Notification and approvals

Event Owners must assess proposed events using the University’s Risk Banding Methodology, which determines the level of safety and compliance oversight required. This framework categorises events into three bands - Basic, Orange, and Red - based on factors such as scale, complexity and potential risk:

• Basic: Low-risk events or activities that resemble everydayexperiences or typical University business.
• Orange: Events that introduce potential hazards into otherwise safe environments, requiring moderate planning and oversight.
• Red: High-risk events due to their size, complexity, or nature, requiring professional event management and a comprehensive health and
  safety plan.

For any special event, identified as Orange or Red, the Event Owner must submit an Event Notification Form to the Event Compliance Group (ECG) so that complianceadvice may be provided.

 The Event Notification Form (ENF) must be completed by a University of Auckland Staff member who is responsible for compliance of the event on campus. This is either the Event Owner, Event Manager or Internal Event Partner. 

Once the ENF is submitted, the ECG will review the information provided, including confirmation of the assigned Risk Banding. As part of this review, ECG will identify and communicate any additional compliance or operational requirements relevant to the event.

This process is intended to ensure event organisers are aware of and can plan for all necessary requirements to deliver events safely, compliantly, and in accordance with University expectations.

The University estate as a whole is not a licenced premise. Alcohol may only be served on campus with written approval from the Registrar or their delegate. Requests must be submitted through the Event Notification Form and comply with Guidelines for University events involving alcohol and New Zealand legislation.

Goldie Estate is the University’s vineyard and them contracted wine supplier for University events. All events serving wine are subject to the University's procurement policy for Goldie Estate wines. 

Events that involve under 18s have specific obligations on the Event Owner and the University, to ensure the safety of these attendees. Event Owners and Managers must review the Guidelines for events on campus involving under 18s.

If there are any compliance or risk management concerns relating to an event, these must be escalated directly to the Event Compliance Group (ECG) or the Associate Director, Commercial Services and Operations, as appropriate.

Planning and delivery of an event may be suspended where there are significant concerns relating to safety, compliance, or theability to deliver the event as planned. 

Where concerns cannot be resolved prior to the event, the event or room booking may be cancelled. Prior to an event only the following may authorise cancellation of an event or room booking:

• Vice-Chancellor, or
• Chief Operating Officer, or
• Associate Director, Commercial Services and Operations or
• Event Owner or Event Manager of the event.

During an event, the following may authorise the
shutdown of an event in progress and request attendees vacate the space if
there is a breech of maximum capacity, high risk of injury people or damage to property:

• Vice-Chancellor, or
• Chief Operating Officer, or
• any Dean or Service Division Director, or
• Associate Director, Commercial Services and Operations.