Planning an event at UQ
You can hold events or functions at many UQ venues by submitting an event application form (PDF, 216.1 KB). Before you apply, here are some things you'll need to consider:
Venues
Firstly, you will need to work out the date and venue of your event, including a back-up date in case the venue is already booked or if there is bad weather.
View the list of UQ venues available for use for all types of events, or the St Lucia outdoor events and BBQ sites map (PDF, 2.3 MB) locations for:
- outdoor events
- UQ-affiliated club and society fundraiser BBQs
- bake sales and stalls.
Audience and attendees
For any event, you will need to know how many people you expect to attend and their age groups. If your event will involve dignitaries or VIPs, you must follow UQ policies, protocol and guidelines:
Equipment and entertainment
You should plan what equipment you will need and the type of entertainment appropriate for your event.
All external suppliers must provide public liability insurance and the relevant risk assessment, licences and permits.
Photography and filming
Members of the public and external organisations need to request permission to film on campus.
If you want to use a drone to take photos or record video, you will need to apply for approval to fly a drone on campus.
Alcohol
If you decide that alcohol will be served or sold at your event, you will need to apply for approval to have alcohol on campus (PDF, 216.7 KB) at least 2 weeks in advance.
Transport
If you want to use buses to transport people to or from your event, you will need to request approval for bus parking at least 2 weeks in advance. See bus and coach parking for more information.
Insurance and risk management
UQ staff members and students are covered by UQ's insurance during events.
If you are not a UQ staff member or student, you are not covered by UQ's insurance and will need to provide a copy of your own public liability insurance policy to the value of $20,000,000.
Both UQ and external event coordinators need to:
- consider UQ's event occupational health and safety risk management guide (PDF, 877.8 KB)
- provide an event risk assessment as part of their Risk Management Plan. See the PF712 Event Management Risk Assessment form (UQ login required) (RTF, 485.9 KB)
- consider the conditions of use disclaimer (PDF, 296.1 KB).
Security
If you are told as part of your application process that you must have security at your event, you must organise your external security from a UQ-approved firm. UQ Security can provide you with the list of approved firms.
Generally:
- 1 security officer is required for every 100 patrons up to 500 patrons
- 1 security officer is required for every 200 patrons after that
- security requirements for large functions or events are determined by the Manager Security when you apply.
Contact Security at the appropriate time depending on the size of your event. Security will send you a letter of approval outlining any conditions for the event or function.
Weapons and fireworks are prohibited at all University of Queensland locations.