Approvals for events

Staff, students and members of the public can arrange to hold functions and events at many UQ venues. Security coordinates approvals and event control, as well as providing and handling applications to provide alcohol at an event on campus.

Depending on the size of your event, you need to contact the Security Events Officer between 2 and 12 weeks before the event to begin the planning process.

Check to see what category your event falls under to work out how long in advance you need to contact Security, and what forms need to be completed. If you are unsure which category your event falls under, or are from outside the University and have an enquiry about holding an event at UQ, contact the Security Events Officer with the details of your event.

Small event

A small event or function generally involves up to 50 people and does not require much planning involvement from Security.

Small events are usually held in foyers or outside areas, and may include staff meetings, pre- or post-lecture gatherings, student fundraising stalls and BBQs and wedding photography.

You must submit the PF711 Event Application form (RTF, 312KB) to Security at least 2 weeks before a small event.

Medium event

A medium event or function generally involves 50 to 200 people, requires some planning and use of University facilities and requires Security's input during the planning and approval process.

Some examples of medium events are a sporting event, a wedding ceremony and reception, exhibitions and student social club gatherings.

You must submit the PF711 Event Application form (RTF, 312KB) to the Security Events Officer at least 4 weeks before a medium event. You may also be required to complete the PF710 Event Planner document (UQ login required) (DOC, 88KB). 

Large event

A large event generally involves over 200 people and requires extensive planning and use of University facilities.

Some examples of large events include corporate sport days, fun runs and walks, concerts, festivals and student functions.

You must submit the PF711 Event Application form (RTF, 312KB) and the PF710 Event Planner document (UQ login required) (DOC, 88KB) to the Security Events Officer at least 12 weeks before a large event.

Applying to use banners and digital displays

You need to request approval if you want to hang banners at your event or use one of UQ's digital display screens.

The 2 digital signs, located at Sir Fred Schonell Drive and Coldridge Street, are managed by the Office of Marketing and Communications.

Find out more about digital signs and how to apply to hang banners during your event from the Display of Banners Procedures and Forms [7.10.04].