AUSTRALIAN INSTITUTE OF MUSIC (AIM)

SYDNEY CAMPUS

1 Foveaux Street Surry Hills NSW 2010
T 02 9219 5444
F 02 9219 5454
E enquiries@aim.edu.au

MELBOURNE CAMPUS

120 King Street Melbourne VIC 3000
T 03 8610 4200
F 02 9219 5454
E enquiries@aim.edu.au

AIM.EDU.AU

ABN 89 003 261 112
Provider No PRV 12050
CRICOS Code 00665C

Off-Site Event Approval Form

This form is to be used by staff who wish to engage in off-site events under the AIM brand. These events may be paid events or in a volunteered capacity. A business case must be provided to support AIM’s engagement in an off-site event before approval will be considered.

Before an ‘Individual’ (‘Individual’ means the AIM contact person), agrees to participate in an off-site event, consultation must take place with the relevant departments, with final approval coming from the Director of Finance or CEO.

Permission for AIM to participate in an off-site event will only be approved, once due consideration has been given to information as provided below, together with a business case to support this event.

Section 1: Personal Details

Name*

Section 2: Event Information

(If applicable)
Address*
Address of Event*
Start Date of Event*
End Date of Event*
Start Time of Event*
:  
End Time of Event*
:  
Does the event organiser have an existing relationship with AIM*
Does the event organiser hold Public Liability Insurance*
No File Chosen
File uploads may not work on some mobile devices.

If no, the event organiser/company will be required to provide a copy of their Public Liability Insurance before AIM participates in the event.

Provide a detailed description of the event and what services will be required of AIM staff and/or students. 

Be sure to include: 

  1. Dates
  2. Times
  3. Number of staff/students required
  4. Details of specific roles and responsibilities 
  5. Travel arrangements to and from the event
Will AIM be paid to participate in this event*
Will staff and/or students be paid to work at this event*

If no, volunteers are required to complete the Volunteer Agreement Form

Will the hire of AIM equipment be required*
Has a Risk Assessment been conducted of the event and premises*
No File Chosen
File uploads may not work on some mobile devices.

If no, a Risk Assessment must be completed before final approval will be given for AIM to participate in this event

Section 3: Marketing Department Approval

Before the Director of Sales and Marketing approves AIM to participate in this event, you must discuss with the Marketing team the types of AIM branded materials available for use at this event. Please provide a list of promotional materials and any associated costs involved.

Be sure to list: 

  1. Description of promotional material
  2. Quantity
  3. Cost

Section 3A: Marketing Department Approval

I, Director Sales and Marketing, approve the use of AIM's name in the above named event.*
To be completed by the Director Sales and Marketing
Director Sales and Marketing Name*
Date*

Section 4: Operations Department Approval

Before the Head of Operations (HO) approves AIM to participate in this event, you must discuss with the HO the implications this event will have on his staffing and resources. Please list below. You must also provide the HO with a copy of the completed Risk Assessment. 

Be sure to include:

  1. Staff involved
  2. Number
  3. Cost to Department

Please provide details of any Resources required (not covered by the Offsite Equipment Loan Agreement and Booking Form). 

Be sure to include:

  1. Resource Description
  2. Quantity
  3. Cost

Section 4A: Operations Department Approval

I, Head of Operations (HO), approve AIM to participate in the abovenamed event*
To be completed by the Head of Operations (HO)
Head of Operations (HO) Name*
Date*

Section 5: Finance Department/CEO Approval

Before the Director of Finance/CEO approves AIM to participate in this event, you must discuss with the Director of Finance/CEO, all costs involved with AIM participating in the abovenamed event. You must also provide a copy of the Event Organiser/Company’s Public Liability Insurance.

Be sure to include:

  1. Description of Costs
  2. Total Costs

Section 5A: Finance Department/CEO Approval

I, Director Finance/CEO, approve AIM to participate in this event.*
To be completed by the Director Sales and Marketing
Director Finance/CEO Name*
Date*

Section 6: Declaration and Submission

By submitting this form you:

Version Control

 Version: 1.1
 Effective: Study Period
 File location: SharePoint/Quality/Forms

 Last Updated: 23 August 2019
 Policy Owner: DOT
 Form Title: Off-Site Event Approval