Draft Event Management Policy

This policy applies to all individuals or groups organising any Event held at any location within Waipapa Taumata Rau University of Auckland premises. This includes University staff, Registered Student Groups, and Third-Party users.

This policy does not apply to an Event held in spaces managed under an existing lease agreement by external entities, unless those spaces are otherwise made available for event use.

This policy is intended to ensure consistent standards, safe and inclusive practices, coverage of event costs, and the responsible use of University Managed Spaces for Events. It ensures all events comply with legislative and regulatory obligations, and are managed in a way that mitigates risk, promotes sustainability, equity, and strategic priorities while managing University resources effectively.

This Policy is supported by the Events Management Procedures for Special Events and Event Compliance and Safety Guidelines.

General Principles and Compliance
Roles and Responsibilities
Third-Party Conditions
Definitions
Key Relevant Documents

General Principles and Compliance

1. Only an Appropriate and Compliant event may be held within University of Auckland Premises.

2. Scheduled Teaching will always have priority over other activities and will be accommodated through an annual room booking process prior to University Managed Space being made available for Event bookings.

3. University Managed Spaces are to be used for appropriate purposes on an equitable basis for staff-led activities on behalf of faculties, institutes, service divisions, and any other University Entity.

4. Each Event must comply with all applicable local and national laws and regulations of New Zealand, as well as adhere to the University’s Campus Rules, policies, and procedures.

5. An Event is to be classified as a Basic Event or a Special Event for the purpose of determining the degree of oversight required to ensure that risks are suitably managed. A Special Event must be assessed by the Event Compliance Group (ECG) to provide delivery guidance, if required.

Note – An event where dignitaries, heads of state, government ministers, or other VIPs are invited or expected to attend is classified as a Special Event. This event must adhere to the University's Protocol Guidelines for VIP visits.

6. A Special Event may be granted one of three exceptional statuses—Core Status, Advance Conference Status, or Strategic Status—to acknowledge their strategic value and enable advance access to the Space and Resource Booking (SRB) system ahead of general availability. Event Owners seeking exceptional status must meet the relevant criteria for Advanced room booking.

7. An Event without an exceptional status may access the SRB system in the first week of November after enrolment opens for the following academic year.

8. The University will not deny the use of its premises for an Event featuring an Invited Speaker because of the speakers’ ideas or opinions.

9. A room booking may not be withdrawn or modified without thorough consultation and collaboration with the Event Owner.

10. If an Event is underway and poses an unreasonable risk to people or property, a shutdown may be initiated by the Vice-Chancellor or their delegates according to the Delegations Policy. In such cases, the Event Owner is required to comply immediately and conclude the Event as instructed.

11. Each Event must be coordinated and run in line with the University’s Sustainable Events Guide.

12. Each Event should be as inclusive and accessible as possible and aim to provide all attendees an equal opportunity to participate.

13. Where an Event includes attendees under the age of 18, the Event Owner must ensure that adult supervision is provided in accordance with the University’s Guidelines for events on campus involving Under 18s which outlines mandatory supervision ratios, parental consent requirements, and other legal obligations based on the age group and nature of the Event.

14. Alcohol may only be served or consumed on University of Auckland Premises with written approval from the Registrar or their nominated representative. Alcohol approval can be requested via the Event Notification Form and must comply with all Guidelines for University events involving alcohol, relevant legislation, and must use an approved licensed provider.

Roles and Responsibilities

15. An Event requires an Event Owner and an Event Manager. The Event Owner may also be the Event Manager.

Event Owner

16. The Event Owner is a University staff member or entity representative (Registered Student Group or Third-Party) responsible for the initiation, content, and obligations associated with the Event.

17. The Event Owner may delegate planning and operational responsibilities to an Event Manager; however, the Event Owner remains ultimately accountable for ensuring the Event complies with all University policies, procedures, and obligations.

18. The Event Owner must follow all Event Management Procedures for Special Events associated with this policy to ensure their Event is planned and delivered in accordance with University standards, operational requirements, and compliance expectations.

19. The Event Owner is responsible for initiating, modifying, and cancelling room bookings in the SRB system.

20. The Event Owner is responsible for conducting an initial self-assessment of their Event using the University’s Event Risk Banding Methodology. This assessment determines the correct risk band based on the Event’s scale, complexity, and potential risks.

21. The Event Owner must identify and manage all known and reasonably foreseeable health and safety risks before, during, and after the Event, including a completed risk assessment and implementing necessary risk management measures to ensure that all corresponding compliance, safety planning, and stakeholder engagement requirements are met.

22. The Event Owner is responsible for ensuring that all safety procedures are clearly communicated to all participants, contributors, and stakeholders involved in the Event.

23. The Event Owner will be charged for costs that are planned or required, and may be charged for additional service costs incurred by the University in the delivery of their Event. These may include, but are not limited to, security, cleaning, technical support, audiovisual services, after-hours support, and damage repair.

Event Manager

24. The Event Manager reports to the Event Owner and is responsible for organising the Event as the primary point of contact.

25. If an Event Manager is not appointed, the Event Owner is responsible for the Event Managers responsibilities as provided under this policy.

26. The Event Manager is required to take all reasonable and practical steps to ensure the safety of all persons involved at an Event.

27. The Event Manager must ensure that Event staff, contractors and sub-contractors undertaking any activity at or for an Event receive or attend an Event Briefing. The Event Briefing must include site safety requirements, emergency procedures, evacuation and any other safety systems, processes or procedures prior to commencing any activity within University of Auckland Premises.

External Event Sponsor

28. Any Event Owner representing Third Parties must obtain written endorsement from an External Event Sponsor for each instance of a specifically named event to confirm its Appropriateness to be held on University of Auckland Premises. Endorsement must be event-specific and instance-specific and cannot be assumed to apply to future occurrences or another event.

29. The External Event Sponsor must ensure the Event Owner complies with the requirements of all relevant Third-Party conditions.

Event Safety and Compliance Officer (ESCO)

30. An Event Safety and Compliance Officer (ESCO) must be present for all Special Events. The level of ESCO required for an Event is determined by the University’s Event Risk Banding Methodology.

31. The ESCO may also be the Event Manager and/or Event Owner.

32. The ESCO is responsible for taking all practical measures to ensure safety and compliance immediately before and during the Event until the Event has ended and all attendees have vacated the space.

33. Campus Environment is responsible for building use which includes security, cleaning, grounds and waste, building permits, fire egress capacities, other space limitations and providing advice on resource consents. No person may supply any of the above services on University of Auckland Premises.

Note - When Law Enforcement Officers are present on campus in response to an incident or official matter, their authority takes precedence. All University staff, contractors, and service providers must comply with Law Enforcement Office instructions, regardless of existing operational arrangements managed by Campus Environment.

34. Event Owners, Event Managers, and Third Parties must not engage in any form of building works including but not limited to electrical, plumbing, fixing, painting, marquee erection or any other form of structural work without specific approval from Campus Environment.

35. All Non-Standard Event Installations must be supported by Campus Environment and submitted for review to the University’s Risk Office prior to inclusion in the event plan. If, following review, the installation is deemed uninsurable or presents an unacceptable level of risk, it must be excluded from the event.

36. No person or supplier may setup, install or connect audio visual equipment within lecture theatres or general teaching spaces, without approval from Learning Environment Support Unit (LESU).

Third-Party Conditions

37. University Managed Spaces are primarily reserved for University-Related Activities. A Third-Party Event may only be held on campus if it is deemed Appropriate and meets all applicable Third-Party conditions, including alignment with relevant approval processes and contractual requirements.

38. Third-Party events can only proceed with the support of a University External Event Sponsor. Third- Party events must comply with any additional University conditions and risk management requirements of the External Event Sponsor. The Third-Party Event Owner must enter a formal contractual arrangement with the University in line with the Contracts Management Policy.

39. Third-Party Event Owners are not permitted to sub-license, subcontract, or otherwise assign the use of University of Auckland Premises to any other individual, group, or entity without a formal agreement with the University of Auckland. This includes the engagement of external event management services or Event suppliers operating on University of Auckland Premise.

40. Any Event delivered by a Registered Student Group or other organisation with an existing written agreement with the University requires an identified Internal Event Partner, who acts as the University’s point of contact and ensures that any University Managed Space is used within the scope of the existing agreement and in accordance with University policies and procedures. Where additional services are required, the Registered Student Group or organisation may be required to enter into an Event specific agreement.

The following definitions apply to this document:

Advanced Conference Status is an exceptional status granted to a conference that is managed by Event Services, allowing specific venue(s) and date(s) to be booked in advance.

An Event is Appropriate when it aligns with the University’s roles and functions; supports the respectful use of campus spaces; is financially supported; does not pose an unacceptable risk to health, safety, or security; and does not unduly disrupt teaching, research, or campus operations.

A Basic Event is an activity which meets the following criteria:

• held on University of Auckland Premises, and
• occurs between Monday and Friday between 7am and 7pm (except Public Holidays), and
• has a maximum number of attendees of 50, and
• requires no additional Facilities Management support such as cleaning, security, facilities, car parking, and
• no member of the public is attending, and
• requires no other form of licence, permit or consent, and
• is not ticketed or externally sponsored or marketed, and
• by its nature does not present a heightened risk to the University, and
• does not involve the serving of alcohol

Campus Environment is responsible for the University’s physical estate and operations, spanning property planning, development, facilities management, sustainability, commercial services, student-facing services including accommodation, sport and recreation, retail, events, catering and the provision of a vibrant, safe, engaging and progressive campus environment.

An Event is considered Compliant when it meets all applicable University policies, procedures, and approval processes, as well as relevant legal and regulatory requirements.

Core Status is an exceptional status granted to a Special Event that is integral to the University or the annual Event business of a University Entity and can only occur on a specific date(s).

An Event is any occasion held within University Managed Spaces that involves the gathering of people for a defined purpose beyond scheduled teaching and routine internal operations. This includes but is not limited to hosting visitors or functions; ceremonies, launches, or exhibitions; conferences; public lectures; performances, concerts, or other cultural or recreational activities; festivals or celebrations; markets; and sporting events.

Event Briefing is a meeting or document which provides details of the Event, attendees, duration and other information necessary to ensure the effective delivery of the Event and health, safety and security of all persons attending or working at the Event.

Event Compliance Group (ECG) consists of University staff members with relevant expertise who are appointed by the Registrar and who are tasked with providing compliance advice to the Event Owner and the Event Manager to support an Event to take place.

Event Manager is a member of University staff or Registered Student Group or Club executive appointed by the Event Owner to plan and deliver an Event.

Event Owner is the person who is responsible for the concept and content associated with an Event.

Event Safety and Compliance Officer (ESCO) is a University employee or Registered Student Group executive (at the time of the Event) who is suitably qualified to ensure the safety and compliance requirements during the Event.

External Event Sponsor is a senior University of Auckland staff member with delegated authority on behalf of the University for the strategic direction of their division or faculty. This role must meet the criteria stated prior and is limited to members of the Senior Leadership Team (SLT) including University Executive Committee, Directors, Associate Directors, or their delegate.

Internal Event Partner is a University staff member who supports an Event delivered by a Registered Student Group or other External Organisation with an existing written agreement with the University that allows for use of University Managed Spaces, and acts as the University’s point of contact to ensure the Event aligns with University policies, processes, and the scope of the existing agreement.

Invited Speaker is a speaker invited by a staff member or a Registered Student Group.

Learning Environment Support Unit (LESU) is responsible for all IT equipment in lecture theatres and general teaching spaces.

A Non-Standard Event Installation is any proposed installation that requires external specialists for setup and/or dismantling. This includes, but is not limited to, setups involving the hanging of heavy equipment, temporary scaffolding, or other complex infrastructure.

Registered Student Group(s) are student groups that are formally registered with the University and are required to maintain 80% current student membership, a constitution, an asset register, and appropriate financial records, amongst other key documents. They have access to services such as room bookings, equipment, expos, advice, grants and awards via Student and Scholarly Services.

Registrar means the Chief Operating Officer & Registrar

Risk Office is responsible for enabling risk management and resilience across the University. Specifically Risk Office is responsible for development and implementation of the University’s risk management framework, oversight of insurance and assurance, and development of capability in the University’s risk community. Risk Office also supports University Executive Committee to undertake risk oversight.

Scheduled Teaching refers to activities of academic staff members that are scheduled in a University-wide timetable. For the purposes of this policy teaching includes all activities that are an assessable part of academic courses required by course prescriptions including attendance at seminars or presentations, student drop-in clinics, terms tests, exams, supplementary classes, professional development, Tuakana support and preparatory classes for school students.

Space and Resource Booking (SRB) is a self-service portal that allows staff to request ad hoc room bookings in teaching locations and specialist spaces such as meeting room.

Special Event is an Event which is not a Basic Event.

Strategic Status is an exceptional status granted to a Special Event that is significant to the University but does not meet the criteria for Core Status. Venue(s) and date(s) for Strategic Status Events may be booked from 1 August of the year prior to the Event.

Third-Party means any person or entity which is not a University Entity which is responsible for the financial and other liability associated with the Event. For the avoidance of doubt, when a University staff member is a member of an industry association or other non-University Entity that is financially liable for the performance of the Event, such association or non-University Entity constitutes a Third-Party.

University means Waipapa Taumata Rau University of Auckland and includes all subsidiaries.

University Entity is a faculty, department, institute, centre, service division, University subsidiary company or other controlled entity.

University of Auckland Premises means all land and buildings or part buildings operated, controlled, owned or occupied by the University to include remote campuses or other sites such as Leigh Marine, Tai Tokerau Campus, and University controlled Halls of Residence, covered car parks, Maraes and the Fale Pasifika.

University Managed Space(s) means a specific location or room within University of Auckland Premises designated by Campus Environment with a unique name and or building/room number identifier available to book within the SRB.

University-Related Activities are any and all of the activities organised or supported by the university in alignment with Taumata Teitei, the University Strategic Plan.

Legislation

• The Sale and Supply of Alcohol Act 2012
• Health and Safety at Work Act 2015
• Food (Safety) Regulations 2002

Policies

• Campus Rules
• Delegations Policy
• Health, Safety and Wellbeing Policy
• Space Management Policy
• Sustainability Policy
• Contracts Management Policy

Procedures and Standards

• Event Management Procedures
• Event Risk Banding Methodology
• Booking a Venue Duty Manager or ESCO

Guidelines

• Event Safety Checklist
• Sustainable Events Guide
• Protocol Guidelines for VIP visits to the University
• Guidelines for events on campus involving Under 18s
• Guidelines for University events on involving alcohol
• Function Catering Guidelines
• Food Safety Guidelines

Forms

• Event Notification Form

Other useful resources

• Event compliance and safety
• Hosting inclusive events and conferences

Owner: Chief Operating Officer & Registrar
Content manager: Associate Director Commercial Services
Approved by: Vice-Chancellor
Date approved: xxxxxxxxx
Date last reviewed or amended: xxxx 2026
Next review date: xxxx 2031