# Planning an event at UQ

**Source**: https://campuses.uq.edu.au/information-and-services/events-functions/plan
**Parent**: https://life.uq.edu.au/campus-spaces

A range of events are held at UQ campuses each year, including concerts, performances and movie nights. There are a number of outdoor spaces available at St Lucia that you can book for your next event, including the:

- Forgan Smith Lawns
- Grassy Knoll
- UQ Art Museum lawn
- Dr Mary Mahoney AO Amphitheatre.

For a full list of available sites, view the [map of outdoor locations (PDF, 5.2 MB)](https://campuses.uq.edu.au/files/34376/bookable-event-sites.pdf). You can also [book other spaces at UQ](https://campuses.uq.edu.au/information-and-services/events-functions/bookable-spaces).

[BBQ sites (PDF, 3.5 MB)](https://campuses.uq.edu.au/files/34573/01-st-lucia-event-bbq-site-map.pdf) operate on a first-in, first-served basis and cannot be booked in advance.

View this [infographic (JPG, 185.9 KB)](https://campuses.uq.edu.au/files/35613/event%20application%20process.jpg) for clear steps on the event application process.

1. [Check if you need approval](https://campuses.uq.edu.au/information-and-services/events-functions/plan?p=0#0)
2. [Before you apply](https://campuses.uq.edu.au/information-and-services/events-functions/plan?p=1#1)

1. [What to consider](https://campuses.uq.edu.au/information-and-services/events-functions/plan?p=2#2)
2. [How to apply](https://campuses.uq.edu.au/information-and-services/events-functions/plan?p=3#3)

## 1. Check if you need approval

If you'd like to host an event at a UQ location, you may need approval.

Types of events that **need approval** include:

- concerts, performances and other ticketed events
- movie nights
- public forums and conferences
- events for students like Open Day and market days
- events by external organisers
- events that include service of alcohol
- events held at any of the sites on the [map of outdoor locations (PDF, 5.2 MB)](https://campuses.uq.edu.au/files/34376/bookable-event-sites.pdf).

Other activities **don't need approval**. These include:

- teaching and learning activities (e.g. lectures, tutorials, labs, practicals)
- staff training
- morning and afternoon teas
- student induction events critical to the enrolled program at non-UQ locations
- events organised at external spaces
- using the BBQs
- visiting the [community gardens](https://campuses.uq.edu.au/information-and-services/services-and-shops/community-gardens).

If you are unsure if your event requires approval, contact the Events Approval Team at [pfassist@pf.uq.edu.au](mailto:pfassist@pf.uq.edu.au) before you apply.

[Before you apply Next](https://campuses.uq.edu.au/information-and-services/events-functions/plan?p=1#1)

- [Bookable spaces at UQ](https://campuses.uq.edu.au/information-and-services/events-functions/bookable-spaces)
- [Planning an event at UQ](https://campuses.uq.edu.au/information-and-services/events-functions/plan)
- [UQ events](https://www.uq.edu.au/uq-events/)
- [Alcohol on campus](https://campuses.uq.edu.au/information-and-services/events-functions/alcohol)

For event enquiries please contact:

### PF Assist Property and Facilities

[pfassist@pf.uq.edu.au](mailto:pfassist@pf.uq.edu.au)

**Forms and guides:**

- [Event management risk assessment form (DOCX, 54.8 KB)](https://campuses.uq.edu.au/files/31303/Event%20Management%20Risk%20Assessment%20Form.docx)
- [Events application form](https://forms.office.com/pages/responsepage.aspx?id=z3fjtrOdy0aRovrZYFuxXGFvwznKldNGoHO1fPexnWpUOFVJNlk1U0lFSVFQQzBOUUxWVkZKODNNQy4u&route=shorturl)
- [Event Application Process infographic](https://campuses.uq.edu.au/files/35613/event%20application%20process.jpg)