Are you organising an event, meeting or visit on campus? Here you will find tools, templates and useful information to help you with the end-to-end delivery of quality, well-organised events for a university that is renowned for its high standards of professionalism and excellence.
Forms and templates
- Event checklist – The Event Checklist lists tasks to consider when planning an event. The checklist is useful to set deadlines and allocate tasks
- Run sheet template – This template is used to quickly get an overview of the key event information on the day
- Risk Safety checklist and assessment – Depending on the event type and scale, a safety checklist or assessment is required. It is advised to involve your health and safety officer in early event planning stages
- VIP notification – Please complete this form and return to the Events and Domestic Protocol team (firstname.lastname@example.org) to notify details of any VIP attendance on campus or at events. For more information visit the VIPs on Campus page
- Event calendar listing – If you wish to list your event on the University Events Calendar, please complete the form and return to Events and Domestic Protocol team (email@example.com)
- Work order – Please see a sample work order to be submitted if there is special request for Security, Property, AVTS or Cleaners
- Event logistics templates – Brand compliant name tag template, menu template and place card template
- Event budget template – This template can be used to capture all details or expenses and revenue related to the event
Useful links and information
- Learning and teaching spaces – Room bookings for learning and teaching spaces at the University are made via the Room Booking System.
- Conference rooms – please contact your events partner for information on availability and booking the conference rooms on Level 3, 18 Wallys Walk.
- Macquarie University – You may need to complete a risk assessment or event safety checklist (see templates). Discuss risk considerations with your Health and Safety Officer in the event planning stage. More details can be found on here including training, inductions and first aid
Australian Hearing Hub – Events held at the Australian Hearing Hub (AHH) require a AHH Building Manager
- External venues – Risk considerations are generally the responsibility of the venue provider. In some instances, you may be required to manage some elements of risk related to the event even if held offsite. It is advised to consult with the venue for their risk management plan.
If parking is needed for your guests, contact Security for approval. Once approved, Security will send you a parking permit that can be distributed to your guests.
Facilities and equipment
Work orders can be submitted if you require the following items for your event: chairs, tables, venue cleaning (before and after), additional security, extra bins, furniture moved, bollards removed, lighting and aircon turned on. Fees may apply. See templates for an example of a work order request.
Welcome to Country and other Indigenous Ceremonies
The University recognises the traditional custodians of the land on which an official event is being held or an event is being held where the University is a sponsor. Contact the Office of Indigenous Strategy to determine the type of ceremony that is appropriate for the nature and size of the planned event and coordinate a booking for Welcome to Country, Acknowledgement of Country and other Indigenous ceremonies
Our University: Framing of Futures clearly states that we are committed to the principles of sustainability. We adhere firmly to our commitment to the principles of sustainability in all we do.
University events can have significant impacts on the environment through the message they send about our culture and society, as well as through environmental impacts such as the generation of waste. As a higher education institute, Macquarie can play a leading role in sustainability by educating the public through its events.
What is a sustainable event?
A sustainable event is one that commits to the principles of sustainability. To this end, the impact of all aspects of the event must be considered, including: aims and messaging, food services, energy consumption, location and transportation, and waste generation.
Why should you make your event sustainable?
By hosting a sustainable event you will be playing an important role in reducing our environmental impact and helping the university to become a world leader in sustainability. Additionally, a sustainable event can add value to the local economy, engage the university and wider community and educate those involved, whilst promoting a positive public image.
Reducing energy consumption
Macquarie is one of the top 200 energy users in NSW, producing around 40,000 tonnes of greenhouse gases per year. By employing the following strategies, we can reduce the university’s emissions:
- Lighting: hold your event during the day in a location that provides adequate natural light. If you must use lights, make sure they are turned off when not in use.
- Air-conditioning: if you are holding your event indoors, raise or lower the air-conditioner/heater set point to better suit the environment. As a rough guide, set the thermostat no lower than 23C in summer and no more than 18C in winter.
- Electrical equipment: be sure to turn off overhead projectors, microphones, computers, slide projectors and any other electrical equipment when not in use.
Did you know? Increasing the temperature of the air-conditioner set point in summer by just one degree can reduce energy and emissions by 10 per cent.
For your event to be carbon neutral, it will be necessary to offset any remaining emissions. Carbon offsetting is where the emissions from your event are neutralised by other activities, such as tree planting or energy saving initiatives.
The first step to offsetting emissions is to work out the total emissions your event will produce.
Travel to Macquarie generates approximately 17,029 tonnes of greenhouse gas emissions per year. This is approximately 0.1 per cent of the total greenhouse gas emissions produced from all road transport in NSW.
Ways to reduce the impact of traveling to events
- Carpooling: Macquarie Park transport mapping and ride sharing tool. Co-Hop makes it simple to arrange safe, friendly carpooling and ride sharing to and from the Macquarie Park area. Free for Macquarie staff and students, it helps you find people local to you who can easily fit into your travel times and the way you want to commute. Register at Co-Hop.
- Virtual conferencing can eliminate the need for people to travel to Macquarie. It is especially appropriate for participants who live overseas or interstate. There are video conferencing services offered through iLearn in addition to any faculty/department-based facilities you may have.
- Cycling and walking: encourage participants to cycle or walk to campus by providing maps and directions that highlight the location of bike parking, change rooms and showers. Event participants can find a ‘bike buddy’ at Co-Hop.
- Public transport: encourage participants to take public transport by providing directions on how to access the campus via bus or train. Urge participants to check their best route to your event at Co-Hop.
The food you serve can make a big difference to the event’s overall sustainability.
Sustainable catering at Macquarie
1. Choose locally grown, seasonal produce
The further the food travels to your plate, the more greenhouse gas emissions and pollution it produces. Make your event more sustainable by purchasing locally sourced food. A good way to ensure food is locally grown is to choose food that is in season.
2. Choose organic produce
Choose organic products to help conserve soils, enhance biodiversity, reduce pollution and minimise chemical inputs.
3. Reduce animal products (meat, dairy and eggs)
Livestock production is one of the largest sources of human induced greenhouse gas emissions in the world, producing more than 18 per cent of global emissions. Choose vegetarian and vegan foods to greatly reduce your environmental impact.
4. Choose sustainable seafood
Modern fishing practices have led to the degradation of marine habitats and overuse of marine resources. Make sure any seafood has been harvested using sustainable methods that do not harm the environment or contribute to overfishing. Look for Marine Stewardship Council certified seafood.
5. Promote fair trade and ethical products
Fair trade aims to secure fair working and trading conditions for people in developing countries. Macquarie University became the first joint fair trade accredited university in Australia and New Zealand in May 2009. You can help support this movement by using fair trade and ethically sourced products, such as tea, coffee, merchandise (eg t-shirts made from fair trade cotton) and chocolate at your events.
6. Promote health and wellbeing
The global food system is dysfunctional both from a health and sustainability perspective. The good news is that what we eat determines our health, and that also determines the health of our planet. By following the principles above and ensuring that the food served is healthy and nutritious we can make significant gains in public health.
Note for caterers
Macquarie University aims to provide sustainable food choices at all meetings and events. Please help us by following the seven principles of sustainable catering.
- We prefer locally grown, seasonal produce to reduce our greenhouse gas emissions.
- The use of organic food will minimise chemical inputs and help reduce our impact on the environment.
- We would like vegetarian and vegan options. When animal products are used, we prefer organic varieties which have the highest animal welfare standards.
- We prefer the use of sustainable seafood. Please follow Australia’s Sustainable Seafood Guide.
- We prefer the use of tap water instead of bottled water. We also prefer recyclable cutlery, crockery and glass ware. Ensure any disposable items are biodegradable.
- Promote fair trade products by using tea and coffee that is Fairtrade certified.
- Promote health and well-being by providing healthy food options, such as fresh fruit, vegetables, wholegrain cereals and legumes and minimal quantities of refined sugar.
Macquarie has a one bin waste management system has resulted in less than 25% of waste ending up as landfill.
All rubbish generated on campus is taken to the Doyle Brothers' Materials Recovery Facility (MRF) which successfully recovers recyclable/reusable materials including plastic, paper and cardboard, organics and metals.
Please ensure Property is aware of your event so extra bins can be arranged if necessary. Contact Property via the online Service Request form.
Consider using your event as an opportunity to educate participants about the initiatives you have used to reduce the event’s environmental impact.
Promoting your sustainable event
Before the event
- Promote your event as a sustainable event on any promotional materials. For example, send out electronic invitations and note that you have not sent printed invitations to reduce waste.
- Inform participants that you will be aiming to have a sustainable event and ask participants to help meet your sustainability goals. For example, you might inform participants that it will be a “BYOC” (Bring Your Own Cup) event, to reduce the need for disposable cups.
- To arrange wi-fi for external users who do not have a OneID or Eduroam access, complete a OneHelp request form, contact firstname.lastname@example.org or call 9850 4557.
During the event
- Let participants know you have taken steps to make the event sustainable. Ask participants to comply with any measures put in place to reduce environmental impact.
- Collect data to determine the success of sustainability strategies. For example, ask participants to complete a survey of how they travelled to the event.
After the event
- Report on the success of the event by calculating and reporting results of the event on the event’s website or by emailing participants. Consider writing an article on the sustainability aspects of your event for This Week.
- Provide information, contacts and advice to other university staff, students or departments wishing to organise a more sustainable event.
As outlined in the Disability Action Plan, the University has a legal responsibility to prevent discrimination against people with disability. Making events accessible for people with disability is also a legal requirement. Think about access and participation when you plan an event to ensure that everyone can have the same experience. Some things to consider include:
- Choose an accessible venue that has ramp or lift access.
- Make sure event signage is in place and clearly visible.
- Accommodate the needs of guests who are deaf or have a hearing impairment, or who are blind or have a vision impairment through braille, Auslan interpreting, hearing loop and live captioning.
Entertainment Policy and Entertainment Schedule
The Entertainment Policy establishes when entertainment and hospitality is appropriate. The Entertainment Schedule details what is considered reasonable expenditure when using University funds.
Fringe Benefits Tax (FBT) Guideline
FBT applies to certain benefits for employees in respect to their employment, such as entertainment, food, drink or recreation.
Sometimes it is appropriate to present gifts to guest speakers – either formally as part of the event or privately at the end – to acknowledge their support of the University.
Macquarie University promotes an inclusive and culturally safe environment for all staff and students. The University has a commitment to recognise the traditional custodians of the land on which an official event is being held.