Event Security

No major event may proceed until security and safety matters have been considered and approved by the Investigations and Communications Coordinator or Security Manager.

Security requires detailed information about your event including; attending VIPs and/or considered threats or areas for concern (controversial topic, high media interest etc.)

The information you provide will be used to develop a risk/threat assessment for your event. Security will then determine what level of security (if any) will be provided.

This information, including contact details for event organisers, VIP's their staff and drivers should be forwarded to Security using the Security Event Proforma, not less than ten working days prior to the event. See section 6 ‘Resources' for Security contact details.

Note that the security office will be unable to provide the appropriate level of security unless this form is completed in sufficient detail.

http://www.pb.unimelb.edu.au/security/securityservices/reportevent.html

• Will there be any VIP's in attendance?
  Is there any risk associated with the VIP, present or historical? (You may need to contact their offices for further information.)
• Have the organizers considered the prospect of protesters or have there been any historical events of such a nature?
• What will be the expected number of attendees?
• Is the venue suitable?
• Will there be media present and if so in what context?

VIP's

Due to the changing global climate certain prominent leaders, politicians or speakers will attract more attention than others. If you are in any doubt as to the status of any speaker, guest or visitor and their potential to attract threats or protest action, please contact this office .

Traffic/Parking

To avoid disappointment and any last minute program changes it is advisable to contact the Traffic and Parking office parking@unimelb.edu.au for advice and permission before going to print with invitations. This especially important if you need to organise access to campus and car parking for VIPs. If your event will generate large numbers of visitors, Security may need to organise for gate staff to be on duty.

Check your proposed dates to see if they coincide with other major events on campus which may generate traffic congestion.

• Conferrings (graduation ceremonies) will generate huge numbers of visitors to campus.
• For conferring dates check the Student Administration ‘Information for Students' website at: http://www.studentadmin.unimelb.edu.au/

If your VIP requires vehicle access to campus, provide the details in the Security Proforma.

Note

Car parking on campus is limited. On campus parking is available to the general public after 4pm, Monday to Fridays, and all day at weekends. Payment in notes or coin is required for access.

All day parking at weekdays is available in the University Square car park for a fee; please visit the parking website for the current pricing . Please note, the car park does fill in the mornings and does not re-open until early to mid afternoon.

Please see the following link for further details.

www.pb.unimelb.edu.au/parking

Ushers

Note Security staff are not provided to carry out the duties of event Ushers

Event organisers are expected to comply with OH&S requirements and provide a sufficient number of trained ushers for the event.

The organising body must provide a minimum of one usher per fifty attendees (or part thereof) in a lecture/presentation environment. (i.e. 60 guests = 2 Ushers) 

Ushers Duties

• Control the flow of participants
• Be available at the entrances of the venue
• Provide seating assistance for participants
• Regulate the entry of attendees to the venue to avoid congestion.
• Consider having counters to accurately assess crowd capacity.
• Place signs on the door stating that the venue is full and no further admittance will be allowed
• Help participants exit the venue in a timely fashion
• Assist in an Emergency Evacuation
• Ensure that attendees don't sit on the floor, steps or block emergency exits.
• Please make yourself aware of protocols guiding intervention in the event of hecklers or other disruptions

If additional security is not allocated for your event the security control room ex 44674 will be provided with the date time and contact details of organisers and will be prepared to provide support in the form of additional security officers if necessary.

Please ensure any staff on duty are aware that to contact the control room in an emergency they can call ex 46666 or 1800 246 066.

Tips

No participants should block fire exits or stand/sit in the isles of a lecture theatre. Please consider the size/location of the venue before you book it.

• Have signs ready stating that the theatre is now full.
• Consider booking an overflow room with audio/video links to the main venue.
• If the event is a Melbourne University Student only event, consider having a no student card/no entry scheme.
• If the event is considered a security risk it is advisable to have a guest list which can be checked by Ushers/Security with the participants requiring identification on entry.
• Consider emailing participants prior to the event with detailed information regarding entry requirements i.e. where ID is required or personal possessions may be searched.

Protocol for the Ejection of a Person from a Venue

Generally Security will intervene without instructions if the physical well being of any individual attending is seen to be at risk.

In all other circumstances, Security will only intervene if requested to do so by the chair or other designated person . Please specify who this person will be and include full contact details.

• Depending on the circumstances and the seriousness of the incident, security, the chair or designated person may elect to revoke a person's right to remain in a venue.

• If the incident is not of a serious nature, the chair or designated person may issue a number of warnings to the persons concerned before revoking their right to remain in the venue.

• Once a person's right to remain in the venue has been revoked they must leave or be escorted out by security.

• In the event that there are a number of persons concerned, or removing the person(s) is logistically difficult, the chair or designated person may decide to cancel or postpone the meeting.

Possible Reasons for Ejection of a Person from a Venue

• Any threatening, intimidation or antagonistic behaviour by individuals or groups towards speakers, company representatives, staff or other students.

• Behaviour such as interjecting, shouting, pushing, throwing water , paint bombs, or other missiles.  

Banners in the theatre
Generally banners and placards are banned from venues because of OH & S concerns and their potential to cause injury or damage to property.

Please notify Security if you wish to apply to vary this protocol.

NB:

• If the risk and threat assessment does not meet the level where security will be provided, you may at your own expense request a security presence for the event.

• If you wish to avail yourself of this service please forward a detailed description of duties, dates and times to the Investigations and Communications Coordinator.

• You will be provided with an approximate cost of this service .

• If you then wish to proceed with this service, you will be required to provide a THEMIS code at the time of booking .

Please do not hesitate to contact this office should you require any further information.

Contacts

Event Security Management