Event Management Procedures


Purpose


This document provides further explanation and detailed mandatory procedures for implementing the Event Management policy. It also sets out the process for the equitable booking of spaces within University facilities for non-teaching activities.
This document carries the same obligations and consequences as a policy document.

Application


These procedures apply to all University staff.

Content


  • Event booking process
  • Availablility of space
  • Booking process
  • Booking of space for Basic Events and Special Events
  • Space terms and conditions
  • Responsibilities
  • Service and supply of alcohol
  • Health and safety

Procedures


Event booking process

  1. In order to simplify the application of this policy in practical terms the following procedure diagram provides the high level steps required in order to book an event
  2. Members may request and/or view selected spaces within the WRB according to their respective WRB access level.
  3. Once an event has been determined as appropriate the member responsible for booking a space for the event will seek available space within the WRB and place a request for use of the space for the event
  4. The WRB will automatically determine the type of event (either basic or special) using the information provided by the member at the time of requesting the space
  5. A request for space will be confirmed by the WRB or the Special Venue Manager (according to space designation) when the following conditions apply:
                a. The space is available for the event
                b. The event requirements fit the space specifically in relation to capacity, people flow, building compliance, conflict with use of nearby spaces and noise
    If a request for space does not meet these requirements and the booking cannot be resolved at the point of request the matter is to be referred to the ECG to coordinate the management of the issue
  6. All booking of spaces made outside of the current year are to be confirmed with the caveat that should a future teaching or exam priority become apparent which results in a requirement for the space, the effected parties will work together using best endeavours to either:
                a. find a suitable alternate space within the University
                b. consider moving the event to a date when the required space is available
                c. find a suitable alternate space outside of the University
                d. if a third party, compensate the third party
    If a space is urgently required for teaching or exams and the matter is unable to be resolved between effected parties within two working days, the matter must be escalated to the Director Campus Life and the relevant academic head, dean or director
Event Managment Procedures Diagram

Issue management


Issue management

1. The Event Coordination Group (ECG) coordinates the input of University staff members who are tasked with ensuring compliance with University policies in order to enable events to take place

2. The ECG does not approve or disapprove events, nor does it override the delegated authority and responsibilities of its individual members

3. The ECG will comprise the representatives of the following members:

  • Event Services (Chair)
  • Property Services
  • Health, Safety and Wellness
  • Timetabling Services
  • Information Technology Services
  • Event Managers and/or Event Owners (as appropriate to event  activity) and
  • Faculty Liaison (as appropriate to event activity).

4. The ECG will meet regularly to conduct the following activities:

  • review the Master Event Calendar to ensure that events booked in spaces are compliant
  • monitor event operations within the University
  • confirm requirements of property, facilities, security and health and safety in order to create guidelines to enable compliant events
  • receive proposals or seek information from Event Managers to assist enabling compliant events to include but not limited to; event plans; risk assessments; hazard analysis; contracts with third parties; alcohol management plans and any application (prior to their submission) for a Licence or Permit required for the event
  • manage issues relating to compliance with this policy

5. The ECG will centrally coordinate the resolution of issues relating to:

  • space booking
  • use of space by events
  • appropriate events
  • event compliance
  • health and safety

6. In order to resolve issues the ECG may:

  • recommend alternate space for an event
  • request further information regarding the event
  • recommend changes be made to the event in order to enable event compliance
  • request that a licence or permit application to be made to an appropriate authority
  • request that an events compliance officer attend the event
  • request a change to the event which is appropriate to mitigate risk to the University

7. If issues relating to an event cannot be resolved through the ECG and in a timely enough manner, the issue must be escalated to the Director Campus Life

Booking of space for basic events and special events

7. Bookings for spaces where a special event is held may reviewed by the ECG

8. Special event reviews undertaken by the ECG will be conducted at arm’s length and must not affect the timely planning of the event unless the ECG requires further information regarding the specific event activity in order to ensure delivery of a complaint event or to manage an issue raised

9. In order to ensure delivery of compliant events the ECG may request that a space booking request be placed on hold by the WRB whilst under review

10. As soon as the ECG places a booking on hold the ECG will immediately communicate to the member placing the request that the booking is on hold and is not confirmed until the event is determined to be compliant

11. A space booking put on hold by the ECG cannot be superseded by another booking request for the same space during the same timeframe as the booking request put on hold

12. The WRB will release the hold on a space booking as soon as possible after the event has been determined to be compliant

13. Booking requests for basic events will not generally be put on hold

Definitions


The following definitions apply to this document:

Appropriate event is one that is either:

  • fully funded by a University cost centre with such funding pre-approved according to University Delegations Policy or
  • a requirement of existing contractual obligations in place between the University and sponsors or donors; or
  • an activity which contributes to and or supports the strategic objectives of the University; and
  • does not present a reputational risk to the University

Basic event is an activity which meets the following criteria:

  • held on University premises; and
  • occurs between Monday and Friday between 7am and 7pm (except Public Holidays); and
  • requires no additional Property Services support including cleaning, security, facilities, car parking or other service provided by Property Services; and
  • no members of the general public are 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

Booking is the reservation of a space for the purpose of an event. A booking cannot be amended or cancelled except under appropriate authority

Booking system user is a University staff member with specific access to the WRB

Common space are areas or facilities available for booking as outlined within this policy

Compliant event is an event that:

  • appears on the Master Event Calendar; and
  • has a designated Event Manager who is either a University staff member or a designated member of an recognised student group; and
  • is suitably funded so as not to present a financial risk to the University; and
  • meets all required legislative, licencing, permit or other regulatory obligations
  • meets all University policy and guidelines and/or other guidelines provided by a third party fire engineer, safety consultant or building engineer as they relate to: health and safety; space capacity; security; marketing; building use; cleaning; car parking; and
  • sufficiently mitigates any reputational, operational, legal, financial or other risk to the University by way of identifying such risks and taking appropriate action to mitigate their likelihood and consequence

Confirmed booking means a booking of space is confirmed and cannot be changed except in accordance with this policy

Event Coordination Group (ECG) are a group of key University stakeholders convened to coordinate the input of University staff members who are tasked with ensuring compliance with University policies in order to enable events to take place

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 and safety of all persons attending or working at the event

Event Manager is a member of University’s staff, or a representative of a recognised student organisation appointed by an Event Owner to plan and deliver an event on the behalf of an Event Owner. If an Event Manager is not appointed by an Event Owner the Event Owner is responsible for the Event Managers’ responsibilities as provided under this policy

Event Owner is the person or entity who owns the concept, content and liability associated with an event. An Event Manager is a person appointed by the Event Owner to plan and deliver the event on behalf of the Event Owner

Event compliance officer (ECO) is any University employee (at the time of the event) who has been designated by a University Dean or Director as being suitably qualified to ensure the compliance of event during the event. In order to be designated the University employee must have:

  • completed University event compliance training; and
  • completed University fire warden training

Event means an activity which is appropriate and compliant in accordance with this policy. Events are sub categorised as basic events and special events

Exam period is determined by the University’s important dates schedule for the academic year

Faculty Liaison means a member of the University’s staff appointed by the primary faculty occupier of a University building (where appropriate) to act as the liaison point between the Event Manager and relevant occupants of the building to provide support and local knowledge with respect to the spaces being booked

General public means ordinary people in society, other than people who are University staff, students; or other people considered to be part of the University (including visiting speakers); or people determined to be important to the University by the University

General teaching rooms are lecture theatres, seminar rooms, tutorial rooms, case rooms

LESU Learning Environment Support Unit (part of Information Technology Services)

Master event calendar is a calendar of events populated with information from the WBS and maintained by the Events Coordination Group

Meeting room is a room that is generally not suitable for general teaching rooms, seminar rooms or specialist teaching rooms by virtue of its small size, location, configuration or other attributes and which is used by staff for holding meetings. Such rooms might include tea and coffee making facilities. Non-designated meeting rooms, bookings are managed by Timetabling Services

Members means those persons who make up the University as set out in S#(2) of the University of Auckland Act 1961 and all employees, council committee members and employees of the University and where appropriate contractors and sub-contractors and invitees  

Web room booking system (WRB) is the software used by the University to construct timetables, allocate classes to rooms and manage space bookings

Space terms and conditions are documented terms and conditions regarding the use of space as approved by Director of Campus life

Space(s) means any University space available to book for use within the WRB

Special Venue Manager means the person with the appropriate delegated authority to manage the bookings for a Special Venue within the context of the nature of the Special Venue. One Special Venue Manager will be appointed to each Special Venue

Special venue is a space located within University facilities which is culturally important and/or dedicated to a specific use or activity

Special event is an event which is not a basic event

Student organisation is a student body or organisation officially recognised as such by the University (Campus Life)

Specialist room is a space which is not suitable for general teaching activities (lectures, tutorials, seminars or meetings) due to the presence of specialist equipment, particular attributes of the facility or access issues

Teaching periods are semesters; summer school and quarters with dates as specified in the relevant University calendars as defined by the University Academic Timetable Policy

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 to colleagues at seminars and student drop-in clinics, terms tests, exams, supplementary classes, professional development, Tuakana support and preparatory classes for school students. Courses provided by the Staff and Organisational Development Unit, Centre for Continuing Education, Kohia, Graduate School of Management and for the purpose of University staff training are also included in this definition

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 which is financially liable for the performance of the event, such association or non-University entity constitutes a third party

University 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, University controlled Halls of Residence, covered car parks, Maraes and the Fale Pacifica

University space means a specific location or room within University Premises designated by Property Services with a unique name and or building/room number identifier available to book within the WRB

University building is a building located on University premises which includes bookable spaces

University entity is a faculty, department, service division, University owned company or other similar organisation

University means the University of Auckland and includes all subsidiaries

User is any member using or occupying a space

Key relevant documents


Document management and control


Content manager: General Manager Event Services

Owned by: Director of Campus Life

Approved by: Director of Administration

Date approved: 14 August 2014

Review Date: 14 August 2016