• Section 1 - Purpose and Context
• Section 2 - Definitions
• Section 3 - Policy Statement
• Section 4 - Procedures
• Section 5 - Guidelines

Section 1 - Purpose and Context

(1) The University of Western Sydney recognises that conferences are an important part of the academic, community engagement and commercial activities of the University. There are significant benefits for the University and staff through appropriate involvement in conferences from the sharing of knowledge, enhancement of the image of the University and potentially, in increased earnings.

(2) This document sets out the policy of the University of Western Sydney with respect to conferences involving the University which are open to participation by external parties. The nature of the involvement could include organisation, sponsorship, co-branding or funding. It excludes conferences which are open to participation by University staff, students and/or contractors only, which are covered in the Retreats and Conference Policy.

(3) The purpose of this document is to provide guidance to all staff, students and contractors in the management of University resources and risks in order to facilitate the smooth conduct of conferences. Any conference proposal would need to comply with the Commercial Guidelines of the University and other policies as applicable.

Section 2 - Definitions

(4) For the purposes of this policy:

1. conference - means any discussion or sharing of ideas through a formal event which involves the University and is open to participation by external parties by registration and involves single or multiple concurrent, or separate sessions and may involve payment of fees. (If further clarification is required on the definition, contact the Finance Office ).

Section 3 - Policy Statement

(5) Conferences are an important part of the academic, community engagement and commercial activities of the University. There are considerable benefits for the University and staff through appropriate involvement in conferences from the sharing of knowledge, enhancement of the image of the University and potentially, in increased earnings. Given the value of conferences and potential risks if the University's involvement is inappropriately managed, this policy aims to ensure the achievement of the following key objectives:

1. Clear procedures and processes to staff organising conferences;
2. Risk management procedures and processes for conference organisers and the University;
3. Protection of UWS image, reputation and assets including its intellectual property, facilities and staff;
4. Guidelines on avoiding conflict between the objectives of the conference and the interests of the University and/or its entities; and
5. Management of financial, human and systems risks.

(6) The University requires compliance with UWS Policies listed in the Associated Information page in any involvement with conferences, including but not limited to:

1. The right to specify financial returns on use of University resources in accordance with the UWS Commercial Activities Guidelines. These include but are not limited to financial, human, systems and organisational resources,
2. The Space Management Policy where the conference uses UWS physical facilities,
3. Work Health and Safety Policy and,
4. UWS Code of Conduct.

(7) In addition the University has specific compliance requirements with respect to the use of the University Brand (eg Logo) and University visual identity. Further information is available on the University's Visual Identity webpage.

(8) The University will not have any involvement with conferences that involve the promotion of the following:

1. tobacco, alcohol or use of other addictive substances;
2. gambling;
3. use of weapons or ammunition;
4. "Adult Services" and pornography;
5. Discrimination or vilification of a person or section of the community because of race, ethnicity, nationality, sex, age, religion, disability or political belief; and
6. Any illegal activity.
7. portrays, promotes, implies or suggests any other thing which, in the reasonable view of the Vice-Chancellor of the University, would damage the reputation, standing or brand of the University.

Section 4 - Procedures

(9) All Conferences must have a senior University sponsor who has overall responsibility and accountability for the involvement of the University. The sponsor may delegate operational responsibilities to a designated project manager to ensure the following:

1. Academic and professional standards and appropriate sign off;
2. Administration and organisation including advertising, administration, registration, revenue management, accounting, parking, signage, catering and cleaning practices of the University, where applicable;
3. Compliance with relevant University policies; and
4. Financial control including compliance with the Delegations (Administrative) Policy and the Commercial Activities Guidelines.

(10) Academic approvals should be sought from the relevant Dean, as required.

(11) Financial approvals should be sought from the appropriate Delegate in accordance with the University's Delegations (Administrative) Policy.

(12) All bids to host a conference will require completion and approval of a conference business case prior to submission of the bid. All bids are to be approved by the appropriate University Delegate in accordance with the University Delegations (Administrative) Policy, prior to submission of the bid. Assistance may be available in bid production from the Finance Office.

(13) It is recommended that University facilities are utilised where available. If the conference is on campus, then coordination is required with the use of facilities as contained in the 'Space Hiring - Venue Management' Policy. Where a web presence is required for a conference, the business case must include provisions for both implementation and maintenance and/or a timeline for decommissioning. When a conference is hosted by the University on University facilities, administration and organisation can be outsourced, or alternatively needs to be coordinated in conjunction with the following areas:

1. Advertising - Office of Marketing and Communication;
2. Facilities lease - UWS Venues;
3. Web presence - Office of Marketing and Communication;
4. Insurance - Finance Office;
5. Parking - Campus Safety and Security;
6. Security - Campus Safety and Security;
7. Signage - Office of Capital Works and Facilities;
8. Catering - uwsconnect if selected;
9. Cleaning - UWS cleaning contractors through the Office of Capital Works and Facilities; and
10. Travel - Finance Office.

(14) Any conference involving the University which generates revenue and/or incurs expenses recorded in the financial systems of the University will attract a University levy irrespective of the location of the conference (i.e. on campus or off campus).

(15) Where the University organises a conference on behalf of an external organisation which involves the payment of monies from/to the organisation, a contract is required between the parties which clearly outlines the rights and obligations of the parties and should be executed by the authorised delegate in accordance with the University's Delegations (Administrative) Policy.

(16) Any area organising a University conference requiring external sponsorship funding should submit prior written notification to the Finance Office of intended requests. Where possible, the Finance Office will assist in leveraging the University relationship to facilitate sponsorship of conferences.

Section 5 - Guidelines

(17) The conference's revenues and costs must be identified for business case approval. The Associated Information page includes a budget template with the key financial parameters to be considered and business case guidelines to aid in the development of the business case. Refer also to the Conference Business Case Preparation Guidelines.