University of Western Australia’s (UWA) Managing Alcohol at Events

Training Program(Short course)

Developed and delivered by the UWA Health Promotion Unitin partnership with the UWA Student Guild

Welcome

• Housekeeping: – Bathrooms– Break– Mobile telephones – Emergency procedures

• Resources: – UWA Event Management Toolkit: Managing Alcohol

at Events– Participant pack– Assessment and evaluation forms

Group guidelines

• Everyone has the right to speak and be heard

• All opinions are worthy

• Try to be honest with yourself and others

• Respect other's cultural and religious traditions, beliefs and values

• Confidentiality

• Stop to ask questions at any time

• Participation

Training program aims

1. To increase knowledge and understanding of the importance of event planning and management at UWA.

2. To provide strategies for a more inclusive event.

3. To increase knowledge and understanding of:– The importance of complying with University policies

and relevant laws when planning and managing events.– The process for planning and managing a UWA event.– Sanctions for not complying with UWA policies and the

law.

Module outline

• Module 1: An overview of event planning and management

• Module 2: Planning a more inclusive event at UWA

BREAK

• Module 3: UWA’s event planning and management process

Module 1An overview of event planning and

management

At the completion of this module, participants will:

• Identify reasons for conducting university-related events.• List different types of university-related events.• Understand the purpose and importance of event planning

and management.• Define the role of an Event Manager.• Be informed about a variety of UWA policies and laws that

must be considered when planning and conducting an event.

Module 1: An overview of event planning and management

Activity 1

Whole-of-group brainstorm

Why are university-related events important?

• Enable staff, students and community members to interact • Foster a sense of community spirit and social cohesion• Celebrate academic and sporting achievements• Enable networking • Assist student transition to university life • Provide an avenue to develop new skills• Enable professional and cultural exchanges • Showcase clubs/societies, research and programs• Financial benefits can be reinvested in the University • Enhance the University’s reputation• Up-skill volunteers

The importance of university-related events

• Events may be organised by:– UWA staff – UWA students – External users (wider community)

• University-related events may take place:– On the UWA Crawley campus– At the five UWA residential colleges– On other UWA sites– At an external venue (when organised by students/staff)

Types of university–related events

There are many types of events that must be planned and managed under the UWA event management process, UWA policies and the law. Examples include: •Recreational events and retreats•Camps (including orientation camps and faculty camps)•Meetings•Sporting events •Academic contests and quiz nights•Networking functions and sundowners•Workshops, seminars and conferences•Exhibitions and open days

Examples of university-relatedevents

• Balls • Concerts, festivals and carnivals• UWA residential college events• Fundraising events• Field trips• Parties – e.g. end of semester, Christmas• BBQs• Themed function nights• Corporate functions• Promotional events

Examples of university-related events

• Ensure the purpose of the event is clear• Check that the event is required/wanted• Check there are enough resources to conduct the event• Be clear about legislative and UWA policy requirements • Identify hazards and manage risks• Provide an inclusive event• Maintain the positive reputation of UWA• Provide a safe, enjoyable and well-organised event• Ensure the responsible sale and service of alcohol• Gain a sense of achievement and personal satisfaction.

Question: What are some reasons for managing events?

• Responsible for the overall planning, management and evaluation of an event.

• Must do everything reasonable and practical to ensure the health and safety of guests, event personnel and the wider community.

• Organising, resourcing, directing, resource management, negotiating, public representation, risk management, liaison and evaluation.

• Must be present at the event and contactable throughout the entire event management process.

What is an Event Manager?

Before the event

•Preparing an advertising strategy and discussing it with the UWA Student Guild

•Completing an Event Management Plan (if required – check with the Guild)

•Obtaining approval to conduct the event

•Convening an Event Management Committee (if needed)

•Submitting and obtaining approval for relevant licences and permits

•Identifying and liaising with stakeholders

•Booking the venue

The role of an Event Manager

Before the event

•Ensuring training requirements have been met

•Obtaining funding and/or sponsorship

•Developing inclusiveness strategies

•Promoting the event in accordance with UWA policies and the law

•Briefing and managing staff, contractors and volunteers

• Ensuring adequate health and safety procedures are in place

•Completing an Event Risk Assessment Template.

The role of an Event Manager

During the event• Being present and contactable•Ensuring laws and policies are upheld•Identifying hazards and managing risks• Managing staff, contractors and volunteers•Not being under the influence of alcohol or any illicit drug•Ensure personnel are not under the influence of alcohol or other drugs•Maintaining an incident register and record keeping.

After the event•Following up on any incidents•Feeding back to and thanking staff, contractors, volunteers and stakeholders•Financial acquittal and reporting•Evaluating the event.

The role of an Event Manager

Duty of care• Have a legal obligation to take reasonable care to avoid causing

foreseeable harm to another person and their property.• Foreseeability of harm - Civil Liability Act 2002. • Duty of care goes hand-in-hand with negligence.

Negligence• Failure to take reasonable care for the safety and well-being of

others. • The law of negligence entitles a person to receive compensation,

for loss or damage, as a result of someone else’s actions breaching a recognisable duty of care.

Important legal considerations for an Event Manager

UWA policies that Event Managers should plan and conduct their events in line with include the:•University Policy on: Alcohol and Other Drugs•University Policy on: Smoking•Guild Posters and Publications Policy•Consumption of Liquor on Campus Policy•Charter of Student Rights and Responsibilities•University Policy on: Prevention and Resolution of Bullying on Campus•Equal Opportunity and Affirmative Action Policy Statement•Code of Ethics & Code of Conduct•Work Health and Safety Policy

Event management and UWA policies

Examples of relevant laws include:

•Liquor Control Act 1988– Regulates how alcohol can be sold, supplied and

consumed.

•Equal Opportunity Act 1984– Unlawful to discriminate against people because of their

race, gender, sexual orientation, political or religious conviction, marital status, pregnancy or family responsibilities.

– Sexual and racial harassment are unlawful.

•Working with Children Act 2004

Event management and the law

Module 2Planning a more inclusive event at

UWA

At the completion of this module, participants will:

• Understand the benefits of planning and delivering an inclusive event.

• List a variety of strategies that can be implemented to facilitate the delivery of a more inclusive event.

• Know where to obtain more information about planning and delivering an inclusive event.

Module 2 – Important event management issues at UWA

•Inclusive events let people feel welcome, develop contacts, make friends and enhance their communication skills.

• Implementing strategies to increase the inclusiveness of an event is essential, particularly if alcohol will be served/sold.

Question What types/groups of people may not feel welcome or included

at a UWA event that involves alcohol sale or service, or places a heavy focus on alcohol?

Inclusiveness at UWA

• UWA staff, students and visitors come from a variety of cultural, ethnic and religious backgrounds.

• Some backgrounds do not tolerate alcohol use. • Events involving alcohol will also affect:

– those aged under 18 years– people adversely affected by alcohol misuse– people who do not enjoy consuming alcohol.

• Respect individual beliefs and attitudes and deliver events that are welcoming to guests who cannot or chose not to drink alcohol.

• Alcohol should not be the central focus of an event.

Inclusiveness at UWA

Tips for conducting a more inclusive event

• UWA is a dynamic, diverse and multicultural institution. • This should be reflected in University-related events.• Participation in an event should be open to people

regardless of factors such as their:

• Age • Culture• Gender • Religion• Sexual orientation • Ethnicity• Ability level • Disability status• Socioeconomic level

Activity 2

Small group brainstorm

Inclusiveness strategies

Tips for conducting a more inclusive event

General hints

• Consider the dates of religious, ethnic and cultural festivals.• Events held at UWA require an Indigenous Welcome.• Do not deliberately exclude a particular group or person. • Consider the admission price.• Not everyone likes having their photograph taken. • Select appropriate speakers/entertainment.• Brief speakers/entertainers on the guests attending.• Consider using name badges.

Tips for conducting a more inclusive event

Location and venue

• Select an accessible, safe location.

• On-campus venues are considered to be more neutral.

• Ensure public transport and parking facilities are adequate.

• Consider space, disability access, lighting, required layout, capacity, fire regulations, noise, venue rules and signage.

• Consider whether seating is required.

• Ensure there is an adequate number of bathrooms.

Tips for conducting a more inclusive eventFood • Serving food is recommended.• Provide a good selection of healthy food choices.• Gluten/lactose free, Halal, kosher, vegetarian and vegan.• Food allergies - ensure guests can communicate this prior.• Provide labels on foods or ingredient lists.• Prepare and serve certain foods separately.• Provide a serving utensil for each dish.• Have staff on hand to answer questions about the food.• Review the UWA food hygiene procedures.

Tips for conducting a more inclusive event

Drinks

• Consider conducting an alcohol-free event.

• Sign-post alcohol-free zones.

• Ensure drinking water is available.

• Offer a range of other drinks, including soft-drinks, juices, herbal teas, yoghurt drinks and mocktails.

• All drinks should be of a comparable price.

• Be aware of responsible service of alcohol practices.

Tips for conducting a more inclusive eventEvent advertising• Ensure that inclusive advertising is undertaken:

– include staff and students from different backgrounds– use different languages/formats– advertise food and drinks– consider sending out pre-event information – inform of the benefits of attending – consider providing a map, using images, displaying flags– follow the law and UWA guidelines– provide contact details.

Sources of more information• UWA Event Management Toolkit: Managing Alcohol at Events

- www.student.uwa.edu.au/life/health/fit

• UWA Inclusive Campus Culture web page:– UWA Cultural diversity and inclusive practice toolkit (

www.icc.hr.uwa.edu.au)

• UWA Cultural Diversity and Inclusive Practice Project – www.cdip.staff.uwa.edu.au

• UWA Equity and Diversity - www.equity.uwa.edu.au

• UWA International Centre - www.international.uwa.edu.au

• UWA Centre for the Advancement of Teaching and Learning – www.catl.uwa.edu.au

BREAK

Module 3UWA’s event planning and

management process

At the completion of this module, participants will:• Be familiar with UWA’s event management process, including

the important aspect of event advertising.• Have viewed the forms that require completion as part of this

process.• Know the sanctions for not complying with UWA policies and

the law.• Know where to obtain further information and support for

managing a university-related event at UWA.• Have practiced completing an Event Management Form.

Module 3 – UWA’s event planning and management process

Activity 3

Small group discussion

Examples of event advertising

Event advertising

• Discuss an event advertising plan with the UWA Student Guild.

• The Guild has staff and facilities that can assist.• Advertising must comply with the Guild’s Poster and Other

Promotional Items Policy.• Posters must:• not display anything sexist, racist, defamatory or

homophobic• not breach the law, including liquor licensing laws.

• Policy contains a range of other advertising requirements.• Posters must be approved by the Guild. • Contact the Guild for a copy of the current Guild Handbook.

Advertisement 1

Advertisement 2

Advertisement 3

Advertisement 4

Advertisement 5

Advertisement 5

Categories of events

1. Events conducted at UWA licensed premises.

2. Events conducted at UWA premises that are not licensed and at which alcohol will be sold.

3. Events conducted at UWA premises that are not licensed and at which alcohol will be served (but not sold), or at which alcohol will not be sold or served.

4. UWA-related events managed by UWA staff or students at an external venue.

A risk assessment should be undertaken for ALL event categories.

Category 1: UWA licensed premises

• Already have a license to sell and serve alcohol.

• The University Club, Guild Tavern, Hackett Hall Refectory, University theatres, Boatshed and the UWA Sports Park.

• Venues have a clear process for obtaining permission to hold an event, and policies regarding alcohol sale and service.

• Liaise directly with the venue manager.

• Consider the responsible service of alcohol and inclusiveness when planning events at these venues.

Category 2: UWA unlicensed premises, alcohol to be sold

1. At least 7 weeks before the event, contact the Manager, Security and Parking (MS&P) to check whether:– an Event Management Plan is required– evidence of formal training completion is needed.2. Prepare an advertising/promotion strategy and discuss

with the Guild.3. Complete a venue booking form and Council Approval

forms. 4. Complete an Event Registration Form and submit it to the

venue manager and MS&P:– at least 7 days prior to a minor event with no alcohol

sale/service– at least one month prior to a major event/event requiring

an OLL.

Category 2: UWA unlicensed premises, alcohol to be sold

5. Check with the venue whether other forms are needed.

6. If required, prepare an Event Management Plan and submit it to the Guild.

7. The approved Event Registration Form and Event Management Plan will be returned to the Event Manager.

8. Apply for an OLL at least 14 days prior to the event. When received, lodge the OLL with the MS&P.

9. Advise the Guild and MS&P of changes to the event.

City of Subiaco•Public Event application•Form 1 – Application to construct extended or alter a public building•Form 2 – Application for Certificate of Approval•Form 5 – Certificate of Electrical compliance •Temporary Food Business Application

City of Perth•Application to hold an event

City of Nedlands•Application to hold an event

Check with the Guild what forms are required for the event.

Example Council Approval Forms

Category 3: UWA unlicensed premises, alcohol to be served (not sold), or alcohol will not be served/sold

• Same process as for Category 2, however no OLL is required.

• An Event Management Plan will likely require completion if the venue is unlicensed. Check with the Guild.

• If alcohol will be served, place a focus on implementing strategies for an inclusive event and to ensure that alcohol is served responsibly.

Category 4: University-related events managed by UWA staff or students at an external venue1. Contact the Guild.

2. Contact the venue to discuss booking arrangements, liquor licensing, training requirements, a bond and rules.

3. If the venue is not licensed and alcohol will be available, complete an Event Management Plan and submit it to the Guild.

4. Ensure inclusiveness and harm minimisation strategies have been implemented.

5. Complete the event management checklist.

In summary: Important forms

1. UWA’s booking application form

2. UWA’s Event Registration Form (liquor permit)

3. Event Management Plan (short or long version)

4. Event Risk Assessment Template

5. Events involving alcohol at The University of Western Australia: Management checklist

6. Confidential incident/injury report form

7. Council approval forms

8. Event evaluation form

Remember to evaluate & celebrate!

What?• Did you achieve your goals (e.g. fundraising, attendance)?• What worked? What didn’t work? What would you change?• Were there any incidents/complaints to follow up?How? • Look at records (e.g. ticket sales, money raised).• Ask for feedback from event staff. • Did they notice any incidents? • Can they make any suggestions for future events?

• Ask for feedback from your guests and stakeholders.• Prepare a report.• Congratulate your staff, stakeholders and yourself.

Sanctions for student Event Managers

• UWA Regulations for Student Conduct and Discipline (Statute No. 17).

• www.universitypolicies.uwa.edu.au• Examples of misconduct include:

• wilful damage (e.g. leaving litter, affixing a notice)• creating a disturbance or being disorderly• using abusive or insulting language• failing to comply with UWA Health & Safety policies• acting in a manner that brings UWA into disrepute.

• Penalties include but are not limited to:• cancellation of rights and privileges• a requirement to do further work or repeat units• cancellation of enrolment • expulsion.

Further support at UWA• Health Promotion Unit

• Security

• Student Guild

• Safety and Health

• Public Affairs

• Equity and Diversity Services

• International Centre

• Risk Management Division

• Sport and Recreation

• University Function Caterers

Activity 4

Activity in pairs

Completing an Event Management Plan

Thank you

• Questions

• Post-course assessment form

• Participant evaluation form

• Certificates