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, as well as to risks during the event itself.
An event is defined as including but not limited to a function, event or activity that:
- invites internal and/or external visitors
- showcases UTS scholarship and/or research
- contributes to staff and/or student engagement
- is a staff and/or student event
- encourages wider public engagement with UTS, and/or
- is a charitable or other fundraiser.
It does not include meetings that form part of regular work for University staff.
A UTS Event Approval Request form (PDF, 557 Kb) must be completed if alcohol is to be supplied or consumed at an event.
Health and Safety 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 for events at UTS
Prior to commencing event planning, the Event Coordinator must ensure that an UTS Event Approval Request form (PDF, 557 Kb) is completed. This form guides Event Coordinators through the health and safety risk management process for events. It addresses a variety of considerations such as:
- the service, sale or consumption of alcohol;
- excursions by school groups to the campus.
Room bookings at UTS
Room bookings raised via the Student Administration Unit's Web Room Bookings system (UTS staff access only) may require the UTS Event Approval Request form to be completed, depending on the activities planned as part of the booking.
- For on-campus events, complete UTS Event Approval and any Room Bookings
- Perform a pre-event housekeeping inspection of the site for e.g. slips & trip hazards, access & egress in emergency, ventillation and lighting.
- Document a Risk Assessment showing identification of hazards related to the event and the control measures to manage risks arising. Consider noise, alcohol, manual handling during "set-up" and "pack-down", power leads and other electrical hazards, crowd control, security, protection of valuables, contractors, work from heights/ladders, students/children, cash handling, hot-work, lasers, drones, pyrotechnics etc
- Familiarise yourself with emergency response procedures, first aid provision, accident and incident reporting and security arrangements.
- Familiarise yourself with access to site facilities, toilets, parking and transport.
- Provide health and safety procedures, information and training to workers involved in event.
- Make the event accessible to people with a disability.
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 email@example.com, 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 ).
Forms and documents
- Public Spaces and Facilities Management Vice-Chancellor's Directive
- UTS Event Approval Request form (PDF, 557 Kb)
- Guidance for the Service of Alcohol at UTS (PDF, 129 Kb)
- Safety Information for School Excursions template (Word, 110 Kb - UTS staff access only)
- General Risk Assessment template
- Accessibility at UTS Events checklist (PDF, 269 Kb)