Manual of Policies and Procedures

H/3.8 Hire of University space

Contact Officer

Executive Director, Facilities Management

Approval Date

06/09/2013

Approval Authority

Vice-President (Administration) and University Registrar

Date of Next Review

01/09/2016

3.8.1 Principles
3.8.2 Definitions
3.8.3 Facilities
3.8.4 Bookings
3.8.5 Mobile amusement rides and devices
3.8.6 Restrictions on use of facilities
3.8.7 Compliance
Related Documents
Modification History

3.8.1 Principles

When not required for the University's teaching programs, various University facilities may be hired for functions, conferences or events conducted by the University, or by external organisations. The proposed use of these facilities must be compatible with the University's vision and values (QUT Blueprint) and must comply with University policy, related procedures and relevant legislation.

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3.8.2 Definitions

An internal booking refers to a booking made by a QUT staff member, student or affiliate for activities to be undertaken by QUT staff and affiliates and / or students and affiliates. It is expected that at least 50 per cent of attendees of student bookings will normally be currently enrolled QUT students. The University reserves the right to perform identity checks in relation to student bookings.

An external booking refers to a booking made by a person, organisation or group outside of, and not affiliated with, the University. This includes any booking made by a staff member where costs are not managed through internal charges for the relevant department because the activity is not QUT related.

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3.8.3 Facilities

QUT's campuses have various facilities including flat-floored classrooms, tiered lecture theatres, function rooms and outdoor locations.

The Facilities Management Department has developed an Event Safety and Planning Checklist for University events (QUT staff access only), which must be submitted to the Campus Services office prior to confirmation of a booking for a large event. The Campus Services Office can provide guidance as to what constitutes a large event.

The University's requirements for facilities take precedence over their use for non-QUT-related activities. Teaching spaces are available during the academic year provided there is no disruption to the University's core teaching activities. No adjustments to the academic timetable are made to accommodate external use except in those exceptional circumstances specifically approved through the Executive Director, Facilities Management. Facilities close to examination venues will not be available for hire while examinations are in progress.

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3.8.4 Bookings

Internal and external users of University space are required to obtain approval to use the space through prior booking.   

All bookings, whether internal or external (QUT staff access only), for Kelvin Grove and Gardens Point campus space are made through and approved by the Executive Director, Facilities Management (Timetabling Office), or in the case of space controlled by QUT Precincts, through the QUT Precincts office.

Internal bookings generally do not attract a hire charge, except for activities or events where an entry fee is being charged. In those circumstances, a reduced hire charge is approved for the activity or event. External bookings attract a hire charge and a contract arrangement is effected to ensure external organisations comply with the University's policies and relevant legislation. Charges depend upon whether a booking is for room hire or grounds hire (QUT staff access only).

Any requests for use of buildings or external areas for film production by external persons or organisations must be approved by the Executive Director, Facilities Management.

All QUT badged conferences and conference style events must be processed by QUT Conferences. Conferences managed by QUT Conferences attract a 50% reduction in room hire charges.

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3.8.5 Mobile amusement devices

Owners and persons in control of amusement devices associated with on-campus activities are required to discharge their obligations under the Work Health and Safety Act 2011. The organiser is responsible for ensuring the health and safety of workers, staff, students and others at the site, and should take all reasonable steps to ensure that an appropriate operator is engaged.

A checklist is available from the Facilities Management webpage. This must be completed by the organiser and approved by the Executive Director, Facilities Management no later than two weeks prior to the date of the event involving the mobile amusement device.

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3.8.6 Restrictions on use of facilities

The University has separate policies on the on-campus use of alcohol (H/3.6.7), campus noise levels (H/3.6.6) and the posting of notices (H/3.1.4).

It is acknowledged that student events sometimes involve the selling of food and drink; however, such activities should enhance campus life and approval is required by the relevant Campus Coordinator to confirm that such commerce will not breach the University's contracts with campus vendors.

The University has identified dedicated areas within its campuses for public speaking activities. Public speaking activities must not cause an obstruction or disturbance to campus users or the general public. Location details for public speaking activities can be obtained from the Campus Services Office.

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3.8.7 Compliance

QUT Security staff are authorised to direct people to leave a University space

  • if they are not complying with the University's policies
  • if they have not booked the space
  • if they refuse to identify themselves.

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Related Documents

MOPP H/3.1 Site

MOPP H/3.2 Property

MOPP H/3.6 Food services, catering and alcohol

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Modification History

Date Sections Source Details
26.11.19 All Vice-President (Administration) and University Registrar Approval Authority changed as a result of reporting line change - Vice-President (Resources) and Chief Financial Officer to Vice-President (Administration) and University Registrar
21.05.15 H/3.8.4 Executive Director, Finance and Resource Planning Revised policy to include QUT badged conferences
06.09.13 All Executive Director, Finance and Resource Planning New policy

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