Welcome

1. University of Western Australia’s (UWA) Managing Alcohol at EventsTraining Program(Short course)Developed and delivered by the UWA Health Promotion Unitin partnership with the UWA Student Guild

2. Welcome • Housekeeping: • Bathrooms • Break • Mobile telephones • Emergency procedures • Resources: • UWA Event Management Toolkit: Managing Alcohol at Events • Participant pack • Assessment and evaluation forms

3. 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

4. Training program aims • To increase knowledge and understanding of the importance of event planning and management at UWA. • To provide strategies for a more inclusive event. • 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.

5. 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

6. Module 1 An overview of event planning and management

7. 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

8. Activity 1Whole-of-group brainstormWhy are university-related events important?

9. 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

10. 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

11. 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

12. 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

13. 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?

14. 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?

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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

21. Module 2 Planning a more inclusive event at UWA

22. 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

23. 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

24. 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

25. 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:

26. Activity 2Small group brainstormInclusiveness strategies

27. 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.

28. 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.

29. Tips for conducting a more inclusive event Food 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.

30. 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.

31. Tips for conducting a more inclusive event Event 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.

32. 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

33. BREAK

34. Module 3 UWA’s event planning and management process

35. 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

36. Activity 3Small group discussionExamples of event advertising

37. 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.

38. Advertisement 1

39. Advertisement 2

40. Advertisement 3

41. Advertisement 4

42. Advertisement 5

43. Advertisement 5

44. Categories of events • Events conducted at UWA licensed premises. • Events conducted at UWA premises that are not licensed and at which alcohol will be sold. • 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. • UWA-related events managed by UWA staff or students at an external venue. A risk assessment should be undertaken for ALL event categories.

45. 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.

46. Category 2: UWA unlicensed premises, alcohol to be sold • 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. • Prepare an advertising/promotion strategy and discuss with the Guild. • Complete a venue booking form and Council Approval forms. • 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.

47. Category 2: UWA unlicensed premises, alcohol to be sold • Check with the venue whether other forms are needed. • If required, prepare an Event Management Plan and submit it to the Guild. • The approved Event Registration Form and Event Management Plan will be returned to the Event Manager. • Apply for an OLL at least 14 days prior to the event. When received, lodge the OLL with the MS&P. • Advise the Guild and MS&P of changes to the event.

48. Example Council Approval Forms • 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.

49. 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.

50. Category 4: University-related events managed by UWA staff or students at an external venue • Contact the Guild. • Contact the venue to discuss booking arrangements, liquor licensing, training requirements, a bond and rules. • If the venue is not licensed and alcohol will be available, complete an Event Management Plan and submit it to the Guild. • Ensure inclusiveness and harm minimisation strategies have been implemented. • Complete the event management checklist.