Event management

Staff and students organising events (referred to as "Event Coordinators") at UTS or on behalf of UTS have a duty to manage any risks to the health and safety of themselves, other staff or students, contractors and visitors.

This responsibility extends to risks arising from the activities before and after the event ("bump-in" and "bump-out" respectively), as well as to risks during the event itself.

Please note that these guidelines differ from those of the UTS Union and its various clubs and societies, and from those of the Housing Service concerning social gatherings at UTS student residences.

Definition of a University event

An event is defined as:

• an activity that invites internal and/or external visitors onsite or offsite to showcase UTS scholarship and/or research
• staff events
• an activity that contributes to staff and/or student engagement, and/or encourages the wider public engagement with UTS.

It does not include:

• activities that occur as part of the University's teaching and learning activities, such as lectures, seminars or information sessions
• activities that occur as part of the University's research or fieldwork activities
• meetings that form part of regular work for University staff.

An Event Approval Request form must be completed if alcohol is to be supplied or consumed at an event.

Risk management

Obtain formal approval for the event

It is important that the Event Coordinator has the approval of the Dean, Director or member of the UTS Senior Executive sponsoring the event, prior to planning the event.

Complete the UTS Event Approval Request

Prior to commencing event planning, the Event Coordinator must ensure that a UTS Event Approval Request form (PDF format, 152 Kb) is completed. This form guides Event Coordinators through the environment, health and safety (EHS) risk management process for events. It addresses a variety of considerations such as:

• the service, sale or consumption of alcohol;
• the conduct of high-risk activities such as pyrotechnics, manual handling, cash handling and;
• excursions by school groups to the campus.

Note on room bookings

Room bookings raised via the Student Administration Unit's Web Room Bookings system may require the UTS Event Approval Request form to be completed, depending on the activities planned as part of the booking.

Need more information?

Events, Exhibitions and Projects

The Events, Exhibitions and Projects department within the Marketing and Communication Unit can provide advice about the event management process for events held on the UTS campus or on behalf of UTS. Contact them by email at events@uts.edu.au, noting the:

• Style of the event,
• Total budget for the event,
• Proposed date/s and time/s,
• Number of attendees, and
• Name of the event sponsor (this should be the senior staff member who has approved your event e.g. a Dean of a faculty, a Director of an administrative unit, or a member of the UTS Senior Executive).

Safety & Wellbeing

The Safety & Wellbeing branch can assist with health and safety risk assessments that your event may require. Contact the Safety & Wellbeing branch staff member assigned to your faculty or unit.