Facilities Hire

Facilities Hire

SUMMARY

The Facilities Hire Policy establishes the hiring conditions of facilities managed by Macquarie University Property (Property).

POLICY

PurposeTo outline the hiring conditions of facilities managed by Macquarie University Property (Property).

Overview

Facilities managed by Property may be hired by University staff, students and the general public, subject to specific conditions, when they are not being used to support University activities.

Facilities managed by Property are generally free of charge for approved University activities (“no charge activities”). However, there are a range of University and non-University activities that will attract hiring charges (“chargeable activities”).

Property and Campus Life work in partnership to provide a facilities hire service for internal and external customers.

DEFINITIONS
Book: to reserve the use of a facility at a specific date and time for a chargeable or no charge activity.
Chargeable activity: an approved University activity that has an entry fee, or an approved non-University activity (with or without entry fees)
Hire: to pay for the use of a facility for a chargeable activity.

No charge activity:  an approved University activity that does not have an entry fee

Scope

This Policy applies to:
  • chargeable activities
  • staff, student groups and Campus Life staff  who are organising chargeable activities
  • the general public whose activities are all chargeable.
The facilities covered by this Policy include:
  • all Centrally Allocated Pool (CAP) rooms
  • a small selection of kitchens and foyers
  • a range of outdoor areas.
  • the E7B Courtyard (for staff only).
This Policy does not cover:
  • no charge activities
  • local rooms managed by individual departments
  • venues in Building C10A (North Ryde campus) managed by Campus Life.

Policy

University staff, students and the general public may hire facilities, subject to specific conditions, when they are not being used to support University activities.

Property will maintain a schedule of Activity Categories that shows the no charge and chargeable activities.

HIRING
All facilities hire enquiries will need to be directed to Campus Life as they are the only institutional point of contact for hiring customers. Campus Life will coordinate hire requests with Property.

Campus Life will be responsible for managing all contact with customers who wish to hire a facility.

Campus Life will offer the following services to hiring customers:
  • facilities hire “one-stop-shop”, administration and enquiries
  • events management, including:
  • opening the facilities and any pre-event arrangements
  • meeting and greeting hiring customers
  • being on call to troubleshoot problems
  • ensuring the event finishes on time
  • coordinating clean up after the event
  • catering services (optional)
  • audiovisual services coordination (optional).

Property will determine the priority of hire requests according to the Room Booking Policy.

Property will not deal directly with hiring customers, referring them to Campus Life to manage, but will provide the following services:
  • cleaning and maintenance of rooms
  • lighting and air-conditioning of rooms
  • classroom furniture and fixtures in rooms
  • security services
  • parking.

Staff
Staff who run chargeable activities may hire rooms and outdoor areas all year round after the timetabling of major University activities is complete in Week 3 of each half-year.

Staff may hire outdoor areas in isolation.

Staff who are planning to hold conferences, seminars and events involving guest speakers are required to contact the University Marketing Department and refer to the Events Manual.

Students
Registered student groups that run chargeable activities are required to hire rooms through the Campus Life Student Services Coordinator.

Student groups and Campus Life may hire outdoor areas in isolation.

Public
The general public may hire facilities to hold approved chargeable activities. Facilities are only available on weekends and vacation breaks.

Outdoor areas may only be hired as breakout spaces when rooms are also hired for an approved chargeable activity. The general public may not hire outdoor areas in isolation.

HIRING FEES
Fee Schedules will be maintained as follows:
  • Campus Life will maintain a Schedule of Events Management fees which will include Booking Administration fees
  • Campus Life will maintain a separate Schedule of Catering fees
  • Property will maintain separate schedules of fees for rooms and outdoor areas for use by staff and the general public. These fees will be based on the seating capacity of rooms
  • Learning and Teaching Centre (LTC) will maintain a schedule of Technician and Equipment Hire fees.

Fees will be reviewed annually and will be in line with market rates.

Property, Campus Life and LTC will not discount their fees.  

Campus Life will co-ordinate any required audiovisual services with LTC two weeks in advance of the booking. Where audio-visual services are requested:
  • an LTC technician and LTC equipment must be hired for CAP rooms with a capacity greater than 250 people
  • LTC equipment must be hired for CAP rooms with a capacity less than 250 people. In this case, an LTC technician is not required and Campus Life will operate the audio-visual equipment according to LTC guidelines.

Campus Life will co-ordinate a request for the installation of additional lighting and equipment with Property.

A request by any internal or external party for a review of a facilities hire quote will require consideration from the Vice-Chancellor's Office (VCO) or the Deputy-Vice Chancellor and Chief Operating Officer (DVC COO). The VCO's or DVC COO’s decision will be final.

HIRING CONDITIONS
All hiring customers will comply with the Facilities Usage Policy.

All catering will comply with the Entertainment Policy.

All hiring customers planning to film/photograph on campus will comply with the Filming on Campus Policy.

Parking fees will apply at all times and will not be waived.

Campus Life will provide a hiring customer with a facilities hire quote that includes Campus Life, Property and LTC fees.

All hiring customers will be required to sign a Facilities Hire Agreement and agree to:
  • Public Liability Insurance conditions
  • payment conditions
  • smoking, alcohol, food and drink conditions
  • clean up after the activity
  • compensation for damage
Property and Campus Life reserve the right, without liability, to cancel a hire or refuse an activity if it believes that the conduct of the activity will:
  • disrupt the smooth operation of the University’s business
  • threaten the University’s reputation
  • pose a security risk or threat.
COMPLIANCE AND BREACHES
The University may commence applicable disciplinary procedures if a person to whom this policy applies breaches this policy (or any of its related procedures).

Policy Information

Contact OfficerCampus Planning Director, Macquarie University Property
Events and Catering Manager, Campus Life
Date Approved6 September 2011
Approval Authority

Chief Operating Officer and Deputy Vice-Chancellor

Date of Commencement6 September 2011
Amendment History

29 May 2017 - updated Approval Authority from Deputy Vice-Chancellor and Chief Operating Officer to Chief Operating Officer and Deputy Vice-Chancellor
February 2012 – links updated
January 2012 – clarification to hiring requirements
November 2011 – clarification of chargeable vs no charge activities, and booking vs hiring; redundant booking information transferred to the Room Booking Policy
February 2011 – name change from OFM to Property; updated to reflect that responsibility for Venue Hire services is shared with Campus Life

Date for Next ReviewJuly 2014
Related Documents

Activity Categories
Events Manual
Entertainment Policy
Facilities Usage Policy
Filming on Campus Policy
Outdoor Areas map
Room Booking Policy
Room Hire – Conditions and Agreement

Web Room Booking system
Policies / Rules Superseded by this PolicyFacilities Hire Policy approved 6 October 2010
KeywordsRoom, Hire, Outdoor Area, Fees, Activities, Booking, Catering, Events Management, Audiovisual
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