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Checklist for hosting inclusive events at the University of Auckland


Hongi between staff at Waipapa Marae

Our University is a vibrant, diverse community. As highlighted in the Equity Policy we value this diversity and are committed to ensuring our campuses are safe, inclusive and equitable for staff, students and visitors. This commitment extends to the wide range of events held here.

The following checklist is intended to help ensure University of Auckland events are accessible and inclusive. We welcome your feedback. Please email us: equity@auckland.ac.nz

The venue


Fale Pasifika

In choosing your venue have you checked if:

  • Your venue is accessible (including toilets and car parks) to people with disabilities? Access arrangements may also be needed for guests who are elderly or pregnant. Read a list of accessible venues and carparks on the City campus or email: carparking@auckland.ac.nz
  • Attendees have any access requirements, including if they need assistance when arriving/departing the venue? If your invitation is sent via email does your online RSVP form include spaces to identify these requirements?
  • Your attendees’ nametags are easy to read? Guidelines for creating accessible materials, including nametags, are on page 51 of the University of Auckland Style Guide
  • Your venue is easy to find and locate on a map? View the University’s campus maps
  • Any attendees require a braille map of the City campus? If so, email Student Disability Services: disability@auckland.ac.nz
  • Your venue has sufficient seating (eg, for attendees who are elderly or who have a disability)?
  • Children are welcome at your event? If so, are there resources in place (eg, children’s play area/catering)? Read the University’s Babies and Children on Campus Guidelines
  • Unisex toilets are available near or at the venue? This is particularly important for our transgender community. Read how the University supports our LGBTI community
  • Photography is permitted at your venue? Some venues do not allow photography of certain areas (eg, the lashings in the Fale Pasifika).
  • You have model release forms on hand for attendees whose images may be used in University communications/marketing materials? Download model release forms

 

Cultural protocols


Kaiārahi Geremy Hema speaking in front of the Waipapa Marae

When planning your event please give as much notice as possible to those who may be involved in organising or supporting it.

If dignitaries, heads of state, government ministers or other VIPs are expected to attend please advise the Registrar, Office of the Vice-Chancellor: email a.cleland@auckland.ac.nz, or phone 923 3750.

If visitors from international countries are attending your event, please contact your faculty’s Associate Dean (International) or International Manager for advice on protocols specific to the country represented.

Does your event require advice or guidance on Māori and/or Pacific protocols? If necessary, seek advice from the relevant University offices:

Māori protocols

Pacific protocols

  • To book the Fale Pasifika email Betty Bernard, Centre for Pacific Studies, or phone 923 9674

Read a list of Te Reo and Pacific greetings

 

Inclusivity & diversity


  • Does your audience/speaker list reflect the cultural and ethnic diversity of the University community? Does your event have gender balance?
  • Will communications developed after your event reflect the University’s commitment to being a safe, inclusive and equitable place to study and work?
  • Do you require NZ Sign Language interpreter/s? If so, visit: Sign Language Interpreters Association of NZ
  • Have you checked that the audio levels (eg, sound system, microphone) of the venue accessible for your audience?
  • Are your signs/presentations accessible to vision-impaired audiences? Read the Blind Foundation’s guidelines to creating accessible documents and page 51 of the University of Auckland Style Guide
  • Do your video or online materials require captions or subtitles?
  • Read the Blind Foundation’s advice on How to help or communicate with someone who is blind or has low vision
  • Are you using multiple communication methods to accommodate different learning styles (eg, verbal communication, pictures, text)? Remember to describe any images or graphs on your slides for anyone who may not be able to clearly see them.
  • Have you checked if the materials for your event need to be sent out in advance and are accessible (eg, offered in braille or large print)?
  • Have you scheduled sufficient breaks? Members of the audience might have to take care of medical needs during breaks.
  • The University is a secular institution committed to being a safe, inclusive and equitable community. Read about the University’s spiritual and religious support

Catering


  • Have you asked your attendees if they have any dietary/cultural requirements? If your invitation is sent via email does your online RSVP form include a space to identify these requirements?
  • Are there regulations around the kinds of food you are allowed to serve? Some venues have their own catering guidelines.
  • Are you offering both alcoholic and non-alcoholic beverages? Some people may not drink alcoholic beverages for cultural, religious or personal reasons, and we recommend that you include a variety of high-quality non-alcoholic options. Read the University’s alcohol policy

Gifts, hospitality and benefits