Overview

1. The Role and Importance of Events

1.1 The University recognises that celebrations and ceremonies serve an important function in allowing individuals and groups within the University community to interact. The nature of and enjoyment derived from this interaction is largely determined by the expectations of the participants and the purpose, structure and management of the event.

1.2 Whilst some events occur spontaneously and without direction, most are developed and coordinated by convenors and event managers. Convenors and event managers require assistance and support to ensure that their event is a positive and safe experience for those involved.

1.3 The management of a successful event requires a detailed planning and consultation process. The success of events now is assessed by the effect the event had on patrons, staff, security and emergency services personnel, the University and the general community in addition to more usual measures such as the financial result.

Description

2.Types Of Functions and Events

2.1 Events and functions held on University campuses may involve either University or external organisations and are categorised by the University into minor and major functions as follows:

2.2 Minor functions are likely to focus on a club, society or departmental event with few outside participants. The number of patrons is usually small but could exceptionally exceed one to two hundred participants. The function may or may not involve alcohol being served.

2.3 Major functions involve several hundred persons and could involve a number of clubs, societies or departments as well as outside participants. Examples of such functions include the 'Big Gig', 'Hike for Sight', The International Fair and the Orientation Week Market Day.

2.4 The University is a statutory body under Queensland legislation and approval from the University must be obtained by convenors of any function or event held on University property. Permission will be granted only after convenors have agreed to abide by certain conditions required by the University and only after the proper procedure has been followed.

3.The Benefits of Planning Safer Events

3.2 These benefits include:

• The event is likely to be well supported contributing to the long-term sustainability of future events.
• The University is unlikely to impose onerous conditions on future similar events.
• A reduction in accidents and injury will significantly reduce the risk of public liability claims and subsequent first aid and insurance costs.
• A happy and contented crowd will lead to fewer incidents, including assaults and property damage, reducing the costs of security, cleaning and repair.
• A well-planned event will greatly assist the enjoyment of patrons.
• A quality sustainable event that enjoys strong support from patrons, authorities and the local community will attract increased and long term sponsorship
• A well-planned event will greatly assist the movement of patrons, staff and equipment and the response to unplanned incidents.
• The personal stress and liability of convenors and event managers can be significantly reduced when there is a comprehensive and well supported plan.

4. Liaison with Property & Facilities Division

4.1 Event managers and promoters must make contact with the Operations Manager and/or the Security Manager a minimum of six (6) weeks prior to the event to begin the planning process. Major functions require more preparation and planning time than the six weeks mentioned previously. The following information will be required:

• Direct contact number for the Convenor;
• Event details;
• All Liquor, Site and other forms for approval by the University
• A meeting time with the Security Section to discuss the operations of the event.

4.2 For minor functions such as staff meetings and student gatherings all the above details can be submitted on the 'Application for Permission to Keep or Consume Intoxicating Liquor on Site' form and no other action will be necessary. Property & Facilities Division will send a 'Letter of Approval' outlining any conditions for the function.

4.3 The University of Queenslands Security Section is a focal point for planning events on campus and may be contacted on telephone number 3365 1234 or fax number 3365 1600 for assistance.

5. Consultation with Key Stakeholders

5.1 It is important that function and event plans are developed and reviewed in consultation with identified key stakeholders. These stakeholders may include:

• The Secretary & Registrar's Office (Consultation with the Secretary and Registrar will be the norm for major events but the exception for minor events)
• University Occupational Health and Safety Unit 1
• Liquor Licensing Division
• Property and Facilities Division
• Manager Security, The University of Queensland
• Brisbane City Council

5.2 A series of briefing meetings should be conducted with the key stakeholders well in advance of the event to allow sufficient time for any planning changes. A formal debriefing concerning the event should be conducted with the key stakeholders after the event when detailed information, including attendance and incident data in addition to staff and patron feedback, is available.

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 advent of any adverse incident, the Security Section has the authority to take whatever action is necessary to resolve the issue. This includes closing the event or function.

6.Approval and Legislative Issues

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

6.1.1 Approval

• How much time is required for the lodging of any application to meet the proper approval process necessary?
• What licensing requirements and approval will be necessary for the conduct of the event and who can provide these?
• What information will be necessary to support the application?
• Who will be involved in the evaluation of the application?

6.2 Legislative Issues

• Is there currently 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?
• Has the Insurance Manager for the University been consulted, with a view to determining:
  • Liability for acts or omissions;  
  • Liability for financial obligations incurred in responding to major emergencies occasioned by the event;
  • Liability for injuries;
  • Liability for the resultant affects of the event on normal emergency operations?
• Is the event manager required to post a bond or provide liability insurance to cover costs of response to emergencies, subsequent site clean up, traffic, crowd, and the other policing functions?
• 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? The Secretary & Registrar's approval will be required for any road closures within University sites.

7. Site

7.1 The selection and/or design of a site will have a significant impact on all components of event planning and the overall safety and success of the event.

7.2 The following questions can assist event managers to prevent potential problems in other areas of planning.

• Has the suggested site location been approved by the Operations Manager, Property & Facilities Division?
• Is the event to be conducted at multiple sites and what effect will that have on the planning?
• Is the event normally conducted at such a fixed facility?
• What services/utilities are available at the venue?
• What will need to be arranged either as a temporary supply or additional service prior to the event?
• What will be the duration of the event and will it go into the hours of darkness

Reminder: All functions on University sites must cease providing alcohol by 11.30pm and the function site cleared by 12.00 midnight.

• Does the site provide for the mobility of impaired persons?
• What is the date of the event? Does it clash with other events to be conducted and will the expected weather require any special considerations?
• Does the site have adequate access and egress for service vehicles?
• Does the site have adequate access and staging area for large numbers of emergency vehicles in a major accident?
• Does the site allow for adequate crowd regulation, including prescribed seating areas, flow barriers, and separation of vehicles from pedestrians?
• Does the function location impact in any manner on other University or commercial enterprises in the near vicinity?

8. Insurance

8.1 All hirers and users of university facilities must hold a public liability insurance policy with a minimum limit of liability of $10,000,000. Such insurance policies must be underwritten by either an APRA authorised insurer or a Lloyds syndicate insurer. A list of APRA authorised insurers can be located on the following web site: http://www.apra.gov.au The university reserves the right to accept or reject all such public liability policies.

9. Electrical Work

9.1 Conveners may undertake electrical work for events and functions either by using Property & Facilities Trades persons who are authorised to perform such work or by using private electrical contractors who have been inducted by the Property and Facilities Division Safety Officer and who are also licensed under the Electrical Safety Act 2000.

10. Banners

10.1 Banners may be displayed to advertise events and functions in accordance with the university Banner Policy.

11. Risk Assessment

11.1 All events and functions on university sites must include the provision for a risk assessment. Risk Assessments should include an analysis of the event, identifying any potential risk and include a suitable response to responding to that risk. A plan should then detail these risks and the action to be taken by the convenor in the event of any adverse incident and such plan should be forwarded to the Manager Security, Property & Facilities Division for assessment and approval. The Director, Occupational Health and Safety Unit, is also available to discuss risk assessments and issues affecting events and functions.

12. The Management of Alcohol

12.1.1 For convenors and event managers, the provision and consumption of alcohol creates a major risk to event patrons, staff and public safety. Ineffective management of alcohol, particularly irresponsible serving of alcohol is often accompanied by high risk behaviour such as drink driving, damage to property and increased risk of accidents injury and physical violence.

12.1.2 Patron behaviour, in and around an event's licensed or permitted area, including any indication of excessive intoxication is the responsibility of the convenor and thus penalties under the Liquor Act apply. The University also has the authority to apply penalties against convenors and groups that contravene University policies, rules and codes of conduct. Convenors of functions and events need to be aware of these responsibilities and where possible, ensure that event management plans account for the health, safety and comfort of patrons and staff and minimise the disruption to and harm that may be caused to the University and general community.

12.1.3 Event managers, through experience, have developed and implemented a range of strategies that prevent or reduce the harm and risk associated with the provision and consumption of alcohol. These strategies are often characterised by:

• collaborative planning processes;
• cooperation and consultation with relevant University departments, councils and community agencies;
• trained event staff and security;
• an understanding of safe crowd management;
• coordination of appropriate entertainment; and
• formal post event evaluations

12.1.4 This document identifies the conditions under which alcohol may be served at events and functions. It is important to comply with these conditions and confer with either the Operations or Security Managers 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.

12.2 The University Alcohol, Tobacco and Other Drugs Policy

12.2.1 The University has an Alcohol, Tobacco and Other Drugs Policy and Alcohol Advertising Guidelines which, together with the Events Planning Guidelines constitute the University's rules concerning the consumption of alcohol throughout the University. Event Managers and Convenors planning any event or function to be held on University property must conform to these standards before approval for the function or event will be granted. Copies of the Alcohol, Tobacco and Other Drugs Policy are available from the Operations Section of the Property & Facilities Division on request by telephoning number 3365 2280 or the Security Section telephone number 3365 1129.

12.3 Event Promotion and Media Management

12.3.1 A clear and well-sequenced promotion and media strategy can significantly influence the expectations and subsequent behaviour of patrons. Points to clarify in any media campaign are the focus of the event, the restrictions on the provision and consumption of alcohol, safe drinking practices, availability of non-alcohol beverages, availability of food, entertainment and transportation. These messages can greatly influence the tone and success of the event through well informed event staff and patrons.

12.3.2 The event promotion and publicity can include and should promote the following safe drinking messages:

• Don't drink and drive
• Organise a designated driver or access public transport
• Intoxicated or underage drinkers will not be served alcohol
• Bags and eskies may be searched or
• Glass containers are not permitted
• Non-alcoholic drinks will be available
• Look out for your friends, partner and mates.
• Don't forget to eat regularly.
• Beware of people 'spiking' your drink

12.3.3 Advertisement for functions 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.

12.3.4 All promotional material must be approved by the Secretary & Registrar or his delegate (the Operations or Security Managers, Property & Facilities Division) at the time of application.

12.3.5 Pre-event messages should adhere to the following advertising guidelines as found in the Voluntary Alcohol Beverages Advertising Code 1998.

For the purpose of these advertising guidelines- adult means a person who is at least 18 years of age; alcoholic beverage includes any particular brand of alcohol beverage; adolescent means a person aged 14 to 17 years inclusive; child means a person under 14 years of age; and low alcohol beverage means an alcohol beverage which contains less than 3.8% alcohol/volume.

The conformity of an advertisement with these guidelines will be assessed in terms of its probable impact upon a reasonable person within the class of persons to whom the advertisement is directed and other persons to whom the advertisement may be communicated, and taking its content as a whole.

Advertisements for alcohol beverages must

• (a)present a mature, balanced and responsible approach to the consumption of alcohol beverages and, accordingly-
  1. must not encourage excessive consumption or abuse of alcohol;
  2. must not encourage under-age drinking;
  3. must not promote offensive behaviour, or the excessive consumption, mis-use or abuse of alcohol
  4. must only depict the responsible and moderate consumption of alcohol beverages;

  (b) not have a strong or evident appeal to children or adolescents and, accordingly-

• adults appearing in advertisements must be over 25 years of age and be clearly depicted as adults
• children and adolescents may only appear in advertisements in natural situations (e.g. family barbecue, licensed family restaurant) and where there is no implication that the depicted children and adolescents will consume or serve alcohol beverages; and
• adults under the age of 25 years may only appear as part of a natural crowd or background scene;

  (c) not suggest that the consumption or presence of alcohol beverages may create or contribute to a significant change in mood or environment and, accordingly-

  1. must not depict the consumption or presence of alcohol beverages as a cause of or contributing to the achievement of personal, business, social, sporting, sexual or other success
  2. if alcohol beverages are depicted as part of a celebration, must not imply or suggest that the beverage was a cause of or contributed to success or achievement; and;
  3. must not suggest that the consumption of alcohol beverages offers any therapeutic benefit or is a necessary aid to relaxation;

  (d) not depict any direct association between the consumption of alcohol beverages, other than low alcohol beverages, and the operation of a motor vehicle, boat or aircraft or the engagement in any sport (including swimming and water sports) or potentially hazardous activity and, accordingly-

  1. any depiction of the consumption of alcohol beverages in connection with the above activities must not be represented as having taken place before or during engagement of the activity in question and must in all cases portray safe practices; and
  2. any claim concerning safe consumption of low alcohol beverages must be demonstrably accurate;

  (e) not challenge or dare people to drink or sample a particular alcohol beverage, other than low alcohol beverages, and must not contain any inducement to prefer an alcohol beverage because of its higher alcohol content; and

  (f) comply with the Advertisers Code of Ethics adopted by the Australian Association of National Advertisers.

  Retail Advertisements

  Advertisements which contain the name of a retailer or retailers offering alcohol beverages for sale, contain information about the price or prices at which those beverages are offered for sale, and which contain no other material relating to or concerning the attributes or virtues of alcohol beverages except-
  1. the brand name or names of alcohol beverages offered for sale;
  2. the type and/or style of the alcohol beverages offered for sale;
  3. a photographic or other reproduction of any container or containers (or part thereof, including any label) in which the alcohol beverages offered for sale are packaged;
  4. the location and/or times at which the alcohol beverages are offered for sale; and
  5. such other matter as is reasonably necessary to enable potential purchasers to identify the retailer or retailers on whose behalf the advertisement is published,

  must comply with the spirit and intent of the code but are not subject to any process of prior clearance.

  12.4 Training and Information for Bar Staff

  12.4.1 The event manager or convenor for the General Purpose Liquor Permit should inform staff in relation to the responsible service of alcohol. Experienced, responsible and trained bar staff can prevent many alcohol- related incidents from occurring and are a requirement for functions on all University sites.

  12.4.2 Alcohol must only be consumed in the area(s) designated. Alcohol must not be provided to anyone who is, or appears to be, intoxicated or is under the legal drinking age. A function must not include any activity that encourages excessive alcohol consumption.

  12.5 Bar Service Times

  12.5.1 Limiting the availability of alcohol can assist event staff and security to safely manage event patrons. Early bar openings can lead to patrons becoming intoxicated well before the commencement of the entertainment which may result in a disruption to other patrons and a distraction from the central focus of the event.

  12.5.2. It may be advisable to close some, if not all bars prior to the conclusion of the entertainment to provide an orderly exit from the event. This will also prevent patrons from consuming alcohol just prior to travelling from the event.

  12.6 Drink Containers

  12.6.1 Many alcohol related injuries are caused by glass containers and to a lesser extent, cans. The University requires that all drinks be served in plastic cups or opened cans to avoid injury to patrons. Glass containers are not permitted at functions or events on University sites.

  12.7 Reasonable Quantity of Alcohol at Functions

  12.7.1 The maximum amount of alcohol available at a function should 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:

  12.7.2 The maximum allowable quantities of alcohol will be 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

  12.7.3 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.

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

  13. Ticketing

  13.1 For major events a strategically developed ticketing process and design, preferably sold in advance, can greatly assist event managers to:

  • predict and control the crowd size and type;
  • segment the crowd by the use of different entrances;
  • stagger crowd arrival by specifying entry times; and
  • provide vital patron information on the ticket regarding restrictions, services and their location, safe drinking information and personal needs (eg. water, sunscreen and hats).
  • plastic coloured wristbands, as used in hospitals, are a common and successful method of ticketing and segmenting patrons (i.e. underage participants).

  14. Security Controls

  14.1 Security and crowd control strategies are critical to prevent and respond to unplanned situations and to enforce rules relating to the provision and consumption of alcohol and other University rules such as noise restrictions and unruly behaviour. There are many strategies and resources that can be utilised in addition to conventional security measures and further advice about these can be obtained from the University Security Section.

  14.2 The University requires appropriate security precautions at events and functions including the provision of well-trained and experienced Security Officers. Guidelines relating to the conduct of private security firms are available.[2]

  14.3 The requirements for security at any function may be based on the following guidelines:

  • For the first 500 patrons-- one Security Officer per 100 patrons
  • For functions involving over 500 patrons -as above for the first 500 patrons and then one extra Security Officer for each additional 200 patrons

  14.4 An approved list of Security firms who may operate on University sites is included in this package.[3]

  14.5 The University Security Manager should be consulted for advice and guidance on security measures to be taken for all functions and events.

  15. Transport

  15.1 A range of well publicised and economical transport options will assist patrons to access and disperse from the event and is a proven alternative to drink driving. The usual procedure for large events is to arrange for the provision of extra buses with the Brisbane City Council or a private bus company.

  15.2 For patrons walking back to resident Colleges on campus, guides should be arranged and patrons encouraged to walk in groups.

  16. Noise

  16.1 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 10.00pm however the Secretary & Registrar has issued guidelines for the control of noise at events and functions past this time. The Security Manager will provide instructions on these guidelines on request.

  16.2 A non-negotiable restriction is that no amplified noise will be allowed in the academic area during teaching times, particularly Monday to Friday.

  16.3 Procedures taken for general noise complaints are as follows:

  • the Security Section will receive the first complaint and investigate.
  • if the noise levels are deemed too high a requirement will be made and the levels reduced.
  • On receipt of a second complaint, Security will again assess the situation.
  • If the noise levels are deemed too high a second requirement will be and the levels reduced.
  • On receipt of a third complaint Security will again assess the situation.
  • If the noise levels are deemed too high this time Security will require all noise to cease or will close the function dependant