Why host an event at ACU?
Events can be held for networking purposes, collaboration, celebration, or communication. They are a great way to engage with stakeholders from the local community, alumni, donors, prospective or current students and staff. Events provide an opportunity to share knowledge and research, celebrate achievements and successes, and connect ACU with new stakeholders. It’s always important to think carefully about the goals and objectives the event sets out to achieve as this will provide a measurement for success.
It’s also vital to think about how the event aligns with one of the four goals of the current ACU Strategic Plan:
- Academic Profile – ACU, through its pursuit of academic excellence, is recognised as a provider of innovative and quality higher education courses; delivered by leading academics, to meet the needs of a diverse student body in conjunction with our partners and the community.
- Students, Learning and Teaching – ACU pursues excellence in all areas of teaching and provides its students with a distinctive, responsive and relevant learning experience.
- Research – ACU is a world-leading research university in its areas of specialisation and has a culture of research excellence that is aligned to its Identity and Mission.
- Corporate Services – ACU has a culture of performance.
If you are unable to align the purpose of holding the event with one of the above four goals, you may wish to reconsider holding an event to communicate your message and instead think about submitting information to the Staff Bulletin.
Protocol and Events at ACU
We are committed to developing and enhancing our relationships with key external stakeholders, including government, church, international dignitaries, media, community organisations, donors, alumni and other universities. However, with seven campuses located across five states and two countries, there is the risk that staff on one campus may act without the knowledge of an ongoing relationship already established by the University on another campus. As a result, it is critical that all staff employ a unified and consistent approach to external engagement to ensure ACU is presented in a professional manner at all times.
As the number of events increase as the university grows, a set of ACU protocols are used to engage with high-profile external stakeholders. Protocol ensures that events and occasions are conducted in accordance with specific social, cultural and formal procedures outlined by the University and are approached in a strategic and coordinated fashion.
The ACU Events team ensure that ACU protocol is followed when undertaking events involving high-profile stakeholders to assist in supporting and safeguarding the University’s reputation and networks and creating positive outcomes. This includes providing advice and support to the Office of the Vice-Chancellor and President.
ACU staff should not feel restricted from contacting high profile external stakeholders. Protocol is important for every staff member looking to plan an event at ACU to ensure it is undertaken in a strategic, coordinated and effective way. Protocol applies to all staff who wish to engage external stakeholders on behalf of the University to attend or speak at an event. To ensure consistency during the event planning stage, there are a number of event templates that can be used as tools to assist that can be found on SharePoint.
For the purpose of these protocols, high-profile external stakeholders includes:
- members of parliament or government – federal and state members of parliament, government ministers, shadow ministers, local government and international politicians.
- Governor-General and state Governors.
- heads of churches/religious leaders – Cardinal, Archbishop, Bishop.
- international dignitaries.
- Chancellors and Vice-Chancellors from other universities, or notable academics
heads of major companies and organisations.
- high-profile donors or alumni.
There are three categories of events at ACU:
A. Internal events
B. External events
C. High-profile external stakeholder events.
A. Internal events are events for ACU staff and students only, not external stakeholders. These events don’t generally involve externals or guests to the university and do not require the Chancellor and/or Vice-Chancellor to host the event. Internal events are planned, managed, promoted, and paid for by University departments. For these events, official protocols do not apply and approval is not required from the Office of the Vice-Chancellor (OVC) or the National Manager, Events. These events can be managed internally by the Faculty, unit/directorate or campus. We advise that you use the Events Guide as a tool to plan your event and refer to SharePoint for the appropriate branded templates. Internal events include, but are not limited to, staff morning or afternoon teas, Campus Ministry supported events, such as Random Acts of Kindness Day, and faculty-based events.
B. External events are events that involve externals or guests to the University. These events do not require the Chancellor and/or Vice-Chancellor to host the event as invited guests do not include those from the high-profile external stakeholders list. These events do not require approval from the Office of the Vice-Chancellor and President (OVC) or the National Manager, Events, and the same procedure for internal events applies to such events.
External events include, but are not limited to:
- student-related events, such as Orientation and Market Day
- research events, such as Three Minute Thesis Competition and Research Symposiums
- the annual Poetry Prize
- the ACU Interview Series
- faculty-based scholarship and award functions
- public lectures with no high-profile external speakers
- Future Student events, such as Know Your Options Day and University Experience events.
If you would like the Associate Vice-Chancellor (AVC) or Campus Dean to host an event and become the official ACU representative, you must ensure that you check the preferred date with the Office of the Associate Vice-Chancellor or Campus Dean to ensure there are no schedule clashes or other events on campus.
You may also wish to complete the event brief (available on SharePoint and not be to be confused with an event proposal) to provide a briefing and background to the event host. Please note that for all events hosted in this manner, all invitations, guest lists and collateral must be approved by the Office of the Associate Vice-Chancellor or Campus Dean.
Please see campus contacts below:
Professor Marea Nicholson, Associate Vice-Chancellor (NSW/ACT)
Mrs Anne Foubister (02) 9739 2876, firstname.lastname@example.org
Mrs Gillian Rowlands (02) 9701 4223, email@example.com
Ms Victoria Hayman (02) 9701 4223, firstname.lastname@example.org
Dr John Ballard, Associate Vice-Chancellor (VIC)
Joyce Loh (03) 9953 3306, email@example.com
Professor Jim Nyland, Associate Vice-Chancellor (QLD)
Ms Aileen Conradi (07) 3623 7111, firstname.lastname@example.org
Associate Professor Patrick McArdle, Campus Dean (Canberra)
Ms Danielle Leahy (02) 6209 1129, email@example.com
Professor Bridget Aitchison, Campus Dean (Ballarat)
Nola Jenkins (03) 5336 5334, firstname.lastname@example.org
You can also find more information here.
Note: If the Chancellor, Pro-Chancellor and/or Vice-Chancellor attends as a guest rather than the host (for example, if they were to attend a public lecture), they should still be provided with an event briefing via the Office of the Vice-Chancellor and President.
Note: For category A and B events you are not required to submit an event proposal, but we do recommend you complete a brief to ensure there is a clear purpose and goal to be achieved by facilitating the event.
C. High-profile external stakeholder events are events that follow ACU event protocols to ensure that high-profile external stakeholders are engaged with in a uniform and coordinated way. These events will always require official approval from the Office of the Vice-Chancellor and President as the Chancellor, Vice-Chancellor or Pro-Chancellor are required to host these events. These events must be approved verbally before a final date is decided via Outlook, as the date will depend on the availability of an appropriate host. Following verbal approval of the date, the National Manager, Events will send an Event Proposal form via a web link that must be completed with all relevant details by the event contact from the relevant department or faculty and approved officially by the office of the Vice-Chancellor and President.
If the Chancellor or Vice-Chancellor are unable to host, the OVC will find an appropriate proxy. In this case, event protocols will apply equally to their delegate/s, Deputy Vice‐Chancellor or other nominated representative for any occasion at which he/she officiates, or is present as a delegate. The ACU Events team within Marketing and Communications will organise and manage these events under the direction of the Office of the Vice-Chancellor and President.
High Profile, External Stakeholder Events include, but are not limited to, events where the Chancellor or the Vice-Chancellor is acting as host, high-profile external stakeholders are invited and/or attending, such an external member of government or clergy or there is significant media involved.
To start the event planning process, please begin by referring to these three event categories that will allow you to determine which category your event falls within. If you aren’t sure, the Events team is always available to help, so please contact us to discuss your event.
Page last updated: 2017-12-08
Short url: http://www.acu.edu.au/445501