A web room booking (WRB) is an ad-hoc booking for an event not directly related to teaching or attached to a unit booking.
When can you make a booking yourself and when does Venue Hire?
If you require a booking:
details MUST be forwarded to Venuehire.Office@utas.edu.au and all booking handled by that office to meet all University requirements, including security.
If your ad hoc web room booking does not fall within the criteria above, you may book using WRB but your booking MUST include the responsible officer for the event and a mobile number in the security field as well as full details of the event. If you do not provide required information meeting University requirements, including Security, your booking may be cancelled and a request forwarded to provide further detail. See below.
Web Room Booking system requirements
Security and Cleaning
Events involving external guests to the University or requiring out of hours access must involve the UTAS Venue Hire Office for advice and direction regarding security and cleaning. For further information please also see the website: http://www.utas.edu.au/campus-services/security-and-access.
Please note, bookings out of hours requiring building access will be the responsibility of the Responsible Officer to monitor. Security cannot allow a University building to be open indefinitely after hours and does not have the resources to monitor visitors.
Information Technology Resources and Audiovisual Services
Events involving specialised UTAS ITR or AV requirements must liaise with either the Venue Hire Office (if the event fits within the criteria for Venue Hire, for clarification please contact Venue Hire Office) or log a job via the HelpDesk. For further information please see: Information Technology Resources or Audiovisual Services.
Work Health and Safety
It is expected that all staff undertaking WRB become familiar with the UTAS Work Health and Safety Unit's Event Management Guidelines, which covers in more detail the following assessments and template checklists, which must be conducted in accordance with the University Minimum Standard - Work Health and Safety Project and Task Risk Management. The draft version is attached here but will be replaced with a link to the final version as soon as this is approved.
For more information:
UTAS Work Health and Safety (WHS) Unit, Human Resources website, which includes, amongst other information:
More comprehensive practical guidance for planning safe public events can also be found on the Australian Government website: www.ag.gov.au/event_planning.
Authorised by the Associate Director, Enterprise Business Services
25 February, 2014