Facilities Hire Procedure

1. The purpose of our procedure

This procedure outlines the requirements for hiring and using Adelaide University facilities by internal and external parties. It ensures facilities are managed responsibly, equitably, and sustainably in line with the University’s functions, while safeguarding property, protecting user safety, and supporting our commitment to freedom of speech.

Please read this procedure in conjunction with:

• Facilities Management Procedure
• Estates and Facilities Management Policy
• Adelaide University By-Laws.

2. Who our procedure applies to

2.1 Inclusions

This procedure applies to the Adelaide University Community and external parties who seek to use or hire Adelaide University facilities for purposes outside of core University business.

2.2 Exclusions

This procedure does not apply to:

• Adelaide University students using study spaces, libraries or general access areas for their academic activities
• staff using facilities for Adelaide University core business. See the Facilities Management Procedure.

This procedure authorises the Chief Property Officer or delegate to develop and maintain associated protocols for hiring specific Adelaide University facilities.

3. Our facilities hire procedure

Adelaide University facilities are primarily reserved for core University activities including teaching, research, student engagement and administration. Where capacity permits, facilities may also be used for approved University events, alumni activities, collaborations, and external hire that supports community engagement.

3.1 Our approach to booking our facilities

Applications to book our facilities are ordinarily made through Adelaide University’s [central estates and facilities booking system] with some exceptions as provided in the relevant [Facility Hire protocols].

Booking applications must specify details of intended use including:  

• purpose of hire and preferred venue
• expected numbers of attendees
• date and time
• service of alcohol or other special requirements.

Additional information may be required such as event purpose, content and security requirements, depending on the event type, requested venue, or if external visiting speakers are attending.

Bookings are confirmed only upon written approval by the Chief Property Officer or delegate and receipt of payment (if applicable).

Bookings will not be accepted for events that conflict with our mission and values. Approval or refusal of any facility hire request is at the discretion of the Chief Property Officer.

3.2 Conditions of hire

Hirers must comply with Adelaide University By-Laws, policies and procedures. Fees may be applicable for use, depending on the venue, duration and purpose of hire. See the relevant [Facility Hire Protocols] for more details.

Hirers are responsible for:

• maintaining the venue in a clean and safe manner
• ensuring the safety of their guests, attendees and others in the vicinity of the venue
• returning the venue to original condition after the event
• covering costs associated with staff supervision, security, damage repair or cleaning if required as per the relevant [Facility Hire protocols].

Facilities must not be used for:

• unlawful or unsafe activities
• activities that pose an unacceptable risk to Adelaide University’s community, property, or reputation
• smoking or unauthorised consumption of alcohol.

Alcoholic beverages may only be served in accordance with the [Adelaide University By-Laws], [Facilities Management Procedure] and the Liquor Licensing Act 1997 (SA).

3.3 Supervision and security

The Chief Property Officer or delegate is authorised to:

• enforce hire conditions
• impose restrictions on access, capacity, or noise level
• require the hirer to engage security services from the Adelaide University’s approved provider to support event management and safety.

The hirer will be notified of any associated costs before the booking application is approved.  

3.4 Cancellation and termination

An approved facility hire request may be cancelled by:

• the hirer in accordance with the hire agreement terms. See the relevant [Facility Hire protocols] for more details.
• Adelaide University if facilities are required for core functions, in emergencies, or where conditions are breached. In such cases, notification will be provided to the hirer in accordance with the hire agreement terms.

Adelaide University supports free speech but may refuse, prohibit or cancel facility hire, external speakers or other events if content is or likely to:

• be unlawful, include hate speech or discriminatory speech or activities
• be harmful or disruptive to staff, students or community members
• promote services or goods that are in conflict or competition with Adelaide University business, mission or values
• promote theories or claims that are presented as scholarly but lacking academic rigour, which may harm the University’s reputation as a higher education institution
• be contrary to Adelaide University mission of values.

Breaches of this procedure may result in immediate termination, forfeiture of fees, and denial of future access.

4. Who holds a responsibility within this procedure

Refer to the Delegation Policy for all delegations at Adelaide University.

4.1 The Chief Property Officer or delegate is required to:

• provide strategic and operational management of facilities hire
• review and approve hire fees
• administer the booking system.

4.2 Facility hirers are required to:

• comply with the terms and conditions of venue use.

5. Definitions used in our procedure

Please refer to our Adelaide University glossary for a full list of our definitions.

Adelaide University community refers to the broad range of stakeholders who engage with Adelaide University and includes (but is not limited to) students, staff, and non-staff members including alumni, honorary titleholders, adjuncts, visiting academics, guest lecturers, volunteers, suppliers, and partners who are engaging with and contributing to the work of Adelaide University.

External visiting speaker refers to any other person who seeks permission to speak on Adelaide University grounds.

Facility hire refers to the temporary use of Adelaide University facilities by an internal or external party for a defined purpose and period.

Hirer refers to the individual or organisation entering into a facility hire agreement with Adelaide University.

University grounds refer to land, buildings, structures, and facilities owned, leased, or controlled by Adelaide University. 

6. How our procedure is governed

This procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.

7. Legislation and other documents related to our procedure

Refer to the Delegation Policy for all delegations at Adelaide University.

8. History of changes

At the time of writing, Adelaide University’s organisational structure, position titles, and committee names have not been confirmed. Square brackets [ ] indicate placeholders for these details. Brackets are also used to identify policy elements that are subject to further decision-making or confirmation. These will be updated once final decisions are made.