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NEWCASTLE CITY CAMPUSVENUE HIRE GUIDE

CONTENTSAT A GLANCE 2New Space Teaching Spaces 2New Space Event Spaces 2Other City Venue Spaces 3Room Capacities 3

NEW SPACE 4Function and Event Spaces 4Immersive Theatre (X-G18) and the adjoining entry foyer 7Lectorial Theatre (X-101) and adjoining gathering space 9Collaborative TEAL (X-502) and adjoining space 11Flexi TEAL (X-803) and adjoining space 13Campus Green 15

WATT SPACE 17

ARRANGING AN EVENT AT NEW SPACE AND WATT SPACE 18Internal Venue Hire Checklist 19

UNIVERSITY HOUSE 21

THREE76 HUB 23Front Space 23

THE CONSERVATORIUM 25

ARRANGING AN EVENT AT OTHER CITY CAMPUS VENUES 26Internal Venue Hire Checklist 27

FURTHER INFORMATION 28Ancillary Costs for Venue Hire 28Relocations and Cleaning 28Catering 28Hiring of Additional Equipment 29Security 29Parking and Transport 29

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AT A GLANCEThe Venue Management Team within Infrastructure and Facilities Services (IFS) has put together this venue hire guide to assist the UON staff community in the organisation of a function or event in the Newcastle City campus.

The City campus comprises of our newest building NeW Space, along with Watt Space, University House, Three76 Hub, and The Conservatorium. There are several venue spaces available for your next event across these five locations. Each building and room has unique features so please use this guide to help you determine the best venue space for your event.

NEW SPACE TEACHING SPACESUON staff can book all teaching spaces in NeW Space via the online room booking system ‘Scientia’ outside of scheduled timetabling.

For further information regarding availability and booking of teaching spaces in NeW Space please email room-bookings@newcastle.edu.au

NEW SPACE EVENT SPACESIf you are looking to hold an event in NeW Space there are five areas that have been identified as suitable to hold functions or events when not in use for our students. These spaces include the Immersive Theatre (Ground Floor), Campus Green (Ground Floor), Lectorial Theatre (Level 1), Collaborative TEAL (Level 5) and Flexi TEAL (Level 8).

The Venue Management Team within Infrastructure and Facility Services are responsible for the venue management of these spaces outside of their timetabled use, but not the organisation of the actual event or function. The team can provide guidance and assist in booking these spaces.

For further information regarding availability and booking at a NeW Space event space please contact venuesandevents@newcastle.edu.au

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OTHER CITY VENUE SPACESIf you would like to book at other City campus venues including University House, Three76 Hub, and The Conservatorium, please see the further information within this document.

Note: The University of Newcastle will not be making the NeW Space building available to external parties for functions or events in 2017. Please note University House is not available for events until 2019.

CAPACITY THEATRE CLASSROOM COCKTAIL BOARDROOM DIMENSIONS AREA (m2)

NEW SPACE

Immersive Theatre 90 90 NA NA NA - 200

Lectorial Theatre 112 112 NA NA NA - 250

Collaborative TEAL 150 100 72 150 40 20 x 14 x 10 x 12m 170

Flexi TEAL 80 50 40 80 20 10 x 7 x 11 x 9m 85

Campus Green 500 N/A N/A 500 N/A - 650

WATT SPACE

Gallery 1 80 50 NA 80 NA 6 x 9m 51

Gallery 2 80 30 NA 80 NA 4 x 5m 21

Foyer 50 NA NA 50 NA 3 x 12m 36

Entire Gallery 250 NA NA 250 NA - 117

THREE76 HUB

Front Space 40 40 36 40 N/A 6.2 x 6.8m 42

THE CONSERVATORIUM 400 NA NA NA - -

UNIVERSITY HOUSE NA NA NA NA NA NA

ROOM CAPACITIES

* Some furniture will need to remain in room as storage at New Space is limited.

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NEW SPACEFUNCTION AND EVENT SPACESAll rooms in NeW Space are teaching spaces and are subject to timetable requirements for both the Faculty of Business and Law and the School of Creative Industries in the initial opening period. As the main users of the teaching spaces within NeW Space, consideration should be given to the students’ teaching and learning needs when holding events in open spaces within the building.

IMMERSIVE THEATRE LECTORIAL THEATRE COLLABORATIVE TEAL FLEXI TEAL CAMPUS GREEN

Capacity 90 112 150 80 500

Location Ground Floor First Floor Fifth Floor Eighth Floor Ground Floor

Room Number X-G18 X-101 X-502 X-803* N/A

Type of event

Conference Lecture Public talk

Conference Lecture Public talk

Conference Lecture Public talk Cocktail Banquet

Conference Lecture Public talk Cocktail Banquet

Cocktail Student Activation Staff Gathering

Adjoining gathering

space (non-bookable)

Furniture Fixed Fixed Movable/removable Movable/removable Fixed

AV (in room)

Fixed Lectern

2 x Projectors

180” Main Screen

100” Secondary Screen

(VC mode only – far end image)

1 x Lapel, 1 x Hand held Mics*

Video Conferencing

*See below for group table AV

Fixed Lectern

2 x Projectors

200” Main Screen

65” LCD Display Secondary

Screen (VC mode only – far end image)

1 x Lapel, 1 x Hand held Mics*

Video Conferencing

**See below for group table AV

Fixed Lectern

3 x Projectors

150” Screen

2 x 65” LCD Displays

1 x Lapel, 1 x Hand held Mics*

Fixed Lectern

No Central Screens

Each table group has a trolley that can swivel with:

• 55“ LCD Display

• 1 x Lapel, 1 x Hand held Mics*

• 1 x PC, keyboard and mouse

• Wireless connectivity for BYOD

Power is available via a three-phase power outlet on the top-level tier

Catering / food No food in venue No food in venue

* Please note: Microphones are unable to be moved between rooms as these have been specifically programmed to meet the business requirements for each teaching space and are not interchangeable.

** Each table group has: 27” display screen, 1 x PC under bench, keyboard and mouse, Wireless connectivity and power for BYOD, microphone and buttons to request talk control.

RECOMMENDED SPACESWithin the NeW Space building, there are five (5) spaces that have been identified as suitable to hold events or functions – The Immersive Theatre, Lectorial Theatre, Collaborative TEAL, Flexi TEAL, and the Campus Green.

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CHOOSING A SPACE TO HOLD YOUR EVENTThe building design is intended to be open and accessible with a range of student social spaces and learning commons within the building.

When organising an event, consideration needs to be made regarding access for both your guests and for others using the building in these open spaces.

• All teaching rooms and room numbers are located on the NeW Space floor plans available at newcastle.edu.au/__data/assets/pdf_file/0015/345111/New-Space-Floor-Plan.pdf

• For the identified rooms that can be used to hold events, there are a range of gathering spaces located outside the venue rooms on each floor that can be used for mingling, or set up as a registration/exhibition space for a symposium/talk/lecture.

• The proposed use of these gathering spaces must be included in the booking request.

• Functions and events should only be considered in open spaces if they do not impact the staff or students that may be using the spaces for study or work.

• Should you require extra classrooms/meeting rooms for your break, these could be available depending on timetable requirements.

• There is a loading dock located on the ground floor of NeW Space which has the capacity to deal with a maximum of five (5) vehicles at any one time. The loading dock is for the receiving of goods and services and is not accessible by staff. The loading dock will be in operation 24/7 and can be accessed via restricted swipe access only. Please note, the pedestrian access road leading to the loading dock is not available for events as it needs to remain clear for emergency services.

AVAILABILITY• Event organisers wanting to hold events in NeW Space

need to consider holding the event on weekends, during semester break or in the evenings (subject to timetabling) after classes have concluded to minimise disruption to students and classes. newcastle.edu.au/current-students/study-essentials/key-dates

• Booking of teaching rooms within NeW Space may be approved after review of timetable needs. Current timetabling has students commencing classes from 8:00am to 10:00pm weekdays.

• Functions or events that have been approved to take place during semester and the working week need to be mindful to minimise any disruption or disturbance to timetabled classes and building operations.

• IFS is responsible for the booking of the five (5) identified spaces for events. Booking of all other teaching spaces are through Room Bookings syllabus.newcastle.edu.au/scientia/wrb.htm Please see newcastle.edu.au/__data/assets/pdf_file/0015/345111/new-space-floor-plan.pdf to view other floor plans.

POINTS TO NOTE• The pedestrian access between NeW Space and University

House is unavailable to be used for events and functions as pedestrian access needs to be maintained always.

• Christie Place is not owned by the University and is subject to Newcastle City Council rules for use of public spaces. Please visit the Council website newcastle.nsw.gov.au/explore/things-to-do/event-planning for more information.

• There is no public access to the roof. This is a confined space and access is restricted to inducted contractors undertaking work on the plant room.

EXTERNAL USERSThe University of Newcastle will not be making the NeW Space building available to external parties for functions or events in 2017.

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IMMERSIVE THEATRE (X-G18) AND THE ADJOINING ENTRY FOYER An ideal space to immerse your event in the vibrancy of the campus. The ground floor Immersive Theatre has easy ground floor access from Christie Place.

KEY ATTRIBUTES• The room is fully enclosed and is technology enabled.

• This is a tiered space with 18 fixed semi-circular booths. Furniture in this room cannot be removed or reconfigured.

• There is a fixed lectern at the front of the room.

• There are automated blackout blinds to external windows.

• The adjoining gathering space is not bookable through the UON room booking system and as such coordinating with building users is required.

• This space is one of the key entry points for the building and will be busy during all teaching periods.

• The registration/gathering space for your event is identified as Gathering Space on the floor plan and is located outside of the Immersive Theatre. Bollards can be provided to cordon off a space for your event.

• There are no break out rooms available on this floor.

IMMERSIVE THEATRE

X-G18

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LECTORIAL THEATRE (X-101) AND ADJOINING GATHERING SPACEWith stunning views along Hunter street and over the ground floor spaces on the campus, this theatre is bursting with natural light with full height glass walls on two sides.

KEY ATTRIBUTES• This space has 16 fixed tables seating 7 people per

table. Furniture in this room cannot be removed or reconfigured.

• There is a fixed lectern at the front of the room.

• Maximum capacity is 112 people.

• There are automated blackout blinds to external windows.

• This is space is located close to the large student kitchen and social space.

• Pedestrian access to this floor via the escalators and internal stairs is located in close proximity to the room and gathering space.

• The adjoining gathering space is not bookable through the UON room booking system and as such coordinating with building users is required.

• The registration/gathering space for your event is identified as Gathering Space on the floor plan and is located outside of the Lectrorial Theatre.

• Bollards can be provided to cordon off an area for your event.

• There are no break out rooms available on this floor.

LECTORIALTHEATRE

X-101

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COLLABORATIVE TEAL (X-502) AND ADJOINING SPACEWith elevated views along Hunter Street and access to an outside gathering space, level 5 is the space that provides the most flexibility for hosting events in the building.

KEY ATTRIBUTES• The room has 12 moveable tables seating 6 people per

table. Maximum capacity using this set up is 72 people.

• There is a fixed lectern and manual brownout blinds to external windows.

• This space is located on the floor that also hosts the staff kitchen and outside collaborative space. Access to these areas should not be obstructed during peak teaching periods.

• Events in this space are best held on weekends, outside of teaching times or evenings (subject to timetabling) to minimise impact on staff.

• This space has removable furniture (apart from the lectern and associated computer screens). Various room configurations can be arranged including the existing collaborative teaching style.

• When booking this space for a function, event organisers will also need to book the adjoining meeting rooms.

• When using this teaching room for an event/function, event organisers will need to cordon off the entire floor from the lift lobby and the internal stair access. Staff can still access workspaces from the secure access door.

• Staff will still need to have access to the Staff Lounge and outdoor urban room during peak teaching periods.

COLLABORATIVE TEALX-502

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FLEXI TEAL (X-803) AND ADJOINING SPACEWith stunning views of Newcastle Harbour and Nobby’s Beach, this room could be a great space for small dinners or cocktail functions outside of teaching periods.

KEY ATTRIBUTES• The room has 10 moveable hexagonal tables seating 4

people per table. Tables can be moved to form 4, 8, or 12 persons per table. Maximum capacity with this set up is 40 people.

• There is a wall mounted fixed lectern.

• The adjoining student learning/social space has views of the floor below and a range of loose furniture to utilise.

• Event organisers using this space will need to consider cordoning off the lift to restrict accessing the floor and student learning/social space.

• This floor includes the offices of Executive staff.

• The adjoining boardroom is a key staff meeting room within the building.

• It is recommended that the Mock Boardroom teaching space (X-802) and associated break out space (X-804) also be booked when holding events in this space.

FLEXITEALX-803

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CAMPUS GREENThe Campus Green is a beautiful tiered outdoor recreation space located on the ground floor at the Eastern side of the building and includes a combination of grassed, paved and compacted granite areas.

The space would suit a student activation or cocktail style event (weather permitting). A walkway accessible by the public runs adjacent to the grassed area and The Civic Theatre joining Hunter Street and Christie Place.

Note – the grassed area is not a level surface and follows the gentle slope of the land.

KEY ATTRIBUTES• The entire space is 650m2 with access to the Campus

Green via the eastern building entry.

• The space is fully exposed to the weather with minimum shelter, however there is a small awning attached to the building in one area providing some protection.

• There are three sets of fixed tables and bench seats on the grassed area in addition to fixed bench seating in the paved areas.

• Power is available via a three-phase power outlet on the top-level tier.

t[ejd]

Three Phased Power −

NEW SPACE BUILDING

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WATT SPACEGALLERY 1 GALLERY 2 FOYER

ENTIRE VENUE (INCLUDING GALLERY 3)

Capacity 80 80 50 250

Cocktail 80 80 50 250

Theatre 50 30 NA NA

AVMicrophone

Data ProjectorMicrophone Microphone Microphone

Watt Space Gallery forms part of Northumberland House, in the heart of Newcastle’s cultural centre and adjacent to the University’s NeW Space premises. It offers a unique venue for presentations, product launches, private celebrations and other special events.

Set amongst inspiring contemporary works by current students of the University of Newcastle, Watt Space provides an exciting backdrop that can ensure your occasion is distinctive and enjoyable.

The timing of events is limited to outside of Gallery hours, and the setup of the event may be inhibited by the works currently on display.

KEY ATTRIBUTES• High ceilings and parquetry flooring.

• Spaces can be booked as individual rooms or the entire venue can be booked.

• Entire venue can hold up to 100 people seated throughout the various rooms and up to 250 for a cocktail event.

• Sculptural installations may occasionally hinder some floor space.

• 50 x chairs and 2 x trestle tables are included.

• Kitchenette has under cabinet fridges, dishwasher and limited glassware. Anything outside of this needs to be hired.

NAuckland Street

ROOMSRoom Type Room # CapacityFoyer G02 -Gallery 1 G03 -Gallery 2 G14 -Gallery 3 G06 -

* Fixed Furniture

KEYNo.

First Aid Kit 1Emergency Exit 2Bookable Space 4Non-Bookable Space 4Kitchenette/Bar 1

Gallery 1

Foyer

Gallery 2

G03

G03C

G03

B

G03

A

G04G05

G16

G01

G00

G02

G02A

G10

G11

G09

G07G07A

G14G

14A

G15

VD01

Media/Project Space

Outdoor Area

G06

G08G20

G13

G12

Gallery 3

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ARRANGING AN EVENT AT NEW SPACE AND WATT SPACEThe Venue Management Team within Infrastructure and Facilities Services (IFS) is responsible for the venue management of these spaces but not the organisation of the actual conference or event. However, should you require any assistance the Venue Management Team is available to provide guidance or answer any questions you may have.

The internal venue hire checklist below provides an outline of the step-by-step process and responsibilities for UON staff when organising an event.

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INTERNAL VENUE HIRE CHECKLIST

STEPS RESPONSIBLE PARTY

BEFORE YOUR EVENT EVENT ORGANISER IFS

Seek approvals within your Faculty or Division within NeW Space. Please be mindful that you are responsible for but not limited to:

• Relocations

• Cleaning

• Additional AV/IT

• Security

• Catering

• Additional furniture from external providers

Choose a room suitable to hold your event in NeW Space. Complete the event booking form available at facilitiesmarketing.wufoo.eu/forms/university-of-newcastle-staff-event-enquiry-form

Consult with building users and timetabling regarding the event.

Confirm venue hire and provide associated paperwork to event organisers.

IFS and event organisers to discuss event set up requirements (on-site meeting may be required) and IFS to provide assistance where needed.

Arrange additional equipment, furniture, catering, relocations and cleaning if required.

Suppliers of equipment and catering may require a contractor’s induction. Please seek IFS advice.

Ensure UON staff have been inducted into NeW Space.

Confirm event details and provide associated paper work to IFS no later than 2 week prior to event date.

ON THE DAY OF EVENT

Relocations team to set up/remove furniture if required.

Arrange room set up requirements in accordance with event plan.

Oversee contractors throughout the day of the event.

Arrange room set up requirements in accordance with event plan.

Oversee the bump out and associated cleaning and reconfiguration requirements.

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UNIVERSITY HOUSEUON is undertaking significant restoration works on the State heritage listed former NESCA House. University House, as it is now known, is a significant example of classic Art-Deco style and the restoration project will ensure future generations can enjoy the building.

Please note this venue is not available for events until 2019.

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THREE76 HUBThree76 Hub is a co-working innovation space. Three76 Hub brings together the various elements of the local innovation ecosystem required to support start-ups in the Hunter Region - researchers, students, developers, entrepreneurs, investors, technical specialists and business advisors.

Three76 Hub helps to launch spinoffs and start-ups, attract investment and businesses to the Hunter Region,

encourage innovation and commercialisation and produce the next generation of entrepreneurs, business leaders and inventors.

As Three76 Hub is an operational co-working space, other areas of the spaces are used by paying members for desktop work, meetings and meal preparation. The venue has one space that can be booked by non-members for venue hire.

CAPACITY THEATRE CLASSROOM COCKTAIL BOARDROOM DIMENSIONS AREA (m2)

Front Space 4040 (mix of chairs and stools)

36 40 N/A 6.2 x 6.8m 42

FRONT SPACEFront Space has direct access to Hunter Street with lots of natural light. Front Space is perfect for small-sized events including presentations, workshops, seminars and webinars and includes an 80” presentation screen which has capability for wireless or direct (HDMI) connection to a laptop.

Hire of Front Space also includes use of Three76 Hub’s Kitchen Space for additional seating, event registration, catering service and general overflow area for Front Space during breaks.

It is important to note that Front Space is not private. Whilst members will not walk through the Front Space during events, you can expect members to move about the rest of the floor and conduct quiet conversations as they go about their business building their startup.

For more information or to make a booking please contact the event coordinator on 02 4921 6951 or three76@newcastle.edu.au

KEY ATTRIBUTES

• Perfect for theatre, cocktail, or classroom type events.

• Furniture includes an education swivel chair x 12, Stackable chair x 18, Bar stool x 10, Bar table x 2. All furniture can be removed and furniture hire is allowed.

• AV includes Sharp 80” high-definition LED display screen and a Sharp Soundbar

• Bookings to be made directly with Three76 Hub three76@newcastle.edu.au

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THE CONSERVATORIUMThe Conservatorium’s 400 seat concert hall located in the heart of the Newcastle CBD is a fantastic location to hold concerts, lectures, master classes, private functions and more. It is available for hire by students and staff of the University of Newcastle, theatre and production companies, schools, community groups and members of the general public.

For more information on stage details, lighting and sound, hire inclusions and full auditorium details and charges, please visit newcastle.edu.au/community-and-alumni/arts-and-culture/the-conservatorium/book-an-event

To make a booking please contact the Events and Activities Coordinator on (02) 4921 6836 or soca-events@newcastle.edu.au

KEY ATTRIBUTES• 400 seat raked auditorium

• Sprung brush-box stage floor

• Furniture in this room is fixed and cannot be removed or reconfigured

• Bar and box office facilities available to hire on request

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The Venue Management Team within Infrastructure and Facilities Services (IFS) is responsible for the venue management of these spaces but not the organisation of the actual conference or event. However, should you require any assistance the Venue Management Team is available to provide guidance or answer any questions you may have.

ARRANGING AN EVENT AT OTHER CITY CAMPUS VENUES

The internal venue hire checklist provides an outline of the step-by-step process and responsibilities for UON staff when organising an event.

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INTERNAL VENUE HIRE CHECKLIST

STEPS RESPONSIBLE PARTY

BEFORE YOUR EVENT EVENT ORGANISER

Please be mindful that you are responsible for but not limited to:

• Relocations

• Cleaning

• Additional AV/IT

• Security

• Catering

• Additional furniture from external providers

Choose a room suitable to hold your event.

• For The Conservatorium contact (02) 4921 6836 or soca-events@newcastle.edu.au

• For Three76 Hub contact (02) 4921 6951 or three76@newcastle.edu.au

• For all other venues in the City campus book through Room Bookings syllabus.newcastle.edu.au/scientia/wrb.htm

Consult with building users and timetabling regarding the event.

Arrange additional equipment, furniture, catering, relocations and cleaning if required.

Suppliers of equipment and catering may require a contractor’s induction. Please seek IFS advice.

Ensure UON staff have been inducted into the event spaces.

ON THE DAY OF EVENT

Relocations team to set up/remove furniture if required.

Arrange room set up requirements in accordance with event plan.

Oversee contractors throughout the day of the event.

Oversee the bump out and associated cleaning and reconfiguration requirements.

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FURTHER INFORMATIONANCILLARY COSTS FOR VENUE HIREThe hire of rooms within the City campus is at no charge to UON Faculties and Divisions, however, there are some costs that are associated with venue hire if these services are required. These may include:

• Relocations

• Cleaning

• Security

• AV Support

• Hiring of any additional furniture/equipment

Costs will be quoted to the staff member requesting these services and will be dependent on the job requirements. Please contact the Venue Management Team for indicative costs.

RELOCATIONS AND CLEANINGRelocations and cleaning requests are submitted through Maximo and should be submitted at least five (5) business days prior to your event.

Relocation requests are necessary if you have a specific floor plan for your event in which the furniture in the booked space needs to be rearranged. A relocations Maximo needs to be submitted for both set up and pack down requirements. Please be as specific as possible when advising set up and pack down dates and times, for example: if you are unable to access the venue to set up until a specific time due to another class/event please note this information on the Maximo. After submitting a Maximo it is highly recommended to email the floor plan of the room to IFS-OPS@newcastle.edu.au to ensure the exact set up requirements are met.

General cleans are scheduled daily Monday - Friday and include: bin change, wipe over of desks, vacuum and general tidy of room and toilets. For any additional cleaning outside of the general clean, a cleaning Maximo needs to be submitted. An example where an additional clean may be necessary would be classes or other events utilising the venue throughout the day resulting in an extra clean required right before your event. An additional clean will also be required for events held over the weekend.

CATERINGProcurement are currently undertaking a thorough tender process to determine a list of preferred catering companies and associated organisational rates. Catering, utensils and crockery can be ordered through external companies. In the instance that the provider is required to set up any catering requirements, for example a set up requiring tablecloths, bain-marie or formal table settings etc. they may need to complete a contractor’s induction. Please contact the Venue Management Team for more information.

Staff members are to abide by the UON Alcohol and Other Drug policy, section 3.5.

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HIRING OF ADDITIONAL EQUIPMENTIf you require additional furniture for your event this will need to be sourced from an external provider. We recommend Newcastle Event Hire for function and event furniture.

External AV companies who have worked closely with UON include:

• A1 Audio

• Scion Audio

• Fordtronics Video and Sound

SECURITYIf your event is after-hours (weekdays after 5:00pm or weekends/public holidays), an email to notify security needs to be sent to supervisors-security@newcastle.edu.au

If you require a building Warden or First Aid Officer, or you feel there may be security concerns e.g. potential protesters or persons of concern in attendance, a security Maximo should be submitted and the Safety and Security Manager will make a determination as to whether a Security Officer/s will be deployed.

PARKING AND TRANSPORTIt is important to note that there are limited parking spaces in the City campus buildings. Visitors to these venues will need to find solutions that meet their needs and these can include on street parking, parking in nearby parking stations, catching public transport or using a taxi service.

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