Hosting events on campus as a registered student group

Approval process

Student groups wishing to hold an event on campus must submit an event request form, for either a Basic Event or a Special Event. Once submitted, requests are reviewed by the Student Groups team to determine the event's approval status and risk band.  

Please ensure you allow sufficient time for processing of your event. We recommend applying as early as possible to ensure availability of spaces. 

Basic events

Submit the Basic Event Form at least seven business days before your event. You should receive an initial response from the Student Groups team within five business days. 

Special events

Submit the Special Event Form at least 15 business days before your event. You should receive an initial response from the Student Groups team within 10 business days. 

Please note: response times are estimated and are subject to change depending on request volumes and system availability. 

Event approval process

  • Registered student groups submit an event request form.
  • The Student Groups team reviews the submission and assigns a risk band. 
  • Student groups will be notified of their event approval status and risk band. Additional requirements may apply before the event can proceed. 
  • Failure to meet any submission deadlines may result in the event request being declined and a new application being required. 

Please note that submission of this form does not guarantee an approved booking or approval for an event to move forward.

Event status 

Following assessment, events will be assigned one of the following statuses: 

  • Approved: The event has been approved to proceed. 
  • Tentatively approved: Additional documents or actions are required before final approval can be granted. 
  • Pending assessment: The event is under review by the Student Groups team or the Event Compliance Group and is awaiting further advice. 
  • Declined: The event cannot proceed in its current form or on the proposed date. Please review the requirements and submit a new Event Request Form. This status is most commonly assigned when required documents or actions are not completed by the specified deadline. 
  • Professional services required: Due to the scale or complexity of the event, support from the University's Event Services team is required (fees may apply). 

Basic and special events

Student groups must complete either an event request form, depending on the nature and complexity of their event. 

Basic events must meet all of the following criteria: 

  • 50 attendees or fewer, including organisers and exec members
  • Held within University business hours: Monday–Friday, 7am–7pm
  • Do not require additional Campus Environment support 
  • Do not require any licences, permits, or consents 
  • Attendees are University of Auckland students, staff, or registered club members only (no general public) 
  • No attendees under 18 (unless they are enrolled UoA students) 
  • No VIPs or high profile individuals attending 
  • No collaboration with external organisations 
  • No alcohol will be served 
  • Either: 
    • No food is served, or 
    • Only packaged snacks or pre-approved external catering (Pre-approved caterers include: Domino’s, Pizza Hut, Hells Pizza, Sensational Chicken, Subway, St. Piers Sushi, Burger Fuel, and Krispy Kreme), or  
    • Food is provided by University catering or retailers 
    • BBQ (less than 30 people) 
    • Home cooking, baking, potluck (less than 30 people) 
  • Not advertised publicly (not including club members) 
  • Does not involve commercial filming or content that will be screened outside of the university community 
  • Does not present any heightened risk to the University 
  • Requires only one room/space 

Special events are any events that do not meet all of the criteria for a basic event. 

Risk banding

All events submitted through an event request form are assessed and assigned a risk band based on their overall level of risk.  

  • Green: minimal risk 
  • Yellow: low risk 
  • Orange: moderate risk 
  • Red: high risk  

Risk bands are determined based on several factors, including the event's size, scale, location, timing, activities, audience, and overall complexity. 

Events assessed as Orange or Red will generally receive tentative approval or pending further assessment. This means additional planning, documentation, or risk management measures may be required before the event can be fully approved and proceed. 

Important resources

Submit a Basic Event Form
Submit a Special Event Form

Guidelines, policies and templates

Contacts

FAQs

How far in advance should I submit an event request for a special event? 

At least 15 business days in advance of your event date. We recommend submitting an event request as early as possible to ensure availability of spaces. 

How long will it take to receive a response to my event request? 

Basic Event Form submissions will receive a response within five business days. Special Event Form submissions will typically receive a response within ten business days.  

Can I advertise my event before my booking is confirmed? 

We advise that you do not advertise, promote, or confirm event arrangements until final approval has been granted.  

When is my event confirmed as approved? 

An event is only considered approved once you receive an email from studentgroups@auckland.ac.nz confirming its approval. A room booking confirmation does not indicate event approval; it only confirms that a venue has been reserved for your event.  

My event meets all the requirements of a basic event, except it is held outside 7am – 7pm, Monday to Friday. Is it still a special event? 

Yes, your event is still considered a special event.  

What is an Internal Event Partner? 

An Internal Event Partner is a University staff member who supports an Event delivered by a Registered Student Group or other External Organisation with an existing written agreement with the University that allows for use of University Managed Spaces, and acts as the University’s point of contact to ensure the Event aligns with University policies, processes, and the scope of the existing agreement.  

What is the Event Compliance Group? 

The Event Compliance Group (ECG) consists of University staff members with relevant expertise who are appointed by the Registrar and who are tasked with providing compliance advice to the Event Owner and the Event Manager to support an Event to take place.  

When should I contact Campus Environment? 

Campus Environment is responsible for building use which includes security, cleaning, grounds and waste, building permits, fire egress capacities, other space limitations and providing advice on resource consents. If your event requires support in any of these areas, the relevant Campus Environment services will be included in your event request confirmation from Student Groups.  

What are some examples of Campus Environment support? 

Cleaning and waste support may be required for events that have a larger operational impact on campus. Examples include events with more than 100 attendees, events held after hours or on weekends, or events that may generate additional waste and require extra bins, such as craft activities or events involving large food orders. 

Security may also be notified of events that span multiple locations or involve VIPs or other high-profile guests. Please note that Security staff are not assigned specifically to your event and do not provide event management services. Any consultation with Security is for situational awareness, risk advice, or operational guidance as required.