The Facilities Hire Policy establishes the hiring conditions of facilities managed by Macquarie University Property (Property).
|Purpose||To outline the hiring conditions of facilities managed by Macquarie University Property (Property).|
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.
|This Policy applies to:
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.
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:
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:
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.
Student groups and Campus Life may hire outdoor areas in isolation.
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:
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:
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 Vice-President Finance and Resources. The VCO's or Vice-President Finance and Resources decision will be final.
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:
The University may commence applicable disciplinary procedures if a person to whom this policy applies breaches this policy (or any of its related procedures).
|Contact Officer||Campus Planning Director, Macquarie University Property|
Events and Catering Manager, Campus Life
|Date Approved||6 September 2011|
Vice-President Finance and Resources
|Date of Commencement||6 September 2011|
3 April 2020 - References to Chief Operating Officer removed / position title updates in accordance with University Delegations of Authority.
30 March 2020 – Approval Authority updated to Vice-President Finance and Resources in accordance with University Delegations of Authority.
15 August 2019 – Updated Approval Authority from Chief Operating Officer and Deputy Vice-Chancellor to Vice-President, University Services and Strategy in accordance with responsibilities per Delegations of Authority Register.
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 Review||July 2014|
|Related Documents||Web Room Booking system|
|Policies / Rules Superseded by this Policy||Facilities Hire Policy approved 6 October 2010|
|Keywords||Room, Hire, Outdoor Area, Fees, Activities, Booking, Catering, Events Management, Audiovisual|