Event Management Policy


Purpose


The purpose of this policy is to support the organisation of events that are appropriate to be held within University premises and compliant with legislative and regulatory requirements. The policy supports the operation of events in a prudent manner, and to ensure that associated risks are effectively managed. 

Introduction


This policy applies to the use of all University Spaces for Non-Teaching (event) activities including but not limited to, lecture theatres, seminar rooms, specialist teaching, learning rooms, 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 University teaching activities, which are covered by the Timetabling Policy.

Application


This policy applies to non-teaching activities held at any location or venue within University premises.

This policy is supported by additional information to assist the planning and safe delivery of an event. 

General principles


1.  Only appropriate and compliant events may be held within University premises. 

2.  Teaching will always have priority over other activities.

3.  University spaces are to be used for appropriate purposes on an equitable basis by all  faculties, institutes, service divisions and other university entities.

4.  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.

5.  All events require an Event Owner and an Event Manager.

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

7.  All events are categorised into two types, Basic Events and Special Events

8.  Special events may also have one of three exceptional statuses: core, conference or strategic.

9.  The Event Coordination Group (ECG) is a committee of University staff members who are tasked with providing compliance advice to Event Owners and Event Managers to enable events to take place.

10.  The University aims to ensure a safe, inclusive and equitable environment and, as such, events should be as inclusive and accessible as possible for all. This includes physical as well as digital accessibility.

Event type and status


10.  There are two types of events: Basic and Special.

11.  A 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
  • has a maximum number of attendees of 50, 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

12.  A Special event is any event which is not a Basic event.

13.  Depending on their nature and significance, special events may have an exceptional status when required. There are three kinds of exceptional status: core status, conference status, and strategic status.

Core status

14.  Special events that are integral to the University or the annual event business of a University entity, and can only occur on a specific date(s), may be eligible to attain core status. In order to be granted core status, special events must meet the following criteria:

  • The event is of strategic importance to the University and is endorsed by the Dean / Director of the Faculty or Service Division, and
  • The event is held on an annual basis, and
  • Dates for the next three years must be known and the event can only be held on these dates, and
  • There must be demonstrable consequences if not defined as core e.g. existing commitments/dependencies or repercussions if the event venue is not secured three years in advance, and
  • The rooms and/or dates of the event are bookable by Timetable Services Office (TSO) and do not interfere with teaching activity or maintenance

15.  Event Owners seeking core status for an event must follow the core status request process.

16.  Events that are approved for core status may then have required date(s) and venue(s) booked three years in advance. When core status is approved for the first time, existing room bookings for any other Special event within the next three years must be honoured. 

17.  Core status must be confirmed as such annually by the Director Campus Life and listed on the University intranet

Conference status

18.  Conferences enable dissemination of research, attract international visitors to the campus, increase awareness and reputation and can positively assist the University’s global rankings.

19.  Event Services is the exclusive provider of conference management services.

20.  Conferences managed by Event Services are eligible to book required date(s) and venue(s) up to three years in advance.

Strategic status

21.  A special event that is of significant importance to the event business of a University entity, but does not meet all the criteria for core status, may be eligible to be granted strategic status.

22.  Strategic events must meet the following criteria:

  • The event is of strategic importance to the University and the request for strategic status is approved by the HOD/Associate Director of the Faculty or Service Division, and
  • There must be demonstrable consequences if not defined as strategic e.g. existing commitments/dependencies or repercussions if the event venue is not secured in the year prior to the event, and
  • The rooms and/or dates of the event are bookable by Timetable Services Office (TSO) and do not interfere with teaching activity, maintenance or existing event bookings

23.  Events that are approved for strategic status may be booked from 1 August in the year prior to the event. The event owner should contact TSO and provide details of the event, the requested date(s) and venue(s). When strategic status events are booked, existing room bookings for any other special event must be honoured. 

Responsibilities of event stakeholders


Event Owner

24.  The Event Owner is the person or entity (University or third party) responsible for  the initiation, content and all liabilities associated with the event.  

25.  Where the Event Owner is internal to the University the Event Owner must determine and approve that the event is appropriate to be held on University premises. 

26.  Where the Event Owner is external to the University the Event must have an External Event Sponsor.

27. The Event Owner may also be the Event Manager.

External Event Sponsor

28.  The External Event Sponsor is a University staff member responsible to determine and approve the appropriateness of an event where the Event Owner is external to the University.

29.  The External Event Sponsor must be a manager at Level 3 (or higher) of the University’s Organisational Structure (UOS) or member of the Auckland UniServices Ltd executive team.

30.  The External Event Sponsor must ensure the Event Owner complies with the requirements of Clause 67.

Event Manager

31.  This person is the primary point of contact for an event and responsible for organising the event and ensuring the event is compliant. 

32.  If an Event Manager is not appointed, the Event Owner is responsible for the Event Manager’s responsibilities as provided under this policy.

33.  The Event Manager reports to the Event Owner. 

Event Coordination Group

34.  The Event Coordination Group (ECG) is a group of University staff members who are tasked with providing compliance advice to Event Owners and Event Managers to enable events to take place.

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

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

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

38.  The ECG is responsible for evaluating applications of events for ‘core’ status, taking recommendations to Director Campus Life, and to ensure that core status events are listed on the University intranet.

Event Compliance Officer

39.  An Event Compliance Officer (ECO) must be present during all special events. 

40.  The Events Compliance Officer may also be the Event Manager and/or Owner.

41.  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.

42.  There are different levels of Event Compliance Officer specified in the event risk banding methodology. The level of ECO required will be determined by the scale, complexity and risks of the event.

Venue Liaison

43.  A venue liaison is a person who has local knowledge of a University building to provide location specific information to Event Managers, and to identify potential conflicts between Space bookings in adjacent spaces.

44.  The venue 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. The venue liaison may only recommend a change to an event or space booking.

45.  The venue liaison is not responsible for event management, nor for determining whether or not an event is appropriate.

Director Campus Life

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

Special Venue Manager

47.  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 Office (TSO)

48.  TSO is responsible for managing the Web Room Booking (WRB) system, or similar, and providing a feasible timetable for timetabled teaching.

Property Services

49.  Property Services is responsible for building use, security, cleaning, grounds 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.

Learning Environment Support Unit (LESU)

50.  Learning Environment Support Unit 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 LESU.

Authority to cancel Space bookings or events

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

  • Vice-Chancellor
  • Deputy Vice-Chancellor, Operations & Registrar
  • Director Campus Life
  • the Event Owner or Event Manager of the event

52.  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
  • Deputy Vice-Chancellor, Operations & Registrar
  • any Dean or service division director
  • Director Campus Life
  • Associate Director Facilities, Property Services
  • Campus Operations Manager, Property Services
  • Associate Director of Health, Safety and Wellbeing
  • Associate Director Campus Life (Commercial Services)
  • any director of faculty operations
  • the Event Owner, Event Manager or Event Compliance Officer of the event in progress

53.  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.

Considerations for event planning


Event Health and Safety

54.  Event Managers are required to take all reasonable and practicable steps to ensure the safety of all persons involved at an event. 

55.  To assist Event Managers, the University’s event risk banding methodology identifies three different levels of risk for events – Green, Orange, and Red – and specifies risk management activities accordingly.

  • Events designated as Green are low risk events or activities that someone might attend in their private life or during their usual business at the University. 
  • Events designated as Orange are any events that have the potential to create hazards in a hitherto safe venue. 
  • Events designated as Red are high-risk events or activities that due to their size, complexity or other factors require professional event management and an exhaustive health and safety plan. 

56.  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.

Service and supply of alcohol

57.  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.

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

59.  Depending on the scale and complexity of the event, the attendance of a qualified alcohol Duty Manager may be necessary and could require up to one week to arrange.

60.  The service or supply of alcohol must adhere to the service of alcohol approval process as outlined in the Event compliance and safety guidelines.

61.  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.

Financial

62.  An Event Owner may be charged for additional service costs incurred by the University from the delivery of the event including but not limited to:

  • additional security
  • additional cleaning
  • additional implementation of waste and recycling services
  • additional logistic or technical services required
  • additional AV support
  • after-hours LESU support
  • any repair of damage caused as a consequence of the event
  • other costs to ensure the event is compliant

63.  Occupancy costs will not be charged to University entities for the use of general teaching rooms, public spaces, meeting rooms or other auxiliary rooms.

64.  Event Services may charge a reasonable fee for conference management services to cover their direct and indirect costs.

Property

65.  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 Property Services.

Security

66.  Third parties providing security at events on University premises in addition to the services provided through University Security must have the specific written approval of the University’s Safety and 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

67.  For any event where the Event Owner is a third-party entity the Event Owner must enter into an appropriate contractual arrangement with the University, approved by Event Services, which indemnifies the University for any claims, damages, liabilities, losses or expenses incurred as a consequence of the event.

68.  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 for these services and for the use of University facilities in order to recover all direct University costs and occupancy charges. A bond and/or deposit may be charged to cover damage to University property.

Sustainability

69.  All events must be coordinated and run in line with the University’s Sustainability Policy. More information on how to run a sustainable event can be found in the Sustainable Events Guide.

70.  Where additional collection services have been deemed necessary by the Sustainability team, the University’s preferred waste contractor must be engaged, as per the University’s contractual agreement with the supplier.

Equity and accessibility

71.  Events should be inclusive and accessible, to ensure that all attendees feel comfortable and have an equal opportunity to participate and contribute in all aspects of an event. More information on hosting inclusive events can be found on the University website.

Associated processes


Event Managers should follow specific processes, as outlined below, when planning and holding an event on University premises. 

Booking a room for an event

To book a room for an event, the room booking process should be followed.

For student events or activities, students should contact the Campus Life Student Engagement team. 

Using the Event Notification Form for Special events

The Event Notification Form is the method by which ECG collects information in order to accurately evaluate compliance of events.

Event Risk Banding

The process for assessing and determining the level of risk in events is the University’s risk banding methodology.

Requesting core status for a Special event

For a Special event for which the Event owner or manager seeks core status, the core status request process should be followed.

Definitions


The following definitions apply to this policy:

Appropriate event is one that is:

  • 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
  • has a maximum number of attendees of 50, 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

Common space(s) are areas or facilities generally freely accessible (such as foyers or outdoor grounds). Common spaces may be booked to allow the setup of equipment, signage, catering, or other but access to them by other parties cannot generally be restricted.

Compliant event is an event that:

  • has completed an Event Notification Form (for special events only) and
  • has a designated Event Manager who is either a University staff member or a designated member of a recognised student organisation 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

Conference status is an exceptional status granted to a conference, allowing the venue(s) and date(s) to be booked up to 3 years in advance.

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). Core status must be confirmed as such annually by the Director Campus Life and listed on the University intranet.

Duty Manager is someone who has a current Manager’s Certificate (alcohol) granted to them by the relevant District Licencing Committee (DLC) in accordance with the Sale and Supply of Alcohol Act.

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.

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 officer (ECO) is any University employee or student organisation executive (at the time of the event) who is suitably qualified to ensure the compliance of event during the event. 

Event Coordination Group (ECG) is a group of University staff members who are tasked with providing compliance advice to Event Owners and Event Managers to enable events to take place.

Event Manager is a member of University staff or student organisation executive appointed by the Event Owner to plan and deliver an event. This person is the primary point of contact for an event and responsible for ensuring the event is compliant. The Event Manager reports to the Event Owner. If an Event Manager is not appointed, the Event Owner is responsible for the Event Managers’ responsibilities as provided under this policy.

Event Owner is the person or entity (University or third party) who owns the concept, content and liability (including financial and legal) associated with an event. The Event Owner may also be the Event Manager.

Exceptional status is a designation that may be given to special events to allow room bookings in advance of the general release of the WRB that may be given.

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)

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. 

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

Strategic status is an exceptional status granted to a special event that is of significant importance 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.

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

Special event is an event which is not a basic event.

Special venue is a space located within University facilities which is culturally important and/or dedicated to a specific use or activity. Special venues are listed on the intranet.

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.

Student organisation is a student body or organisation officially recognised as such by the University.

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 means the University of Auckland and includes all subsidiaries.

University building(s) is a building located on University premises which includes bookable spaces.

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

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 Pasifika.

University Organisational Structure (UOS) is a single organisational structure that has been established for the University and is maintained by the Planning and Information Office. The UOS encompasses all staff members of the University and all revenues and costs.

University space(s) 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.

Venue 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.

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

Document management and control


Content manager: Associate Director Campus Life (Commercial Services)

Owned by: Deputy Vice-Chancellor, Operations & Registrar 

Approved by: Vice-Chancellor

Date approved:  16 November 2020

Review date:   16 November 2023