(1) The Venue Management Policy ensures a coordinated and consolidated approach to the management of facilities identified by the University as the primary locations for hosting events, conferences, workshops, and significant meetings such as those of Senate and Academic Board. (2) The Policy scope includes addressing enquiries and bookings by University Partners and other parties for these dedicated spaces as well as other nominated locations on University campuses. (3) This Policy covers spaces such as the Peter Cosgrove and Greg Craven Centres that have been primarily developed as Event Venues and are listed in the Venue Management associated information. Enquiry and booking management processes will also apply for spaces that are designated as Teaching Spaces and have been identified as being available for hosting Events (internal or external) outside of study periods – these are listed in the Venue Management - Venues and Charges. (4) Should Licensing of ACU office space for short term (or longer) use by external bodies be requested and/or proposed, they are considered and approved on an individual basis and require the active involvement of a ‘sponsor’ department or division for ongoing support of the external personnel. Formal signed agreements are required for each of these arrangements, managed through the office of the Director, Properties and Facilities. (5) The following are ‘out of scope’ of this Policy: (6) All revenue generated through the hire of Venues under this Policy are managed through Properties and Facilities and is reported similarly to other revenues at the end of each financial year. (7) Properties and Facilities is responsible for the operation and management of Venues for the purpose of hosting events such as conferences, workshops and meetings that generally meet one or more of the following principles: (8) A link on the main ACU site is established to receive and triage enquiries for bookings of the Venue spaces. Enquiry assessment will entail: (9) A consistent approach to charging for use of the facilities is adopted and is indicated in the Venue Management - Venues and Charges, which depending on the requirements of individual functions is as follows: (10) Requests from External Organisations are referred to the Director, Properties and Facilities and Chief Operating Officer for approval. Local Properties and Facilities staff will maintain a record of these approvals. (11) For Venue hire by approved External Organisations, Terms and Conditions set out the expectations and responsibilities of both parties, including health and safety, conduct of the event and relevant considerations. There will be a strict prohibition of use of the ACU logo or other branding unless specific permission has been sought and granted beforehand. These will need to be signed prior to the commencement of the Event. (12) Approval Authority: The Vice-Chancellor and President reviews and approves this Policy. (13) Governing Authority: The Chief Operating Officer is the Governing Authority for this Policy and considers and determines requests to hire facilities by parties or organisations external to ACU. (14) Responsible Officer: The Director, Properties and Facilities is the Responsible Officer for this Policy. (15) This policy will be formally reviewed every three years. (16) The university may make changes to this policy from time to time. In this regard, any staff member or student who wishes to make any comments about this policy may forward their suggestions to the Director, Properties and Facilities. (17) For related legislation, policies, procedures and guidelines and any supporting resources please refer to the Associated Information tab.Venue Management Policy
Section 1 - Purpose
Section 2 - Scope / Application
Section 3 - Policy Statement and Principles
Section 4 - Roles and Responsibilities
Section 5 - Review
Section 6 - Associated Information
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Business Hours for this clause are defined as 8.30am to 5.30pm, Monday to Friday, excluding public holidays. Charges will be reviewed annually.