Hire of University Facilities Policy
Responsible officer: Vice-Chancellor
Designated officer: Director, Capital Programs and Operations
Council approval: C00/102, 28 November 2000
Last amended: C02/72, 1 October 2002
Related policies:
Overview
The facilities of the University are primarily to support its teaching and research activities. To the extent that these facilities are not fully utilised for such activities they will be made available for hire. The following policy sets out the principles which govern the hire of University facilities.
Policy
1. Application
This policy applies to all University facilities.
2. Definitions
In this policy:
Catering means the provision of food and / or beverages
Event means an occasion for which University facilities are required and for which approval has been given
External client means an individual, entity, or group without current contractual arrangements with the University
Hire means an arrangement for the use of University facilities and which are outside the scope of normal academic time-tabling
Internal client means an individual or group with current contractual arrangements with the University
Sponsored events means any events approved pursuant to section 5
University facilities means any buildings, grounds and / or other resources which are under the control and management of the University and which are used for, or in connection with, the purposes of the University
3. Application for hire
3.1 Prospective hirers, whether internal clients or external clients, must complete an Application for Hire form for all bookings.
4. Approval of hire
4.1 No hire may proceed unless and until the Vice-Chancellor or nominee has approved the application for hire.
4.2 In order to be approved for hire, a hirer may be required to demonstrate that the hire:
4.2.1 is consistent with the quality and professional nature of activities expected in a University setting;
4.2.2 is in keeping with the University's position within the community
4.2.3 poses no undue security risk to University facilities, students and staff, or to attendees
4.2.4 does not contravene any Commonwealth or State legislation or any University rules or policies and
4.2.5 meets any conditions that may be set by the University in relation to the hire.
5. Sponsored events
5.1 Where sponsorship by the University is sought in relation to an event a Sponsorship Request form should be completed and included with the application for hire form.
5.2 Sponsorship for an event will only be provided where the Vice-Chancellor or nominee gives approval.
5.3 Sponsorship, where granted, may be full sponsorship or partial sponsorship.
5.4 Full sponsorship will generally only be approved when the event is of a non-profit nature and is considered to be a natural extension of the University's core business.
6. Endorsement
6.1 Hire of University facilities does not constitute an endorsement of the event unless specifically approved.
7. Setting up
7.1 No materials, plant or equipment used by the hirer shall be placed on University premises prior to commencement of the hire period unless approved by the Director, Capital Programs and Operations.
8. Fees
8.1 Fees charged for events and catering to external clients must be on a full cost recovery basis, and, in view of the obligation of public bodies to compete fairly with the private sector, must be comparable with those charged by external facility providers.
8.2 Fees for educational bodies or University-based organisations or sponsored events may be discounted. The Vice-Chancellor or nominee will have the authority to determine in which cases a discount will be offered.
8.3 The standard rates and charges for hire and catering will be detailed in Schedules issued by the Vice-Chancellor or nominee and will be reviewed at least once per year. Any other services provided in addition to the hire and catering will be charged in addition to the standard rates.
9. Hire agreement
9.1 In order to ensure that insurance obligations are met, all events using University facilities and involving personnel from outside the University's employ, including those organised by University-based organisations, will be subject to the requirements of a Hire Agreement.
9.2 A copy of the Hire Agreement, signed by the event organiser and, where appropriate, a guarantor, must be submitted at the time of confirming the event booking.
10. Termination of hire
10.1 The University reserves the right to terminate facility bookings and approved hires of facility prior to, or during, the time specified for the hire.
10.2 Generally, termination during the time specified for the hire will only occur where the event:
10.2.1 is damaging, or is likely to damage, University facilities; or
10.2.2 is endangering, or is likely to endanger, the health or the safety of attendees or other persons; or
10.2.3 is in contravention of any applicable Commonwealth or State legislation or any University statues, rules or policies.
11. Large and complex events
11.1 Large and / or complex events, particularly those requiring extensive co-ordination and management services, may be managed by an external, professional firm of conference coordinators.
11.2 The Vice-Chancellor or nominee shall determine whether the services of an external firm is required.
12. Promotion
12.1 The Director, Marketing and Communications will be responsible for providing guidance on the policy and production of promotional literature, and for coordinating the placement of appropriate advertisements in publications for any events for which the University is the responsible body.
12.2 Any conference coordinators appointed under section 11.1 must liaise with the Director, Marketing and Communications in the production of any promotional literature, and in particular must obtain approval for use of the University's name and logo.
13. Hirer's responsibility
13.1 The hirer is responsible for observance of the University's Act, Policies and Guidelines including, but not restricted to, observance of the University's environmental practices.
14. Exclusion from hire
14.1 The Vice-Chancellor may exclude any University facilities from hire under this policy.
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