University Events

University Events

SUMMARY

The University Events Policy establishes requirements for the planning, production, execution and delivery of University events, including the level of support provided by the Events and Domestic Protocol Unit.

The Policy is supported by the University Strategic Events Procedure and Annual Events Schedule.

POLICY

1     PURPOSE

To establish requirements for the planning, production, execution and delivery of University events, including the level of support provided by the Events and Domestic Protocol Unit.

2     BACKGROUND

Events play a vital role at Macquarie University, delivering value and supporting strategic outcomes by rewarding student and staff achievements, enhancing the student experience and attracting new students, researchers and partners. The University’s Events and Domestic Protocol (EDP) Unit develops, manages and produces conferences, public lectures, seminars and other events that are strategically aligned and showcase the University and its research.

This Policy, and the University Events Procedure / Annual Events Schedule, provide clear direction to staff regarding the function and support available from the EDP Unit in the development, approval and delivery of University Events.

3     SCOPE

This Policy applies to all University Events.

4     DEFINITIONS

Commonly defined terms are located in the University Glossary. The following definitions apply for the purpose of this Policy:

Annual Events Calendar: a list of events submitted by faculties, departments, and offices that have been approved for EDP Unit support. These events must be submitted and approved for support in the year preceding the event date.

University Event: a planned event by a faculty, office or department with an internal or external audience and where the University is represented in any form.

Strategic Event: a planned and approved event that is of strategic value to the University and meets the Strategic Event Criteria as specified in this Policy.

Other Event: an event or activity that does not meet the Strategic Event Criteria, however is recognised as having value to the faculty, department or office undertaking the activity.

Event Management: the application of project management criteria to a planned University hosted/ sponsored/ partnered occasion that achieves a defined purpose and outcome(s), including analysis of the success (engagement level rating) and return on investment (ROI).

Event Owners: University staff from the faculties, departments and offices who are responsible for the event planning and liaising with the EDP Unit.

5     POLICY STATEMENT

STRATEGIC EVENTS

All ‘Strategic Events’ must be managed, produced and executed through a central events support model overseen by the EDP Unit. Strategic Events are those that meet the criteria below.

STRATEGIC EVENT CRITERIA

To be deemed a Strategic Event, the University Event must:

1. Be established with a strategic objective aligned to one or more of the seven priorities specified in the Strategic Plan Our University: A Framing of Futures, and

2. Attract a targeted audience from one or more of the ‘key six’ groups (funders, alumni, academic staff, professional staff, current students, and future students) or industry partners, and

3. Fulfil at least one of the criteria below:

  • high net worth and/or pose high reputational risk and/or unique to the University. This includes events that highlight a purpose, finding or representation of the University that is likely to generate public or media interest and/or attract high volumes of participation.
  • University-wide or cross Faculty events
  • Faculty-wide events or
  • focussing on student recognition/engagement.

4. Be included on the Annual Events Calendar as a budgeted and approved activity.

REPUTATIONAL RISK CONSIDERATIONS

Any event hosted by or in partnership with the University that is identified as having any level of reputational risk must include consultation with the EDP Unit.

Event reputational risk factors include (but are not limited to):

  • attendees that include University Council members, University Executives, Government representatives, VIPs or people of public interest
  • generation of public or media interest
  • potential for significant number of attendees
  • any possible security risk to the University
  • identification of excessive overall event production costs.

OTHER EVENTS

Activities that are not considered Strategic Events will not be managed, produced and/or executed by the EDP Unit. Such activities are to be managed within the relevant faculty, department or office. Examples of other events include:

  • Facilitation or provision of updates on department standard business/operations. This includes but is not limited to staff meetings, staff training and development workshops or seminars.
  • Recognition of individual staff members (i.e. birthday celebrations, long service, retirement/departure).
  • Student group based/driven activity.

Responsibility for the execution of such events, including promotion and registration management, is that of the organising faculty, department or office.

The EDP Unit may provide a limited level of support including event planning advice, access to event management toolkits and templates, and protocol guidance and support.  Where costs are incurred by the EDP Unit in the course of providing support for other event activity, those costs will be on-charged to the organising faculty, department or office.

BUDGET RESPONSIBILITIES

The budget for events, both strategic and other, is the responsibility of the Event Owners in the faculties, departments, and offices and must be in accordance with the University’s Entertainment Policy.

For strategic events, the EDP Unit will:

  • obtain approval from the event owner prior to costs being incurred
  • ensure event budgets are kept in real-time and flagged with the Event Owner if exceeding approved budget levels
  • report all event budgets through an actual vs estimated listing.

TIMELINE

The EDP Unit will only provide support for Strategic Events where sufficient lead-time is provided in accordance with the Annual Events Schedule. Where lead-time requirements are not met, the Director, EDP, has discretion to decide what, if any, support the EDP Unit may provide (including logistical/communication support) and any additional costs that may be required for such support. If the EDP Unit is unable to provide appropriate support due to insufficient lead times, alternatives will be discussed at the discretion of the Director, EDP. These may include cancellation or postponement of the event, chargeable external support, and/or use of self service event tools.

6     RELEVANT LEGISLATION

N/A

7     KEY RELATED DOCUMENTS

Supporting University Events documents on this page (see tabs above):

University Strategic Events Procedure / Annual Events Schedule

Other related documents:

Events and domestic protocol webpage

Entertainment Policy

Facilities Hire Policy

Facilities Usage Policy

Room Booking Policy

8     NOTES

8.1

Contact Officer

Director, Events and Domestic Protocol

8.2

Implementation Officer

Director, Events and Domestic Protocol

8.3

Approval Authority / Authorities

Deputy Vice-Chancellor (Corporate Engagement and Advancement)

8.4

Date Approved

5 June 2018

8.5

Date of Commencement

5 June 2018

8.6

Date for Review

June 2021

8.7

Documents Superseded by this Policy

N/A

8.8

Amendment History

Nil

PROCEDURE

University Strategic Events Procedure

1     PURPOSE

To establish the University’s Strategic Events Support Model to ensure the appropriate management, approval, briefing, communication and delivery of Strategic Events in accordance with the University Events Policy.

2     SCOPE

This Procedure applies to all Strategic Events.

3     DEFINITIONS

Commonly defined terms are located in the University Glossary. Definitions specific to this Procedure are contained in the accompanying Policy.

4     RESPONSIBILITIES AND REQUIRED ACTIONS

Print version of University Strategic Events Procedure Flowchart (PDF)University Strategic Events Procedure FlowchartDelegations of AuthorityEntertainment PolicyProcurement Policy and handbookDelegations of AuthorityPrivacy PolicyUniversity Events PolicyUniversity Events Policy

Please click on items of the flowchart to see more information. If you have difficulty accessing this document, please contact the Policy Unit policy@mq.edu.au or 9850 4791.

5     RELEVANT LEGISLATION

N/A

6     KEY RELATED DOCUMENTS

Supporting University Events documents on this page (see tabs above):

University Events Policy / Annual Events Schedule

Other related documents:

Events and domestic protocol webpage

7     NOTES

7.1

Contact Officer

Director, Events and Domestic Protocol

7.2

Implementation Officer

Director, Events and Domestic Protocol

7.3

Approval Authority / Authorities

Deputy Vice-Chancellor (Corporate Engagement and Advancement)

7.4

Date Approved

5 June 2018

7.5

Date of Commencement

5 June 2018

7.6

Date for Review

June 2021

7.7

Documents Superseded by this Procedure

N/A

7.8

Amendment History

Nil

SCHEDULE

Annual Events Schedule

1     PURPOSE

To document the minimum lead times for event categories and specify the type of event support that will typically be provided.

2     SCHEDULE

STRATEGIC EVENTS
EVENT CATEGORY
EVENT APPROVAL(S)

(approval required by the relevant authority)

LEVEL OF EVENT SUPPORT
LEAD TIMES

Events that:

  • present   high Net worth
  • pose high   reputational risk
  • are   signature to the University

Examples:

Signature Conference, First Robotics, Macquarie Minds Research Conference, Graduations, Open day/Info Day

Vice-Chancellor

DVC (Corporate Engagement & Advancement)

DVC (Academic)

DVC (Research)

COO & DVC

Executive Deans

Chief Marketing Officer

CEO/ Director

Joint communications campaign with Group Marketing and Events & Domestic Protocol (invitations, website registration, event reporting, briefing and speaking notes)

End-to-end events management: protocol briefing, logistics, execution and budget management

6-9 Months lead time (at a minimum) to accommodate all planning considerations

Events that are:

  • University   wide campaign(s)/ cross Faculty campaigns
  • for an external   facing audience
  • a student engagement   campaign

Examples:

International Student Welcome, Global Alumni Impact Series, Public lectures – External guest or host, Forums with Industry partners

Vice-Chancellor

DVC (Corporate Engagement & Advancement)

DVC (Academic)

DVC (Research)

COO & DVC

Executive Deans

Chief Marketing Officer

CEO/ Director

Event communications (invitations, website registration, event reporting, briefing and speaking notes)

End-to-end events management: protocol briefing, logistics, execution and budget management

4-8 Months lead time (at a minimum) to accommodate all planning considerations

Events that are:

  • Faculty   wide or Departmental campaigns
  • prize   giving/ focusing on student recognition

Examples:

Accommodation Welcome, MAFC Graduation series, Deans Excellence Awards and Student and Parent Information Evening

Executive Deans

Faculty General Manager

CEO/ Director

Event communications (invitations, website registration, event reporting, briefing and speaking notes).

End-to-end events management: protocol briefing, logistics, execution and budget management

3-6 Months lead time (at a minimum) to accommodate all planning considerations

OTHER EVENTS
EVENT CATEGORY
EVENT APPROVAL(S)

(approval required by the relevant authority)

LEVEL OF EVENT SUPPORT
LEAD TIMES

Events that are:

  • Departmental
  • small in   attendance numbers
  • predominantly internal facing
  • allocated   a small budget
  • Executive   may be attending however can be coordinated internally
  • student   group based

Examples:

Workshops, meetings, recognition events for staff, visiting delegations, Faculty based internal launches

Executive Dean

Head of Department/Faculty General Manager

CEO/ Director

Event communications advice

Event kit (a step-by-step guide to delivering activities) catering advice

1-3 months lead time (at a minimum) to accommodate all planning considerations

3     NOTES

3.1

Contact Officer

Director, Events and Domestic Protocol

3.2

Implementation Officer

Director, Events and Domestic Protocol

3.3

Approval Authority / Authorities

Deputy Vice-Chancellor (Corporate Engagement and Advancement)

3.4

Date Approved

5 June 2018

3.5

Date of Commencement

5 June 2018

3.6

Date for Review

June 2021

3.7

Documents Superseded by this Schedule

N/A

3.8

Amendment History

Nil

3.9

Policy Authorisation

University Events Policy

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