The University of Queensland (UQ) event approval and control procedure is a mandatory risk management framework that all staff, students, and affiliates must follow before hosting any event on UQ premises or under UQ’s name. It requires submission of an online Event Application via UQ’s Safety and Wellbeing portal, which is reviewed and approved by the relevant faculty or divisional delegate before the event can proceed.
Background and Purpose
UQ introduced a formal event approval process to comply with Queensland work health and safety (WHS) legislation and the university’s own risk management policy. The procedure ensures that every event—from a small seminar to a large open day—has identified potential hazards, implemented controls, and allocated responsibilities. It also helps the university meet its duty of care to attendees, staff, and the public. The procedure applies to all events held on UQ campuses, at UQ-controlled off-site locations, and to events that use UQ branding or funding, even if held elsewhere.
How the Approval Process Works
The process is largely digital and follows a structured workflow:
- Event Application: The event organiser completes an online form in the UQ Safety and Wellbeing portal, detailing the event’s nature, location, expected attendance, and activities.
- Risk Assessment: A risk assessment must be attached or completed within the form, identifying hazards (e.g., electrical equipment, crowd movement, weather) and control measures (e.g., signage, barriers, first aid).
- Review: The application is routed to the local WHS coordinator or faculty delegate for review, who may request further information or amendments.
- Approval: Once satisfied, the delegate approves the application, often with conditions (e.g., must have a fire warden present).
- Implementation: The organiser must implement all approved controls and keep the approval record for post-event review.
Key Requirements and Deadlines
UQ does not publish a single universal deadline, but the procedure strongly recommends submitting applications at least 10 business days before the event. Larger or higher-risk events (e.g., those with fireworks, alcohol, or children) may require 20+ business days and additional approvals from specialised units like UQ Security or the Office of Marketing and Communications. The application must include:
- Event name, date, time, and location
- Expected number of attendees
- Event type (e.g., conference, sporting, cultural)
- Details of any contractors or external vendors
- Emergency management plan
- Food safety plan if food is served
Common Problems and How to Avoid Them
A frequent issue is incomplete risk assessments. Organisers often list hazards but fail to specify who is responsible for each control measure. Another common problem is late submission, which can delay approval and force event postponement. To avoid these, use UQ’s template risk assessment form (available on the Safety and Wellbeing website) and start the process early. Also, remember that approval is not a one-off step—if the event changes (e.g., new venue or activity), you must re-submit for approval.
Costs and Fees
The approval process itself is free. However, implementing controls may incur costs, such as hiring extra security, renting barriers, or purchasing first aid supplies. UQ departments typically cover these costs from their event budgets. External groups hiring UQ venues must go through UQ’s Commercial Events team, which may charge facility hire fees and require additional insurance certificates. The approval procedure is separate from venue booking—you must book the venue first, then submit the event application.
Safety and Compliance Essentials
Safety is the core of the procedure. Key requirements include:
- Conducting a site inspection before the event
- Ensuring all electrical equipment is tested and tagged
- Providing adequate first aid and emergency exits
- Managing crowd density and access for people with disabilities
- If serving food, following UQ’s food safety guidelines, which include keeping hot food above 60°C and cold food below 5°C
- For events with alcohol, obtaining a temporary liquor permit and ensuring responsible service of alcohol
Failure to comply can result in cancellation of the event, disciplinary action, or legal liability if an incident occurs.
Alternatives and Exemptions
Very low-risk activities, such as a small internal meeting in a standard office, may not require a full event application. UQ’s procedure defines an “event” as a gathering with a defined purpose, duration, and location that involves non-standard activities or larger groups. If in doubt, contact your faculty WHS officer. For events that are part of a course or research project, the approval may be integrated into the teaching or ethics approval process. However, there is no blanket exemption—each case is assessed individually.
Frequently Asked Questions
Do I need approval for a small birthday party in my office?
Yes, if it is on UQ premises and involves more than a few colleagues. Even a small gathering can create hazards like blocked exits or electrical equipment. Submit an application to be safe.
What happens if I don’t get approval?
If you proceed without approval, UQ may stop the event, and you could face disciplinary action. More importantly, you are personally liable if someone is injured and you have not followed the procedure.
Can I submit an application after the event?
No. Approval must be obtained before the event. Retrospective approval is not possible. If you missed the deadline, postpone the event or seek urgent advice from your WHS coordinator.
Does the procedure apply to online events?
Yes, online events are included. The risk assessment should cover cyber safety, data privacy, and platform security. For example, ensure the meeting link is not publicly posted if you want to avoid trolls.
Where do I find the application form?
Log in to the UQ Safety and Wellbeing portal with your staff or student credentials. Under “Event Management,” you will find the Event Application link. If you cannot access it, contact your faculty office.
Template
Use this template as a starting point for your risk assessment. Fill in the blanks with your event details.
| Hazard | Who might be harmed | Current controls | Additional controls needed | Action by whom | Due date |
|---|---|---|---|---|---|
| _ | _ | _ | _ | _ | _ |
| _ | _ | _ | _ | _ | _ |
| _ | _ | _ | _ | _ | _ |
Sample (fictional): Hazard: Power cables across walkway. Who: Attendees. Current controls: None. Additional controls: Use cable covers. Action by: Event manager. Due: 2 days before event.
If your event involves complex legal, tax, or insurance matters, consult a qualified professional.