Hire of University Facilities - Institutional Operating Policy
Responsible Officer: Vice-Chancellor and President
Designated Officer: Director, HRECS
Approving authority: Vice-Chancellor and President
Approval: C00/102, 28 November 2000
Last Amended: C09/34, 16 June 2009
Effective Starting Date:
Any policies replaced by this policy:
Policy number: O16
Related policies:
Due date for next review: 16 June 2014
Part A: Preliminary
1. Purpose of policy
The following policy sets out the principles which govern the hire of University facilities.
2. Application
This policy applies to all University facilities.
3. Definitions
In this policy the follow definitions apply:
Event means an occasion for which the use of University facilities by an internal or external client is approved.
External client means an individual, entity, or group hiring University facilities or services and having no contractual or academic arrangements with the University.
Hire means an arrangement for the use of university facilities which is outside the scope of normal academic timetabling.
Internal client means an individual or group directly associated with the University through contractual or academic arrangements.
Sponsored event means an event approved as fully or partially sponsored by the University.
University premises means any buildings or grounds which are under the control and management of the University and which are used for, or in connection with, the purposes of the University.
4. Application for Hire
4.1 All prospective hirers must complete a Venue Hire Application form for all bookings.
5. Approval of Hire
5.1 No hire can proceed unless the Vice-Chancellor or nominee has approved the application for hire.
5.2 In order to be approved for hire, a hirer can be required to demonstrate that the hire:
5.2.1 is consistent with the quality and professional nature of activities expected in a University setting;
5.2.2 is in keeping with the University’s position within the community;
5.2.3 poses no undue security risk to University facilities, students and staff, or to attendees;
5.2.4 does not contravene any Commonwealth or State legislation or any University rules or policies; and
5.2.5 meets any conditions that may be set by the University in relation to the hire.
6. University Sponsored Events
6.1 Where University sponsorship of an event is required, a Sponsorship Request form must be completed and included with the Venue Hire Application form.
6.2 University sponsorship of an event will only be provided where the Vice-Chancellor or nominee grants approval.
6.3 University sponsorship, where granted, can be for full or partial sponsorship.
6.4 Full University sponsorship will normally only be granted by the Vice-Chancellor or nominee when the event is of a non-profit nature and is considered to be a natural extension of the University’s core business.
6.5 University sponsorship does not include catering services.
7. Endorsement
7.1 Hire of University facilities does not constitute an endorsement of an event, unless specifically approved by the Vice-Chancellor or nominee.
8. Setting Up
8.1 No materials, plant or equipment used by the hirer can be placed on University premises prior to the commencement of the hire period, unless approved by the Manager, Events and Catering.
9. Fees
9.1 Facilities hire fees charged for events 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.
9.2 Facilities hire fees for educational bodies, University-based organisations or sponsored events may be discounted. The Vice-Chancellor or nominee will have the authority to determine the offer of any discounts.
9.3 The standard rates and charges for facilities hire will be detailed in Schedules issued by the Vice-Chancellor or nominee and will be reviewed annually.
9.4 Any other services provided in addition to the facilities hire will be charged in addition to the standard rates.
10. Hire Agreement
10.1 In order to meet insurance obligations, 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.
10.2 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.
10.3 Full payment of facilities hire fees must be received prior to the event.
11. Termination of Hire
11.1 The University reserves the right to terminate facility bookings and approved facility hires prior to, or during, the time specified for the hire.
11.2 Generally, termination during the time specified for the hire will only occur where the event:
11.2.1 is damaging, or is likely to damage, University facilities; or
11.2.2 is endangering, or is likely to endanger, the health or the safety of attendees or other persons; or
11.2.3 is in contravention of any applicable Commonwealth or State legislation or any University statutes, rules or policies.
12. Large and Complex Events
12.1 Large and/or complex events, particularly those requiring extensive co-ordination and management services, may be managed by an external, professional firm of conference co-ordinators.
12.2 The Vice-Chancellor or nominee will determine whether the services of external conference co-ordinators are required.
13. Promotion
13.1 The Director, Marketing and Communications will be responsible for providing guidance on the policy and production of promotional materials, and for co-ordinating the placement of appropriate advertisements in publications for any events for which the University is the responsible body.
13.2 Any conference co-ordinators appointed under section 12 must liaise with the Director, Marketing and Communications or his or her nominee in the production of any materials, and in particular must obtain approval for use of the University's name and logo.
14. Hirer’s Responsibility
14.1 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.
15. Exclusion from Hire
15.1 The Vice-Chancellor may exclude any University facilities from hire under this policy.
END
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