Event Management Policy


Purpose


The purpose of this policy is to support the organisation of events that are compliant with legislative and regulatory requirements, are operated in a prudent manner, and to ensure that associated risks are effectively managed.

This policy also sets out the procedure for the equitable booking of spaces within University premises for non-teaching activities to ensure that such activities conducted within those spaces are appropriate and compliant.

Introduction


This policy applies to the booking and use of all University Spaces for Non-Teaching (event) activities including but not limited to, lecture theatres, seminar rooms, specialist teaching, learning rooms, common spaces, special performance venues, culturally important facilities and common spaces including outdoor parks and grounds.

This policy does not apply to the management or booking of Spaces for teaching activities, these are covered by the Timetabling Policy.

This policy replaces the Bookable Spaces Management Policy, Bookable Spaces Policy Guidelines and the Alcohol on Campus Policy.

Application


 

This policy applies:

  • To all University staff members
  • To non-teaching activities held at any location or venue within University premises

This policy is supported by the Event Management Procedures and Event Management Guidelines which provide detailed mandatory procedures and further explanation for implementing this policy.

Policy


General principles

1.  University spaces are to be used for appropriate purposes on an equitable basis by all departments, faculties and directorates

2.  University spaces are generally reserved for University-related activities and are not generally available to third parties for events unless such events have been determined as appropriate to be held at the University

3.  An Event Owner is the person or entity who owns the concept, content and liability associated with an event

4.  An Event Manager is a person appointed by the Event Owner to plan and deliver the event on behalf of the Event Owner

5.  Every event must be determined by the Event Owner as appropriate prior to requesting space for such activity

6.  Only appropriate events may be held within University facilities

7.  Events are classified for the purpose of determining the degree of oversight required to ensure that any risks to the University are suitably managed

8.  All events are categorised into three types, Basic Events, Special Events and Core Events

9.  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

10. Only compliant events may be held within University spaces

Space Booking


Space booking

11. Members request selected spaces within the WRB according to their respective WRB system access level

12. The booking of space for extended periods to reserve space for an undefined activity is not permitted

13. If an event or teaching is cancelled or a space is no longer required the corresponding space booking within the WRB must be cancelled as soon as possible

14. In the event that a space is confirmed and not used a non-usage charge of $100 may be applied (per space) by the ECG. Such charges will be contributed to the Club Grants Fund to support student events. Additional charges may apply to recover other unrecoverable costs incurred as a result of non-usage

15. To ensure that potential disruption to students during exam periods and test periods are minimised, no space bookings will be confirmed for common spaces that are also circulation spaces for general teaching rooms during these periods until appropriate consideration has been given to the potential disruption

Space types

16. All space must be categorised in accordance with the policy guidelines

17. A designated event space may be a combination of other types of spaces and must be suitable for the holding events, in particular conferences. Event spaces must be published on the University intranet and are bookable in advance of the published timetable upon application to Event Services

18. Special venues must be confirmed by the Director of Campus Life and be listed on the University intranet

Space booking priority

19. Teaching will always have priority over other activities in general teaching rooms during the University’s standard University teaching hours (standard hours) within University teaching periods

20. To ensure priority of teaching, bookings into general teaching rooms during teaching periods and exam periods will not be confirmed each year for the following year until one week after the publishing of the annual teaching timetable. The annual teaching timetable will usually be published in November each year

21. In order to facilitate fluctuations in course attendance, adjustments to bookings for teaching will continue post publication of the Teaching Timetable

22. Timetabling Services will manage such adjustments on the basis that if conflict for space between teaching and event activity is unresolved within 2 business days the matter may be escalated directly to Director Campus Life

23. Core events take priority over other special events and basic events

24. Requests for the use of spaces will be confirmed on a first come first served basis

25. Once booked, a space booking may only be cancelled or amended after consultation with the Event Owner and under appropriate authority outlined in this policy

Space terms and conditions

26. Space terms and conditions may be required to ensure that any restrictions on or requirements of the space user are clearly identified

27. Specific space terms and conditions may apply to users of certain spaces including:

  • lecture theatres
  • common spaces
  • event spaces
  • special Venues
  • other spaces approved by Director Campus Life

28. General space terms and conditions will apply to users of seminar rooms and meeting rooms

29. Space terms and conditions must be reasonable and not unnecessarily restrict access, event activity or the equitable booking of Space in accordance with this policy

30. All space terms and conditions will be published on the University Intranet at a single location

31. Events must be appropriate and suitable for the spaces requested in terms of the attributes of the space and any space terms and conditions

32. Users of space must adhere to any specific or general location terms and conditions

33. Prior to requesting space for events appropriate consideration must be given to space terms and conditions

34. All space terms and conditions must be approved by Director of Campus Life after appropriate consultation with Property Services, Faculty Liaison, Event Services and Health and Wellbeing

Space availability

35. The booking of space for teaching periods and exam periods (Annual Timetabling) will be confirmed in the WRB by 1st November each year for the following year commencing 1 January

36. With the exception of event spaces all spaces not booked for teaching in accordance with Annual Timetabling must be available for booking within the WRB on or before 1st November each year for the following year commencing 1 January

37. To enable the long term planning of events, in particular conferences, periods of time to outside of teaching periods and exam periods will be made available to book certain event spaces and special venues up to three (3) years in advance. Event spaces will be made available for the following 3 years from 1st November each year. Designated event spaces are to be listed on the University Intranet and updated annually

38. In order to provide priority for core events over other events, spaces required for core events may be booked by the core Event Owner, upon application each year, to Timetabling Services before publication of the Annual Timetable

Responsibilities


Event Owner

39. The Event Owner is the person or entity (University or third party) responsible for the event initiation, content and all liabilities associated with the event (including financial and legal) and that the event is appropriate to be held on University premises. The Event Owner may also be the Event Manager or may appoint an Event Manager to coordinate the delivery of the event

Event Manager

40. The Event Manager is the primary point of contact for an event and responsible for the event organisation and to ensure that the event is compliant. The Event Manager reports to the Event Owner

Event Coordination Group

41. 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

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

43. ECG members may escalate unresolved concerns or issues regarding a specific component of an event to their line manager or to the Director of Campus Life in relation to compliance with this policy

44. Any issues relating to events must be raised with the ECG in the first instance

Event Compliance Officer

45. An Event Compliance Officer is required to be present during all special events. The Events Compliance Officer may also be the Event Manager

46. The Event Compliance Officer is responsible for taking all practical measures to ensure the event is safe and compliant immediately before and during the event until the event has ended and all attendees have vacated the Space used for the event

47. An Event Compliance Officer is any University employee (at the time of the event) who has been designated by a University head of department, dean or director as being suitably qualified to ensure the compliance of event during the event

48. In order to be designated as a Event Compliance Officer the University employee must have:

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

49. The Event Compliance Officer must complete an Event Safety Checklist prior to the commencement of all special events. Event Safety Checklists must be kept on file and be available upon request

Faculty Liaison

50. A faculty liaison is a person who may be appointed by the primary faculty occupier of a University building to provide location specific information to Event Managers, and to identify potential conflicts between Space bookings in adjacent spaces

51. The faculty liaison may directly refer any concerns or issues related to the event compliance or compliance with this policy to the ECG or Director Campus Life as appropriate

52. The faculty liaison is not responsible for event management

53. The faculty liaison is not responsible for determining whether or not an event is appropriate

54. The faculty liaison may only recommend a change to an event or space booking

Director Campus Life

55. The Director Campus Life is responsible for ensuring adherence to this policy, with support from the ECG.

Special Venue Manager

56. The Special Venue Manager is responsible for managing the booking of a special venue and is responsible to ensure that events are suitable to be held in such venue

Timetabling Services

57. Timetabling Services is responsible for managing the WRB and providing a feasible timetable for timetabled teaching.

Property Services

58. Property Services is responsible for building use, security, cleaning and waste. Including providing advice on resource consents, building permits, fire egress capacities and other Space limitations. No person may supply any of the above services on University Premises without the prior approval of Property Services

Information Technology Services (ITS)

59. Information Technology Services is responsible for all IT equipment in lecture theatres and general teaching spaces. No person or supplier may setup, install or connect audio visual equipment within lecture theatres or general teaching spaces, without approval from ITS

Authority to cancel Space bookings or events

60. Prior to an event only the following may authorise cancellation of an event or room booking:

  • Vice-Chancellor
  • Director of Administration
  • Director Campus Life
  • the Event Owner or Event Manager of the event

61. During an event, the following may authorise the close down of an event in progress and request attendees vacate the space if there is a high risk of injury, damage to people, property or University reputation:

  • Vice-Chancellor
  • Director of Administration
  • any dean or service division director
  • Director Campus Life
  • Associate Director Facilities, Property Services
  • Campus Operations Manager, Property Services
  • Director of Health, Safety and Wellness
  • General Manager, Event Services
  • any director of faculty operations
  • the Event Owner or Event Manager of the event in progress

62. Cancelling an event or closing down an event in progress must be on reasonable and defensible grounds as there may be a significant cost in taking this action. Legal and contractual considerations must be taken into account when making the decision

Service and supply of alcohol

63. The University as a whole is not a licenced premise. No staff member will bring or consume alcohol on University premises or any University facility, other than licensed premises, without approval from the Registrar or nominated representative

64. Consent for the consumption of alcohol at an event must be granted for each event in writing by the registrar or nominated representative

65. Applications for consent can be made by staff members. Staff seeking consent to serve or supply alcohol on campus must apply using the form supplied at:  https://formSpace.auckland.ac.nz/forms/cl-51/SitePages/Home.aspx

66. Applications to consume alcohol must be made at least 48 hours before the event is scheduled to take place

67. The service or supply of alcohol must adhere to the service of alcohol approval process at: https://formSpace.auckland.ac.nz/forms/cl-51/SitePages/Home.aspx

68. Any third party (caterer) contracted to serve or supply alcohol must confirm in writing that they will comply with all University policies and accept the responsibility for adherence with the requirements of service of alcohol related legislation and must provide a copy of their appropriate liquor licence upon request

Health and Safety

69. Event Managers are required to take all reasonable practicable steps to ensure the safety of all persons involved at an event. These steps are detailed in the Event Management procedures

70. Event Managers 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 being informed of University site safety requirements, emergency procedures, evacuation and any other safety systems, processes or procedures prior to commencing any activity within University premises

Financial

71. An Event Owner may be charged for additional service costs incurred by the University as a consequence of the event including:

  • additional security
  • additional cleaning
  • any repair of damage caused as a consequence of the event
  • other costs to ensure the event is compliant

72. The costs will be charged to the cost centre provided by the Event Manager at the time of room booking

73. Occupancy costs will not be charged to University entities for the use of general teaching rooms, public spaces and pool meeting rooms

74. An Event Owner may be charged additional costs by LESU for the provision or support of audio visual for events outside of normal University hours or in accordance with the audio visual requirements of the event

75. Event Services is the exclusive provider of conference management services and may charge a reasonable fee for providing these services to cover their direct and indirect costs

76. In the event a third party entity has contracted Event Services to provide Space or services for the purposes of delivering an event, the third party may be charged these services and for the use of University facilities in order to recover all direct University costs and occupancy charges. A bond may be charged to cover damage to University property

Property

77. 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 Property Services

Security

78. Third parties providing security at events on University premises in addition to the services provided through Unisafe must have the specific written approval of the University Security Manager prior to engagement. The University Campus Operations Manager has the right to refuse to approve any third party security provider

Third party conditions

79. A third party booking space for an event under this policy must enter into an appropriate contractual arrangement with the University, approved by Event Services, which indemnifies the University for any foreseeable claims, damages, liabilities, losses or expenses incurred as a consequence of the event

Definitions


The following definitions apply to this policy:

Appropriate event is one that is either:

  • fully funded by a University cost centre with such funding pre-approved according to University Delegation of Authority 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 such as cleaning, security, facilities, car parking and
  • no member of the general 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

Core event is a special event which is integral to the University or the annual event business of a University entity. Core events must be confirmed as such annually by the Director Campus Life and listed on the University intranet

Common space(s) 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 and
  • 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

Event Coordination Group (ECG) is a group of 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 staff 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 person must have:

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

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

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 WRB and maintained by the Event 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

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  

Non-teaching activity is an activity which is not teaching as defined

Pool meeting room is a meeting room managed by Timetabling Services

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 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

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, and 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

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