You can hold events and functions at many UQ venues available for use by applying to Security for approval. You will need to work out some things about your event before contacting Security so you can give them accurate information.

Date and venue

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 event site map (PDF, 831KB) 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.

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:

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 at least 2 weeks in advance.

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.