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(1) The purpose of this Procedure is to provide a process to enable schools, divisions and associated bodies to safely manage events involving staff, students and visitors to the University. This is achieved by ensuring events are approved by the appropriate level of authority, are planned according to a risk management process and are effectively coordinated and supervised. (2) For all events, there must be clear lines of responsibilities and accountabilities and demonstration that events have been approved or sanctioned by the University. For each event there must be a person designated as the Event Manager (or coordinator) who will be responsible for the planning, management and conduct of the event and associated activities. (3) Refer to Health and Safety Policy. (4) Refer to Health and Safety Policy. (5) Deans and Divisional Directors are responsible for: (6) The Event Manager is responsible for the safety and health of staff and participants in University related events for which they have been appointed, by: (7) A minor event is an event that presents minimal risk to staff and participants or to the University and its property. Minor events are typically school or divisional based and are related to the day-to-day functions of the business unit. For example, the University regularly hosts a range of curriculum related or sporting functions for students, and staff related events ranging from social functions to professional gatherings. Examples include: (8) Normally for minor events, a detailed Event Safety Management Plan will not be required. However it is important to note that the requirements to identify assess and control risks still apply and University policies and procedures must still be followed. (9) There is no single definition of a major event. At La Trobe University, defining an event to be major event will be primarily based on the level of risk to health and safety to persons, the potential to breach legislative requirements, the associated contractual and legal obligations, the level of involvement of external organisations, contractors or volunteers and the exposure of the University to financial or reputational risks. For this reason major events require a higher level of analysis, planning and approval by senior staff (Deans and/or Campus Directors and Assurance and Risk as appropriate). (10) If any of the following attributes are present the event will be considered to be major and appropriate approvals will be required for the event. (11) Examples of major events may include: (12) For each major event, an Event Safety Management Plan must be prepared which contains the following: (13) Schools and Divisions that provide major events as part of their normal business operations (e.g. regular sporting events) may include the above in their school or divisional business procedures. However, where the major event is occasional or non-standard an Event Safety Management Plan is required. (14) All events require relevant licence, permit and approval requirements to be complied with. The following list provides some information on the types of licences, permits or approvals required. (15) All events must be approved by the Dean, Divisional or Campus Director, or by a person with delegated authority. It is expected that approval for minor routine events would be delegated to the School or business unit level. (16) Events held in lecture rooms and theatres must be approved by Room Bookings. (17) Events held in University facilities (other than lecture rooms or facilities booked via Room Bookings) or grounds must be approved by the Executive Director, Asset Transformation. (18) In addition to the approvals required for all events, major events must be approved by Director, Risk Management. (19) The planning and management of events must be documented to demonstrate a risk management approach was adopted in relation to addressing the risks. (20) Documents to be completed and retained include: (21) The Event Manager must ensure that records and documents are retained by the University for a minimum period of seven years. (22) For the purpose of this Policy and Procedure:Events Safety Procedure
Section 1 - Background and Purpose
Section 2 - Scope
Section 3 - Policy Statement
Section 4 - Procedures
Responsibilities
Minor Events
Major Events
Licences, Permits and Internal Approvals
Authority to Approve Events
All Events
Major Events
Major events organised by external organisations hosted on University must also be approved by the Director, Risk Management and the Campus Director (for events at regional campuses).Documentation and Records
Section 5 - Definitions