Procedures

Event Approval and Control - Procedures

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1.  Purpose and Objectives

This document outlines the procedures to be followed by organisers of internal and external events held in University spaces.  The procedures cover the timing, location, scale and purpose of such events and aim to ensure that events are managed in an efficient and equitable manner.

These procedures should be read in conjunction with the University Alcohol, Tobacco, Drugs and Event Planning Policy and the relevant Queensland legislation.

2.  Definitions, Terms, Acronyms

Adult - a person who is at least 18 years of age

Alcoholic beverage - any brand of beverage containing alcohol

Event - function or gathering, other than academic classes scheduled as part of the curriculum, held in a University building or outdoor space on a University campus

Low alcohol beverage - alcoholic beverage containing less than 3.8% alcohol/volume

3.  Procedures Scope/Coverage

These procedures apply to staff, students and visitors to the University as well as to activities conducted on University premises or under the auspices of the University.

4.  Procedures Statement

Organisers of events, both internal and external, can apply to use University buildings and campuses as the venue for events.  Security Section within the Property and Facilities Division are responsible for monitoring, approving and controlling events on campus and for providing approvals of applications for permission to keep or consume intoxicating liquor on site.

5. Process for Event Approval

Security Section is a focal point for planning events on campus and can be contacted on telephone number 3365 1234 or fax number 3365 1600 for assistance.

Event managers, convenors and promoters must make contact with Security at least six weeks prior to an event to begin the planning process.

Some events require executive approval due to their scale or nature.

5.1 Major events

Major events (e.g. 'Big Gig', The International Fair, Orientation Week Market Day) require more preparation and planning time than six weeks.  Prior to the event, planners of major events must arrange a meeting time with Security Section to discuss the operations of the event and must supply:

  • Direct contact details for the event convenor,
  • Event details,
  • All Liquor, Site and other forms for approval by the University.

5.2 Minor events

Minor events are staff and student gatherings, celebrations, BBQs and wedding ceremonies on campus.

Student clubs or societies require permission to hold events from Clubs & Societies, UQ Union, who will place a booking with Security.

Individual students, staff or the public must obtain email permission to hold minor events from Security at sas@pf.uq.edu.au

Organisers of minor events must supply Security Section with the following information:

  • Direct contact details for the event convenor;
  • Date of event
  • Expected length of function
  • Nature of event (e.g. ball, social)
  • Location of event
  • Number of people expected to attend event, nature of group (e.g. staff, students, visitors)
  • Information on what the event is about
  • Application for 'Permission to Keep or Consume Intoxicating Liquor on Site' where required.

All the above details can be submitted on the 'Application for Permission to Keep or Consume Intoxicating Liquor on Site' form.

Security will provide to the event organiser written approval for minor events.  The approval will outline any conditions under which the function has been approved.

6. Consultation with Key Stakeholders

Function and event plans must be developed and reviewed in consultation with identified key stakeholders.  These stakeholders may include:

  • Chief Operating Officer
  • University Occupational Health and Safety Unit
  • State Government Liquor Licensing Division
  • Manager Security, Property and Facilities Division
  • Brisbane City Council

The event manager or convenor must be in contact at all times with Security and other key stakeholders before and during the event.  This person must have the authority to make critical decisions in relation to the event and, in an emergency, order the cancellation of, or evacuation from the event. On University sites, in the event of any adverse incident, Security Section has the authority to take whatever action is necessary to resolve the issue. This includes closing the event or function.

7. Alcohol at Events

This section identifies the conditions under which alcohol may be served at events. It is important to comply with these conditions and confer with the Security Manager should any ambiguity exist. A breach of these conditions may lead to extra conditions being imposed or, in some cases, the event or function being cancelled.

7.1 Advertising

When advertising alcohol at events, event managers must comply with the Alcohol Beverages Advertising Code. This includes advertising on printed material or on the internet.

Advertisements should not over emphasise the availability of alcohol, refer to the amount of alcohol available or encourage in any way the excessive consumption of alcohol. In advertising, equal reference must be made to the availability of non-alcoholic drinks. Attendance at any function or event must not be induced or encouraged by all-inclusive ticketing (i.e. entrance fee and all you can drink for the one price) or by the offer of free or reduced price alcoholic drinks.

7.1.1 Advertising in University publications

For advertisements to be placed in University publications the approval of the Director of Marketing & Communications must first be obtained.

7.1.2 Advertising code

Event messages should adhere to the advertising guidelines found in the Alcohol Beverages Advertising Code (ABAC). In the event of a conflict between the provisions of the Alcohol Beverages Advertising Code and the requirements of the University the University policies and procedures will prevail. 

7.2 Approval to keep or consume alcohol on campus

Under the provisions of s.10 of Statute No: 13, the written permission of the Vice-Chancellor is required before an individual may bring, keep or consume intoxicating liquor on any University site (except licensed premises). The Chief Operating Officer has delegated authority to give such permission where the application is in accordance with University policies.

For all University sites, applications for approval to keep or consume alcohol on campus should be submitted to the Manager, Security, Property & Facilities Division, St Lucia Campus 4072.

Alcohol must not be sold directly or indirectly (e.g. through an admission charge or tickets to the function) on University sites unless the relevant licence or permit has been obtained from the Licensing Commission. The Commission will not approve an application for a licence unless the prior approval of the University has been obtained by the applicant.

7.3 Consumption guidelines

The maximum amount of alcohol available at a function must be controlled so that the anticipated allowance per person will be well below the level likely to result in a blood alcohol concentration of 0.05%.  Applications to the University will be assessed on the following basis:

The maximum allowable quantities of alcohol are calculated on the basis of the amounts per person set out in the tables below.  It is assumed that 20% of the patrons will be very light or non-drinkers.

Where male/female attendance is known:

For Males:

Type of liquor

First 1 1/2 hours

Each hour extra

Alcohol (grams)

Liquor (litres)

Alcohol (grams)

Liquor (litres)

Light beer

30

1.5

10

0.5

Beer

30

0.75

10

0.3

Wine

30

0.4

10

0.15

Spirits

30

0.1

10

0.04

For Females:

Type of liquor

First 1 1/2 hours

Each hour extra

Alcohol (grams)

Liquor (litres)

Alcohol (grams)

Liquor (litres)

Light beer

20

1.0

7

0.3

Beer

20

0.5

7

0.2

Wine

20

0.25

7

0.1

Spirits

20

0.06

7

0.02

Where male/female attendance is not known (assuming 50:50 ratio):

Type of liquor

First 1 1/2 hours

Each hour extra

Alcohol (grams)

Liquor (litres)

Alcohol (grams)

Liquor (litres)

Light beer

25

1.25

8.5

0.4

Beer

25

0.6

8.5

0.2

Wine

25

0.3

8.5

0.1

Spirits

25

0.08

8.5

0.03

One standard drink (285 ml glass of full strength beer, 100 ml glass of wine, 30ml nip of spirits) is equal to 10gms of alcohol approximately.

Further clarification and assistance concerning the quantity of alcohol allowed is available from the Security Manager.

Promotional staff at events must not promote consumption patterns that are inconsistent with responsible consumption, as defined in the NHMRC Guidelines.

7.4 Responsible Serving of Alcohol certification for servers

It is recommended that those responsible for serving alcohol hold current certification in Responsible Serving of Alcohol (RSA).

8. Permission to Display Banners on Campus

For requests for approval to hang or erect banners on University sites refer to Approval of Banners on University Sites - Procedures.

9. Legislative Issues

Consultation with the key stakeholders can assist event managers to address the following questions relating to possible legislative issues.


The following is a list of common issues that may arise at functions:

  • Is there current legislation which governs or restricts the event?
  • Has an occupational health and safety risk assessment of all event activities been conducted and are appropriate risk control measures in place?
  • Does the Event requester have required insurance?
  • Are actions of the Brisbane City Council and liaison with Police required to close certain adjacent or periphery roads or streets outside the University site? Approval of the Chief Operating Officer is required for any road closures within University sites.
  • The event manager must ensure that suitably qualified staff are used during the event i.e. responsible service of alcohol certification.

10. Electrical Work

Conveners may undertake electrical or other trade work for events and functions either by using Property and Facilities tradespersons who are authorised to perform such work or by using private contractors who have been inducted by Property and Facilities Division.

11. Security Controls

There are many strategies and resources that can be utilised to provide security control measures and advice on these matters can be obtained from the University Security Section.

An approved list of external security providers who may operate on University sites is available from Security.

12. Noise

The University has an Environmental Management Plan which includes guidelines and restriction on noise levels. The Environmental Protection Act 1994 requires all excessive noise to cease at 10.00 pm, however the Chief Operating Officer has issued guidelines for the control of noise at events and functions beyond this time.  The Security Manager will provide instructions on these guidelines on request.

As noise carries easily to higher ground such as Highgate Hill (from St Lucia campus) and disturbs shift workers and others who retire early, the following restrictions apply to outdoor functions:

a) any amplifying device must be pointed to the centre of the University and not to neighbours;

b) an amplifying device is NOT to be used at any time when classes are scheduled on the site;

c) if the convenor or any person associated with amplification of noise is informed by Security staff that a complaint has been received, the noise level must be reduced to a low level. If a second complaint is received, all amplification must cease immediately on direction of Security staff;

d) amplification of sound must cease by 10:00 pm.

Indoor functions are to observe (b) and (c) above.

13. Obligations of Convenor

The convenor of the function will be held responsible for the correct application of those Conditions described under the Alcohol, Tobacco, Smoking and Other Drugs Policy and Event Approval and Control Procedures. Approval is given on the basis that an appropriate standard of conduct is maintained; University/Union property is protected; littering is minimised; legal requirements are met (e.g. licences/permits are obtained where applicable); and all other requirements of University policies and procedures are met.

Liquor is not to be sold to OR supplied to any person under the age of 18 years or to any intoxicated person.

14. Complaints

Complaints are managed by Security.  A complaint or breach of conditions may lead to extra conditions being imposed or, in some cases, the event being closed down or cancelled.

Forms

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Custodians
Director, Property and Facilities
Mr Alan Egan