Invite a dignitary to your event
Protocol protects and enhances the reputation of the University by providing support and advice for University staff and the Vice-Chancellor on planning and managing University events.
Protocol is guided by the Ministerial and Dignitary Protocol Guidelines, which apply to all UQ staff and students who want to engage with dignitaries or invite dignitaries to a UQ event.
The guidelines ensure that all invitations sent to dignitaries are strategic and monitored in order to protect the University’s relationship with these key external stakeholders.
How Protocol can help you:
- Provide advice on how to plan a strategic, successful event
- Assist you with inviting dignitaries to your event and managing dignitaries at your event
- Liaise with the Chancellor and Vice-Chancellor and President on your behalf
- Provide information on suppliers
Please contact us if you have any questions, we are happy to assist.
4. Event specific considerations
Hiring venues at UQ
The UQ community is able to book event spaces on campus at St Lucia, Herston and Gatton and off campus at UQ owned or affiliated venues such as Customs House, UQ Brisbane City, PACE and TRI. Institutes across UQ can also provide venues for events.
To book a space at a UQ venue either contact the venue directly or use the Teaching Space Management website, which manages all centrally and non-centrally controlled spaces at St Lucia, Gatton, Herston and PACE.
Please note, venue availability depends on the academic calendar. Certain venues also incur a hire cost. All this information can be found on the Teaching Space Management website.
Event budget
When creating your event budget, please refer to the UQ Hospitality Policy, Procedures and Guidelines and keep in mind the following:
- Food and Beverage Tax (FBT)
- Completing the UQ Hospitality Calculator
The cost of an event is to be covered by the UQ area, unless otherwise approved. Protocol does not assist with providing financial support.
Please contact the Finance and Business Services Division with all budget enquiries.
Event Budget template
Indigenous engagement resources
Resources can be found on the Reconciliation at UQ webpage, including:
- Acknowledgement of Country palm card
- Acknowledgement of Country PowerPoint slide
- Reconciliation Action Plan (RAP) terminology guide
- Welcome to and Acknowledgement of Country guidelines
Media
The Communications team within Marketing and Communication is the University’s central media contact. Communications can provide advice on media engagement, monitoring and support at events.
For any media enquiries or assistance, please contact Communications.
Security
The Approvals for events webpage provides details on if and when security need to be advised of events being held on campus. Security coordinates approvals and event control, as well as providing advice on what applications need to be submitted for an event, such as applications to provide alcohol at an event on campus. They can also be contacted for help with parking.
Depending on the size of the event, organisers should contact the PF Assist between 2 and 12 weeks before an event to begin the planning process.
Risk Assessments
A risk assessment should be completed by the event organiser for all UQ hosted events. Protocol completes risk assessments for Protocol managed events only.
For information about risk management at UQ and to access the risk register templates visit the Enterprise Risk webpage.