereotyping
Inappropriate sexual innuendoes or humour
Videotaping and photographing someone or people without consent
Obscene gestures of a sexual or gender-based nature
Offensive sexual graffiti, pictures, or posters
Sexually explicit profanity
Use of email, the Internet, or other forms of social media to facilitate any of the above referenced behaviours
We think it’s good to talk about this stuff because it is more common than people think, and if you don’t know what some red flags are, then it’s harder to identify it and speak up if you’re uncomfortable and it happens.
We want to empower you to make informed choices and to be able to say no when you want to.
To help you say no, and for the perpetrators to understand that what they’re doing is not acceptable, we’ve trained our bar supervisors and managers in dealing with incidents so that you can feel confident in going to them.
We have also trained committee members of societies and sports clubs and our societies’ co-ordinator.
We’ve implemented communication guidelines, so that we don’t say that sort of stuff on posters or social media.
Appendix 7 – USSU Dispersal Policy
As we do not run club style nights it is often unlikely that many students will all be leaving the venues at any one time, more slowly throughout the night. However, if we have an event on that is due to run late, we will have door staff present to ensure the slow and calm dispersal of the customers back onto campus.
The exits are all well-lit and covered completed with CCTV, and the staff all ensure that the customers leave in an orderly fashion. If customers desire they are allowed to remain in the venue, with no alcohol being served for half an hour after the venue has closed, with the provision of free water. This aims to give customers chance to calm down before travelling home to minimise any disturbances to the local student residences.
On campus security are aware of our closing times and have set patrols around the bar and through the residences 45 minutes after we close to ensure that all customers have arrived home safely, but also to ensure that no problems have arisen, either for those who were in the bars, or those who may have been disturbed as customers left the bar. Campus Securitys’ patrol is then logged in their usual manner, however, it is expected to have more detail during these later events, so management can review this with Security and see if there are any areas for possible development. All feedback to be distributed to relevant managers and supervisors.