Western Centre for Health Research and Education (WCHRE)

Western Centre for Health Research and Education (WCHRE) Venue Management Policy Internal and External Room Hire Bookings This document covers the use of Western Centre for Health Research and Education (WCHRE) rooms for use by internal and external clients. Western Centre for Health, Research & Education (CHRE) 176 Furlong Road, St Albans 3021 Telephone: 0481 004 187 Fax: (03) 8395 8260 Email: wchreevents@wh.org.au

1. CONTENTS 1. CONTENTS... 1 SCOPE... 2 MANAGEMENT... 2 REVIEW... 2 VERSION HISTORY... 2 2. INTERNAL ROOM BOOKINGS... 3 3. EXTERNAL ROOM BOOKINGS... 5 4. OPERATING COSTS... 7 VENUE HIRE COSTS... 7 ADMINISTRATION BOOKING FEE... 7 FACILITY/EVENT SUPPORT SERVICES... 8 AUDIO VISUAL TECHNICIAN... 8 EQUIPMENT... 9 CLEANING... 9 SECURITY... 10 UTILITY COSTS... 10 5. INTERNAL EVENTS INVOVING THE PUBLIC... 11 DUTY OF CARE... 11 WCHRE CORPORATE IMAGE... 11 OVERHEAD EXPENSES FOR PUBLIC INTERNAL EVENTS... 11 1

SCOPE This policy provides the fundamentals for the use and allocation of rooms or space at Western Centre of Health Research and Education for use by internal and external clients. The WCHRE Events Manager reserves the right to charge room hire, administrative costs, operating costs and to recover any associated direct cost from Internal or External clients in relation to an event held at Western Centre of Health Research and Education. This has been set by the WCHRE Management Committee. MANAGEMENT The WCHRE Events Manager is responsible for the development, compliance monitoring and review of this policy and any associated guidelines. Enquiries about interpretation of this policy should be directed to the WCHRE Events Manager. REVIEW This procedure is to be reviewed 23 March 2016. VERSION HISTORY Version Approval Date Effective Date 1 1 October 2012 2 October 2012 2 1 October 2014 2 October 2014 3 1 March 2015 22 March 2015 2

2. INTERNAL ROOM BOOKINGS 2.0 Western Centre for Health Research and Education core business is teaching, training and research for Western Health, University of Melbourne and Victoria University staff and students. 2.1 Core business activity includes - Teaching Training Research Staff and Student Graduations Open Days Student exams New staff and student orientation Executive functions and events 2.2 All rooms at Western Centre for Health Research and Education can be booked via EMS (Event Management System) Virtual Website located on the Western Health intranet site via the following linkhttp://info.wh.org.au/departments_and_services/e_-_i/education_centre/index.aspx. 2.3 Log in is automatic to people who have a Western Health email address. If you do not have a Western Health email address please contact wchrebookings@wh.org.au. VU/UOM staff need to contact the booking office on wchrebookings@wh.org.au for bookings. A room is only booked when a person receives a room confirmation email from the Facility Bookings Office. 2.4 WCHRE is open from 7.00am to 7.00pm Monday to Friday, for tenants of the building. Evening and weekend bookings will be determined on a case by case decision and may incur a fee for operating costs. 2.5 The use of Western Centre for Health Research and Education facilities to internal WH, UoM and VU staff will generally not incur a hire fee during business hours. 2.6 Internal bookings may incur room hire fees in the following circumstances- When events are booked outside core business hours (Monday to Friday 7.30am to 5.30pm. Evening and weekend bookings are not included in business hours) Academic partners wishing to use the Simulation Centre For activities that are not related to teaching, learning or research Where an admission, registration or entry fee, or fee of any kind is charged for the event Where an internal client or affiliate hires a venue on behalf of an external organisation or for any use involving an external organisation. Where the event involves the general public 2.7 The Events Manager, Western Centre for Health Research and Education will determine internal venue charges based on a standard venue hire rates as articulated in the WCHRE Venue Hire Brochure (this is available from the Events Manager, WCHRE). Internal staff and key partners will be considered for subsidies where appropriate and non-commercial rates may apply. 2.8 Internal bookings may also incur facility operating charges (in addition to venue hire fees) for services provided by the Facilities/Events Support Services. The charges may include, but is not limited to, the following services Utility costs Cleaning Catering Event preparation (bump in and bump out of the event) 3

Event Management or assistance on day IT/VC Support Security Special equipment requests 2.9 Western Health has a duty of care to the public and operating costs must be paid to ensure the facility is suitable to be used for the public and meets the requirements of Western Health s OHS requirements and Western Health/UOM and VU corporate image. All internal events open to the public during the evening or weekend, will occur the following operating costs- Cleaning Security Administration fee Facility Support Service Utility costs 2.10 The operating costs are set at $600 per booking. The WCHRE Events Managers will determine if there are any reductions to the amount, depending on the requirements of the event. More information on operating costs can be found on page 7. 2.11 Bookings of internal clients facilitating an event for external clientele will be charged a $200 administration/ booking fee to cover the cost of organizing the venue hire. This is additional to the room hire fee or operating costs. 2.12 For all paid internal events outside WCHRE business hours, a staff member who is aware of Western Health s emergency procedures must be present. If a Facility/Events Support Services person is required, the costs will be included in the final bill. 2.13 Special Events must be disclosed at time of booking, to ensure the appropriate protocols are maintained. For example Functions likely to attract significant media/public interest or generate controversy; Functions likely to pose a security risk, including events which may generate large audiences; VIPs attending the event, which include: o CEO s WH o Chancellors and Vice-Chancellors (or equivalent) of other universities o Directors of TAFE colleges and institutes o Ambassadors, Consuls General and Consuls o Government Ministers (State and Federal) o Service Chiefs of the Armed Forces o Notable private persons, including Indigenous Australian Elders o Chief Executive Officers of major corporations o Directors of major research centres 4

3. EXTERNAL ROOM BOOKINGS 3.0 The Events Manager, Western Centre for Health Research and Education will hire rooms to external clients To maximize room utilization when a room(s) or facility are not being used for core business activities Opportunity to support community activities and initiatives For external events befitting the functionality of the spaces in WCHRE Develop community partnerships. Generate income for facility 3.1 The Events Manager, Western Centre for Health Research and Education will determine what is suitable for hire at Western Centre for Health Research and Education. 3.2 The Events Manager, Western Centre for Health Research reserves the right to decline or cancel external bookings if there is Unacceptable disturbances to the core business Breach of law Compromise to the safety or well-being of staff or students Damage to the facility or brand 3.3 The Events Manager, Western Centre for Health Research and Education determines venue charges based on standard venue hire rates, set out in the WCHRE Venue Hire Brochure. 3.4 All external bookings will be charged a $200 administration/ booking fee to cover the cost of organizing the venue hire and event/ activity in question. 3.5 External bookings will incur facility operating charges (in addition to venue hire fees) for services provided by the Facilities and Events team. The charges may include, but are not limited to, the following services: Events outside business hours. Core business hours are Monday to Friday, 7.30am to 5.30pm. (Evening, public holiday and weekend bookings are not included in the business hours) Event Management services for function Event preparation and closure set up and pack up of event Security Special equipment requests Catering Utility Costs Ancillary services IT/VC Support 3.6 All external bookings require a dedicated person to be onsite for all bookings made by external hirers. This involves a staff member who is aware of Western Health s Emergency Procedures being present to provide assistance and support. 3.7 The Events Manager, Western Centre for Health Research and Education will calculate fees on a case by case basis depending on event, day or days of the week and times required. 3.8 The Events Manager, Western Centre for Health Research and Education will provide external clients with a quote for an agreed level of room hire and operating costs at the time of booking. Where the actual level of service provided exceeds the agreed level of service at the request of the client, the Events Manager will adjust the quote and charge the client for the actual services provided pursuant to their request. 5

3.9 The Events Manager will prepare and cost room hire proposals for external clients, based on the requirements of the event as a whole, inclusive of all fees described above. 3.10 External clients who hire a room are responsible for the cost of any damage to the room or to any property within the venue that occurs during the hire period. As a condition of hire, external clients are required to hold their own public liability insurance policy to a (minimum) limit of liability of $10,000,000, as they are not covered by the Western Health s insurance. 3.11 External room hire enquires must be emailed to wchreevents@org.au. The Events Manager will then prepare a proposal for the client. 3.12 External room hire enquires must include date, time, number of attendees, type of rooms required, catering options and purpose of event. 3.13 Event Management and Conference Management packages are available from the Events Manager on request. This will include room and catering options. 3.14 All Venue Hire Bookings will receive a WCHRE Booking Confirmation proposal, WCHRE Terms and Conditions and maps of the facility. 3.15 Terms and condition are available on request, on time of booking or via the WCHRE internet page. 6

4. OPERATING COSTS The Operating Costs charged for internal and external bookings are the overhead costs WCHRE incurs to engage to have the building open for an event in the evening or the weekend. All internal and external bookings will be charged a $200 administration/ booking fee to cover the cost of organizing the venue hire and event/ activity in question. The overhead costs may include, but are not limited to, the following services Venue hire costs Facility services support IT/VC support services Cleaning Catering services Event management services Utility costs Security Special equipment requests As mention previously in the policy, internal bookings may incur operating costs in the following circumstances- When events are booked outside core business event hours Monday to Friday 7.30am to 5.30pm (evening and weekend bookings are not included in business hours) Academic partners wishing to use the Simulation Centre For activities that are not related to teaching, learning or research Where an admission, registration or entry fee, or fee of any kind is charged for the event Where an internal client or affiliate hires a venue on behalf of an external organisation or for any use involving an external organisation Where the event involves the general public. The operating costs for internal bookings are set at $600 per booking. The WCHRE Events Managers will determine if there are any adjustments to the amount, depending on the requirements of the event. Operating costs will be recovered via journal transfers and relevant chargeable cost details must be provided to the Events Manager on confirmation of booking. ADMINISTRATION BOOKING FEE The administration booking fee is a $200 fee charged by Western Centre for Health Research and Education for administering a booking to cover expenses related to making the booking and preparing the required paperwork for the client. This does not include the room set up, catering requirements or any additional work that may be incurred during the event. VENUE HIRE COSTS WCHRE Venue Hire Brochure has the room prices set for the WCHRE Rooms. This is available from the Events Manager, WCHRE. Room costs are updated yearly and align to similar venue hire facilities in the Melbourne western suburbs. Hire charges are structured based on the room size and the equipment in the room. Charges will be calculated on a case by case basis depending on rooms required and times of booking. Room hire is based on ½ day rates (up to four hours) and full day rates. 7

FACILITY/EVENT SUPPORT SERVICES Facility/Events Support Services is required for all bookings made by external hirers outside business hours. The Facility/Events Support Service person will ensure that the rooms are open, assist with the setup and pack up of any equipment, trestle tables, signage and will also be responsible for first aid/emergency evacuations if required. Charges will be calculated on a case by case basis depending on rooms and times booked Rates are subject to change The rates for a Facility/Events Support Service person are: All Day charge (8 hours) Per hour or part thereof (after the first 3 hours) Weekdays $300.00 $60.00 Saturdays $700.00 (including weekend penalty rates) $100.00 Sundays & Public Holidays $700.00 (including weekend penalty rates) $100.00 AUDIO VISUAL TECHNICIAN If an Audio Visual Technician is required for an event, this will be charged to the internal or external client. WCHRE has a Service Agreement with Rutledge, where assistance is provided via a phone call service. Costs are associated with this service. Evening and weekend assistance is available via pre-booking and these costs will be covered by the department engaging the services of Rutledge. Rates are subject to change. The rates for an Audio Visual Technician are listed below, the fees are based on a WH IT support person providing assistance: All Day charge (8 hours) Per hour or part thereof (after the first 3 hours) Weekdays $300.00 $60.00 Saturdays $700.00 (including weekend penalty rates) $100.00 Sundays & Public Holidays $700.00 (including weekend penalty rates) $100.00 8

EQUIPMENT If equipment is requested for your event, this will be an additional cost. Full list included in the below table Charges will be calculated on a case by case basis depending on the room and times booked. Rates are subject to change Presentation Equipment Resource Equipment Item: Hire Fee Item: Hire Fee Electronic White Board $128 Rectangle Trestle Table Large $50 Flip Chart Stand only $50 Rectangle Trestle Table Small $40 Flip Chart Pad only $40 Round Tables $60 Handheld Microphone $45 Table Cloths $15 Lapel Microphone $45 Urns $50 Laptop $120 Laser Pointer $50 Lectern $100 Markers $5.00 for 4 Portable Screen $100 Portable Microphone $100 CLEANING The WCHRE building is cleaned Monday to Friday from 7.00am to 2.00pm Cleaning must be organised for evening and weekend bookings Cleaning charges will apply to the internal/external client that has booked the space for the event after 2.pm, Monday to Friday or on the weekend. When the event is on the weekend, a cleaner must be present during the event booking time. The cleaner will ensure Ground floor and level 1 toilet facilities are cleaned and paper replaced. Ground floor is cleaned and maintained, appropriate for public events. Rooms booked are cleaned and bins replaced in the rooms. Catering areas for event are cleaned. All bins must be emptied at the end of the session and are not to be left overnight or over the weekend. The facility must is cleaned after the event to ensure Monday morning bookings and activities can progress Rates are subject to change The rates for a Cleaner are All Day charge (8 hours) Per hour or part thereof (after the first 3 hours) Weekdays $150.00 $25.00 Saturdays $250.00 (including weekend penalty rates) $40.00 Sundays & Public Holidays $250.00 (including public holiday penalty rates) $40.00 9

SECURITY The WCHRE building is monitored from Monday to Friday from 7.00am to 7.00pm. All security personnel have a duty of care to WCHRE and its staff, students and visitors to fulfil their duties in a fair and equitable manner so as not to damage the WCHRE s reputation or impinge on the rights of the individual to enjoy the facilities available to them. Security must be organised for evening and weekend bookings. Security charges will apply to the internal/external client that has booked the space for the event. Security is also responsible unlocking rooms and space required for the event. This includes relevant stairwells and levels, toilets, monitoring the facility and conduct final checks of areas allocated to the event Rates are subject to change The rates for a Security are: All Day charge Per hour or part thereof (after the first 3 hours) Weekdays $150.00 $25.00 Saturdays $250.00 (including weekend penalty rates) $40.00 Sundays & Public Holidays $250.00 (including public holiday penalty rates) $40.00 UTILITY COSTS The WCHRE building is programed to provide air-conditioning, water and lighting from Monday to Friday from 7.00am to 7.00pm. These services must be provided for evening and weekend bookings, therefore costs are associated to ensure the services are provided after hours and on weekends. Charges will apply to the department that has booked the space for the event. 10

5. INTERNAL EVENTS INVOVING THE PUBLIC DUTY OF CARE Western Centre for Health Research and Education has a duty of care under the Victorian Occupational Health and Safety Act 2004 (the OHS Act) to provide a safe operational environment. Under this legislation, event organisers must ensure so far as reasonably practicable that people are not exposed to risks arising from the event operations, and to provide a safe working environment and to ensure public safety. The definition of this duty is broad. Proactive attention by event organisers may be achieved by a process of identification, assessment and control of safety risks. In some circumstances, there may be several parties who owe a concurrent duty of care. It is important that safety is comprehensively managed and communicated by and between all relevant duty holders. WCHRE CORPORATE IMAGE Western Centre for Health Research and Education conducts many events which reflect the overall image and reputation of the collaboration between Western Health, Deakin VU and UOM. It is therefore crucial that the highest possible level of professionalism is brought to the planning and management of such events. All events need to be conducted in a fair and equitable manner. Proactive planning means nothing should be left to chance. Using a systematic process of identification, assessment and control, relevant safety risks can eliminate or minimise the risk of untoward outcome for the event. More information can be provided by the WCHRE Events Manager. OVERHEAD EXPENSES FOR PUBLIC INTERNAL EVENTS Where an event is organised that invites members of the public to attend, the following must be addressed and present for the building - Cleaning o The WCHRE building is cleaned Monday to Friday from 7.00am to 2.00pm o Cleaning must be organised for evening and weekend bookings o When the event is on the weekend, a cleaner must be present before, during and after the event o All floors open to the public must be cleaned o All toilets must be cleaned and paper replaced o All bins must be replaced at the end of the sessions and not be left overnight or over the weekend o Cleaning charges will apply to the department that has booked the space for the event Security Security must be booked to provided additional security visits and to monitor the sites Security are also responsible to conduct final checks of areas allocated to the event Charges will apply to the department that has booked the space for the event Facility/Events Support Services o Facility/Events Support Services is required to be in attendance for all public events. Facility/Events Support Services are trained Area Wardens who will be responsible for the first aid/emergency evacuations if required. o If a Facility/Events Support Services cannot be present a staff member must undertake Area Warden Training for the building. Utility Costs o The WCHRE building is programed to provide air-conditioning and lighting from Monday to Friday from 7.00am to 7.00pm. These services must be provided for evening and weekend bookings. Charges will apply to the department that has booked the space for the event. The operating costs of $600 will apply to the department that has booked the space for the event. This can be paid via the department cost centre or via sponsorship. 11