Any on campus event outside your regular activity requires an EMF.
For example:
Social events/activities in bookable spaces (eg. on campus club events)
Outdoor events or activities (eg. Big D, Goodfest)
Lectures or workshops involving an external speaker
EMFs must be completed at least 21 days in advance of the event, so there is plenty of time to get them checked by all the relevant people. It must be signed off by all relevant parties for your event to take place.
If you are holding a large event, please contact York SU’s Health and Safety Coordinator Geoff Ward to arrange a meeting. There may be other compliance considerations alongside an EMF, which are unique to your event. He’ll be able to go through all of this with you to ensure your event is safe and complies with University regulations.