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(UTC) Coordinated Universal Time
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(UTC+12:00) Coordinated Universal Time+12
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(UTC+12:00) Petropavlovsk-Kamchatsky
(UTC+13:00) Nuku'alofa
(UTC+13:00) Midway Island, Samoa
Submit Event Request
Please tick here if your event will occur before
In general, we require 3 weeks notice to process and approve an event.
As your event date is less than 3 weeks away, you may be contacted for further information before this can be approved.
Name of event/booking
Start date and time
12 AM
1 AM
2 AM
3 AM
4 AM
5 AM
6 AM
7 AM
8 AM
9 AM
10 AM
11 AM
12 PM
1 PM
2 PM
3 PM
4 PM
5 PM
6 PM
7 PM
8 PM
9 PM
10 PM
11 PM
00
05
10
15
20
25
30
35
40
45
50
55
End date and time
12 AM
1 AM
2 AM
3 AM
4 AM
5 AM
6 AM
7 AM
8 AM
9 AM
10 AM
11 AM
12 PM
1 PM
2 PM
3 PM
4 PM
5 PM
6 PM
7 PM
8 PM
9 PM
10 PM
11 PM
00
05
10
15
20
25
30
35
40
45
50
55
This booking is for
hour/s.
Is this booking for out of hours?
Weekday between 6pm and 8am
Weekend (6pm Friday to 8am Monday)
No
RA required due to event out of hours
Event purpose
Please select a value...
Meeting
Interview
Seminar
Workshop
Training
UCSA Booking
Specify your own value:
Please provide details about the event you are holding
Main point of contact
Second point of contact
Main point of contact email
Second
contact email
Main point of contact phone number
Second
contact phone number
more than 10% = yes
Name of club/organisation arranging the event
externals = yes
Is this a recurring event?
No
Weekly
Fortnightly
Monthly
Quarterly
Six Monthly
Other
Please provide details
hide text panel if 11
Number of Attendees
Will there be people external to UC in attendance?
Could there be more than 10% external people in attendance?
Yes
No
RA required due to externals if = 1
Preferred Venue - Option 1
Preferred Venue - Option 2
Preferred Venue - Option 3
Please select a value...
Rehua
Beatrice Tinsley
Engineering Core
James Logie
Elsie Locke
Karl Popper
A1, A2, A3 Lecture Theatres
Ernest Rutherford
Meremere
Undercroft/Puaka James Hight
C1, C2, C3
Wheki
K1
West
Specify your own value:
Please select a value...
Rehua
Beatrice Tinsley
Engineering Core
James Logie
Elsie Locke
Karl Popper
A1, A2, A3 Lecture Theatres
Ernest Rutherford
Meremere
Undercroft/Puaka James Hight
C1, C2, C3
Wheki
K1
West
Specify your own value:
Please select a value...
Rehua
Beatrice Tinsley
Engineering Core
James Logie
Elsie Locke
Karl Popper
A1, A2, A3 Lecture Theatres
Ernest Rutherford
Meremere
Undercroft/Puaka James Hight
C1, C2, C3
Wheki
K1
West
Specify your own value:
Preferred Venue - Option 1 Room
Preferred Venue - Option 2 Room
Preferred Venue - Option 3 Room
Room Requirements
Flat Floor – Moveable Furniture
Tiered seating
No furniture
Zoom Capable – BYOD
Zoom Capable
Echo360 available
Standard AV
Kitchenette facilities nearby
Outdoor space
Disability Access
Specify your own value:
If furniture is moved, it is your responsibility to return it to its orginal state.
Are tickets being sold or distributed?
No. of tickets
Ticket details
Is this event sponsored?
Sponsorship details
Will there be a pōwhiri or mihi whakatau?
Please ensure an email request is sent to the Ngāi Tahu Centre.
Catering
There is no cooking or BBQ equipment permitted within any indoor venue on Campus
If this event is catered, will it be for more than 60 people?
Please provide details on what type of food and non-alcoholic drinks will be served
General snacks
BBQ
Pizza
Buffet style
Finger food
Juice/Soft drink
Tea/Coffee
Specify your own value:
Who is supplying the catering?
Please select a value...
UC preferred supplier
Takeaway/delivery
Supermarket bought
Other:
Please ensure the area is cleared of all food/rubbish after your event.
If using a vendor please ensure they are aware of their responsibility to remove any equipment immediately after event.
food being provided (1 = yes)
Alcohol
Will alcohol be served OR sold at the event?
Please attach vendor and/or alcohol license here
Add Attachment
Select a file
Name
The maximum file size allowed is: 100 MB
Facilities and General Information
Will there be any of the following?
1. Tents or marquees
5. Amplified sound
2. Platforms, staging, scaffolding or grandstands?
6. Pyrotechnics
3. Portable buildings (e.g., porta-coms/toilets)
7. Other special effects (eg smoke, lighting etc)
4. Types of entertainment such as bands, bouncy castles, stalls etc
8. Other
Further details required: (1) Do the tents or marquees require fire systems and procedures?
Further details required: (2) What height are the structures?
Further details required: (3) Please describe the portable buildings are
Further details required: (4, 5, 7) Please provide further details on what types of entertainment and impact on the surrounding environment eg volume of sound.
Further details required: (6)
Please include a health & safety certification
Add Attachment
Select a file
Name
The maximum file size allowed is: 100 MB
Further details required: (8) Please provide other details
What are your cleaning arrangements?
Please select a value...
We will require extra cleaning
We will leave the area clean
Is there a certified first aider responsible?
If no first aider in attendance please email Security to advise on
(security@canterbury.ac.nz)
.
Is a power supply required?
Please explain how will you control the possible hazards?
Will there be an ambulance service on-site?
Please enter the name of the provider
Does this booking require a traffic management plan?
Please request via security at
security@canterbury.ac.nz
You must attach a Risk Assessement to submit this req
uest.
Attach your form here:
Add Attachment
Select a file
Name
The maximum file size allowed is: 100 MB
UC Event Request Form - Last updated 16/1/2024
Submit
Submit with 3 week approval
Resubmit
-
disable submit button if 1
Submit + approved to submit = this is is to turn on/off hte submit button
Risk assessment is required
if(submt butons ==
"Submit with 3 week approval",1,0)
If(
submt buttons
== "Submit",1,0)
Food and Catering=Yes - show panel
vendor license required for catering
RA required due to tickets (1 = yes required)
occur within 3 weeks
Hide less than 3 weeks approval panel
booking type = event
traffic mgt plan needed
amplified sound
risk assessment calc
special effects
Risk assessment attached
entertainment types
Tents or marquee
other
hide risk assessment panel
Platforms
portable
RA required due to alcohol if = 1
Show details panel if = 1
fireworks
bands
more information needed
Entertainment
being sponsored
Events for non-affliated UCSA clubs should be managed via the UCSA. Please contact the Club Coordinator (ben.manuatu@ucsa.org.nz) and click 'Close without Saving' to cancel this form.
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