Event Management Guidelines


Purpose


Further explanation and detailed guidelines for implementing the Event Management Policy

Application


These guidelines apply to all University staff.

Content


  • Space types and categories
  • WRB access levels
  • Event health and safety
  • Temporary structures

Guidelines


Space types and categories

1. All spaces present within the WRB must include the following information:

  • category of space
  • common name
  • building and room identifier
  • maximum capacity
  • description of space

2. All space must be categorised by the nature of the space into one of the following types

  • general teaching room
  • specialist room
  • designated meeting room
  • pool meeting room
  • common space
  • special venue

3. Each category of space holds a pre-determined level of booking availability; visibility within the WRB; and entitlement to book, as follows:

General teaching rooms

  • general teaching rooms are visible to all in the WRB
  • general booking system users are entitled to request bookings for general teaching rooms on a first come first served basis
  • requests for general teaching rooms will be confirmed by Timetabling Services
  • access for non-teaching activities during teaching periods may be restricted by Timetabling Services at various periods
  • bookings for non-teaching activities in general teaching rooms may not be confirmed until after the commencement of a teaching period

Specialist rooms

  • bookings in specialist rooms are visible to all in the WRB
  • general booking system users are entitled to request bookings for specialist rooms
  • requests for specialist rooms will be confirmed by the department managing the space
  • requests for bookings in specialist rooms must be treated equitably

Designated meeting rooms

  • bookings in designated meeting rooms are visible to all in the WRB
  • each University entity may have one designated meeting room which it manages
  • the University entity will determine designated booking users for their respective designated meeting room
  • only designated booking users may request a booking for a designated meeting room in the WRB
  • requests for designated meeting rooms will be confirmed by the University entity managing the space

Pool meeting rooms

  • bookings in pool meeting rooms are visible to all in the WRB
  • general booking system users are entitled to request bookings for pool meeting rooms on a first come first served basis
  • requests for pool meeting rooms will be confirmed by Timetabling Services
  • requests for bookings in pool meeting rooms must be treated equitably

Common space

  • common spaces are listed on the University Intranet and are reviewed annually by Director Campus Life
  • bookings in common spaces are only visible to event Booking System Users in the WRB
  • only designated event Booking system Users are entitled to request bookings for common space
  • requests for common space will be confirmed by Event Services after consultation with the appropriate faculty liaison
  • requests for bookings in common space must be treated equitably
  • many common spaces are also circulation areas for other Spaces and therefore variable restrictions may apply to Booking requests in order to continue normal Teaching or Exam activity. Booking Restrictions will be dependent on the requested Booking activity, number of attendees, time and date of activity or other factors as determined by Event Services in consultation with the Faculty Liaison
  • common space terms and conditions will identify the parameters for the use of each common space

Special Venues

  • special venues are listed on the University Intranet and are reviewed annually by Director Campus Life
  • a Special Venue Manager will be assigned to each special venue
  • bookings in special venues are only visible to special venue system users in the WRB
  • only designated special venue system Users are entitled to request bookings for special venues
  • requests for special venues will be confirmed by the Special Venue Manager assigned to the special venue
  • the Special Venue Manager will consider the specific nature or cultural importance of the special venue prior to confirming a Booking
  • variable restrictions may apply to booking requests in order to ensure appropriate use of a special venue according to type of activity, attendees, time, date, operational restrictions and other factors as determined by the Special Venue Manager
  • special venue terms and conditions will identify the parameters for the use of each special Venue

Event space

  • event spaces are listed on the University Intranet and reviewed annually by Director Campus Life
  • any space or group of spaces may hold the additional designation of event space
  • event spaces are determined by the ECG as being particularly suitable for the holding of events, in particular conferences and large events
  • requests to book vent spaces outside of the current year for the following three years are to be made directly to the ECG via an online event space booking form
  • the ECG will consider the nature of the request to book the event space according to type of activity, scale and impact on surrounding spaces prior to confirming a booking
  • event space is not visible to book on the WRB
  • spaces booked in advance as event space will not be available to be booked for the current year

WRB access levels

4.   In order to effectively manage the requirements of space, members will be granted certain rights to view or request spaces within the WRB in accordance with the following table

WEB Access Level
Applicable to Spaces available to Book
General Booking System Users
All Members of the University with a current username.
General Teaching Rooms, Specialist Rooms
Designated Booking Users
Approved by a University Entity to Book Designated Meeting Rooms
General Teaching Rooms, Specialist Rooms, Designated Meeting Rooms
Event Booking System Users
Specific Members responsible for the organisation and delivery of events.
General Teaching Rooms, Specialist Rooms, Designated Meeting Rooms, Event Spaces, Common Spaces.
Special Venue System Users
Specific Members responsible for the bookings at a Special Venue.
General Teaching Rooms, Specialist Rooms, Designated meeting Rooms, Event Spaces, Common Spaces, (One) Special Venue.

Event health and safety

5. Event Managers are required to take all reasonable practicable steps to ensure the safety of all persons involved at an event. Practical steps may include but are not limited to:

  • Hazard Management Plans which identify and assess all potential and existing hazards and mitigate their potential to cause harm
  • Crowd Safety Plans to manage and ensure the safety of large numbers of attendees
  • Fire and Evacuation Plans
  • Alcohol Management Plans
  • Emergency Response Plans to respond to a medical or first aid incident
  • Crisis Management and Communications Plans to follow in the event of intense difficulty or danger
  • Food Safety Plans to ensure compliance with food hygiene regulations
  • provisions to ensure the safety and health of any person with a disability and/or impairment

6. Event Managers must ensure that event staff, contractors and sub-contractors undertaking any activity at an event receive or attend an event briefing which must include information relating to University site safety requirements, emergency and evacuation and any other related safety systems, processes or procedures prior to commencing any activity within University premises

7. Event Managers will report, record and investigate all accidents, incidents and near misses, whether they have caused injury or not, to any person during any event. All such reports to be retained by the Event Manager and provided to the Health and Wellness Manager upon request

8. Event Managers must declare all known Hazardous Substances associated with the event to the ECG in advance of the event. The use of certain Hazardous Substances may be restricted in accordance with University policy

9. Electrical wiring and portable appliances shall meet the requirements of the Electricity (Safety) Regulations 2010. All power requirements must be provided by recognised University electricians

10.  The Event Manager must ensure that the event complies with the Fire Safety and Building Evacuation Regulations 2006 and the building fire evacuation scheme where the event is held

11. The Event Manager must appoint designated persons suitably trained to act as Building Fire and Floor Wardens to assist space occupants to evacuate and liaise with emergency services in case of evacuation

12. The Event Manager must ensure a qualified first aider is identified and available during the set-up, operation and break-down of the event and such first aider is located within proximity to the space booked for the event

13. Additional information relating to Health and Safety, fire and evacuation and how to respond to first aid and medical incidents in available on the University intranet

14. All Temporary Structures such as buildings, marquees, tents, stadium seating, stages and scaffold require written approval from Property Services prior to their construction

15. Temporary Structures must meet the provisions of the Building Code and any other required regulatory standard, permission or permit including Building Permits and Resource Consent

16. For Temporary Structures which require any form of certification or reports in order to meet any regulatory compliance standard or best practise such certificates must be retained by the Event Manager and be available to the ECG upon request. Certificates may include Engineering Design Certificates, Fire Engineering Reports, Fire Flammability Certificates and Producer Statements

17. Where a Temporary Structure is proposed to be located on University Premises within or on the structure of existing University building the weight and foot print of the Temporary Structures must be calculated to ensure the University building structure is not damaged or beyond the structures safe working load

18. Temporary Structures over 100²m require a specific Fire and Evacuation scheme

Key relevant documents


Document management and control


Content manager: General Manager Event Services

Owned by: Director of Campus Life

Date approved: 14 August 2014