Planning steps and classification

Introduction

This document outlines the guidelines required to plan and deliver compliant special events held on University of Auckland premises. It supports the Event Management Policy by translating its principles into mandatory procedures, ensuring events are safe, inclusive, compliant and aligned with university values.

These guidelines apply where an activity extends beyond normal operations and meets the definition of a Special Event and apply to all individuals and groups organising events within university-managed venues, including staff, recognised student association or clubs and third-party users.

These guidelines do not apply to core University operational activities undertaken in the ordinary course of business, including routine academic, administrative, research, governance and operational activities such as standard meetings and teaching, research and learning activities.

  1. Confirm whether your event is Basic or Special
  2. Book your venue (Space and Resource Booker or other space)
  3. Complete Risk Banding Assessment
  4. Submit Event Notification Form (ENF)
  5. Begin promotion and registration, if required
  6. Arrange services: AV, catering, security, cleaning
  7. Assign an Event Safety and Compliance Officer (ESCO)
  8. Brief staff, contractors and volunteers
  9. Deliver the event safely and compliantly
  10. Report any incidents within 24 hours

Event classification

Planning tip:

  • Check your event against Basic event criteria (below)
  • If it does not meet all criteria, then it is a Special event

Events held on university premises are classified as either Basic or Special. This classification determines the level of oversight and notification required.

A Basic event is an activity which meets ALL of the following criteria:

  • held on university premises
  • occurs between Monday - Friday, 7am - 7pm (except Public Holidays)
  • has a maximum number of attendees of 50
  • requires no additional Property Services support such as cleaning, security, facilities, car parking
  • no member of the general public is attending
  • requires no other form of licence, permit or consent
  • is not ticketed or externally sponsored or marketed
  • by its nature does not present a heightened risk to the University
  • does not involve the serving of alcohol

A Special event is any event which is not a Basic event. Each Special event must be assessed by the Event Compliance Group (ECG) to provide delivery guidance, if required.

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