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Events Manual
Events Manual
Risk management
Cleaning
Noise
Fire alarms
Weather contingency
- Wet and stormy weather
- Hot weather
Public Liability
Managing Occupational Health and Safety (OHS)
In order to manage risk at your event, you must identify potential hazards and the level of risk they pose (a risk assessment). As an event organiser, you need to put in place any necessary contingency plans after conducting this risk assessment. It is also your responsibility to be aware of University procedures in the case of a high risk situation at your event. For further information refer to the OHS Risk Management Policy.
Cleaning
Cleaning of the University is carried out under contract by commercial cleaning companies. Costs associated with special cleaning requests are the responsibility of the requesting Division/Office and need to be requested by submitting a Service Request Form.
General cleaning in rooms and lecture theatres is carried out overnight on Monday to Friday. In Macquarie Theatre, cleaning is done seven days a week. Cleaning is completed by 8am everyday.
It is common for venues to be used for events more than once in a day. In these instances, cleaning will not be done in between events unless it is specifically requested.
Requests for special cleaning should be submitted early (minimum of two working days). Where the event is a core University function, the cost of additional or special cleaning will be met from the Cleaning budget of the Office of Facilities Management.
If you have questions related to special cleaning requirements for your event, or if cleaning is not carried out to an acceptable standard in your venue, you should contact:
Mike Rochfort
Campus Services Manager
Office of Facilities Management
Phone: 7187
Email: mike.rochfort@mq.edu.au
Noise
It is normal to expect some level of noise from events being held on campus. The amount of noise generated should be reasonably confined to the event area, so as to not disturb people in nearby areas and buildings.
The Office of Facilities Management reserves the right to terminate an event after reasonable warning related to noise, so be aware that excessive noise may result in the termination of your event.
If your event takes place in the vicinity of the Fauna Park (near the lake), please be aware of noise disturbance to the animals.
For further information contact:
Joseph Dikha
The Security Services Manager
Office of Facilities Management
Phone: 7135
Email: joseph.dikha@mq.edu.au
Fire alarms
Venues are equipped with fire alarm systems such as smoke detectors and sprinklers. When checking your venue, be aware of the location of items like these, and plan staging around them, for example, do not put a steaming urn directly under a smoke detector.
Ensure that events staff assisting you are aware of the fire evacuation procedures within the Occupational Health and Safety What to do in an Emergency Policy (PDF)
Weather contingency
Where possible, have an alternative venue planned for your event, in case of inclement weather. This particularly applies to outdoor functions.
If there is no alternative venue available, ensure the following where possible:
- Marquee floors are carpeted or have matting
- All–weather power leads are used
- Rubber mats are down for slippery floors (eg at building entrances)
- If flooring is wet, you have contacted OFM about cleaning the area and putting wet floor warning signage if required
- Disposable wet weather ponchos are available for staff if they have to work outdoors
- Bolts and/or weights to hold things down
- Adequate signage informing guests of undercover access to your venue.
If you have concerns about risk management of your venue due to weather, or you need wet floor signage in place, contact:
Mike Rochfort
Campus Services Manager
Office of Facilities Management
Phone: 7187
Email: mike.rochfort@mq.edu.au
During hot weather, take care to ensure that guests and/or staff are comfortable by providing:
- Water
- Adequate shelter
- Air-conditioning if possible
- Sunscreen and hats if possible for staff working outside.
Public liability
Macquarie University is protected by public liability insurance, which covers the University's legal liability to pay compensation for:
- Bodily injury to a third party – guests, volunteers, caterers/servers and others attending your event
- Damage to property.
An event may involve a third party providing services, staff and equipment to the University. We should ensure that providers have in place the appropriate insurances, and evidence of insurance should be obtained prior to the event.
If a person is involved in an accident and/or gets injured at your event on University premises, an Occupational Health and Safety Accident and Injuries form must be completed.
If you are booking in an external person or organisation to use your department meeting room on campus, you must see the proof of their insurance cover for the event.
People who hire the University's facilities (other than affiliates) are not covered under the University's public liability policy.
The University does not cover vehicle damage in campus car parks, so ensure that visitors are aware that they park at their own risk.
Further details are available from the Office of Financial Services or contact:
Michael Muhlbauer
The Insurance Manager
Office of Financial Services
Phone: 1683
Email: michael.muhlbauer@mq.edu.au
Managing Occupational Health and Safety (OHS)
To ensure the safety of invited guests at your event, familiarise yourself with the University’s OHS Policies/Procedures, and be aware of your responsibility as an event organiser, to plan and stage your event for the maximum comfort and safety of the invitees.