Manual of Policies and Procedures

H/3.8 Hire of University space

Contact Officer

Executive Director, Facilities Management

Approval Date

01/07/2020

Approval Authority

Vice-President (Administration) and University Registrar

Date of Next Review

01/07/2023

3.8.1 Purpose
3.8.2 Application
3.8.3 Roles and responsibilities
3.8.4 Principles
3.8.5 Bookings
3.8.6 Mobile amusement devices
3.8.7 Restrictions on use of facilities
3.8.8 Assembly and speakers
3.8.9 Compliance
3.8.10 Definitions
3.8.11 Delegations
Related Documents
Modification History

3.8.1 Purpose

QUT campuses, buildings and spaces are provided to support learning, teaching and research. To ensure these facilities are fully utilised for the benefit of QUT and the community, the university permits the hire and use of its spaces subject to approval under this policy.  

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3.8.2 Application

The policy applies to the hire of all buildings and space owned or managed by QUT and to all staff and students of QUT, as well as other members of the University community subject to the QUT Staff Code of Conduct (B/8.1).

The policy does not apply to the hosting of VIPs at a QUT campus or event, which is managed under VIP Visits (I/5.1).

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3.8.3 Roles and responsibilities

Position
Responsibility

Executive Director, Facilities Management

  • approves hire of university space, subject to exceptions permitted under this policy, (excludes space controlled by QUT Precincts)
  • approves procedures for the hire of university space
  • approves use of buildings or external areas for film production by external persons or organisations
  • designates areas for public speaking and assembly on university land

Relevant Director, QUT Precincts

  • approves hire of university space controlled by QUT Precincts

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3.8.4 Principles

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:

  • comply with University policy, related procedures and legislation
  • not take precedence over teaching and learning, research or related activities
  • not disrupt the University's teaching activities or examination venues while examinations are in progress
  • not require adjustment to the academic timetable or other scheduled use if the use is for an external booking, except in exceptional circumstances
  • be compatible with the University’s functions, which includes the advancement and development of knowledge, and its application to government, industry, commerce and the community; and
  • consider the public interest in the promotion of critical and open inquiry on matters of public concern, in accordance with the standards of civil and evidence-based academic debate, when approving an external booking.

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3.8.5 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.

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.

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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3.8.6 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 (QUT staff access only). 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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3.8.7 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.

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3.8.8 Assembly and speakers

The University has designated areas within its campuses for assembly and speaking activities. The location of these areas can be obtained from the Campus Services Office.

Assembly and speaking activities must be peaceful and not cause an obstruction or disturbance to campus users or the general public. The use of QUT facilities for speaking and assembly by staff and/or students must be consistent with the QUT Student Code of Conduct (E/2.1) and QUT Staff Code of Conduct (B/8.1).

Use of assembly and speaking areas by external persons or organisations will be subject to booking and approval.

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3.8.9 Compliance

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

  • if they are disorderly or create a disturbance on University land
  • if they are not complying with the University's policies
  • if they have not booked the space; or
  • if they refuse to identify themselves.

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3.8.10 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.

For VIP see definition in VIP visits (I/5.1.7).

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3.8.11 Delegations

Refer to Appendix 3 Schedule of Authorities and Delegations.

 

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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
01.07.20 All Vice-President (Administration) and University Registrar Revised and simplified policy to address freedom of expression and human rights requirements
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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