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But the actions of the Dunedin City Council-owned company - which operates Forsyth Barr Stadium, the Dunedin Town Hall and other venues - will be scrutinised as part of a wider review to be carried out by the city council.
The New Zealand Minerals Forum is scheduled to hold its annual three-day conference at the Dunedin Centre - including the town hall - beginning on May 28.
The programme includes a welcome by Mayor Dave Cull and talks on mining investment opportunities in New Zealand, the coal user-climate change "dilemma", best-practice environmental management and new low-carbon technologies.
Protesters are already planning to make their voices heard at the event, and yesterday Wise Response environmental group chairman Sir Alan Mark questioned Dunedin Venues' actions.
In a letter to the Otago Daily Times, he asked whether Dunedin Venues had complied with its own policy, set out in its statement of intent, to "exhibit a sense of social and environmental responsibility".
The council also had a policy on achieving net zero carbon emissions in the city by 2050, and the company was supposed to bring any potential conflicts with policies to the council's attention, he said.
Councillors appeared to be unaware of the situation when the event was made public.
A Dunedin Venues spokeswoman, in a statement yesterday, said the company did not believe the booking and its commercial actions were in conflict with other council policies.
The standard booking process was followed but no conflict was identified, so the council was not informed, she said.
"The Dunedin Town Hall is a community venue that is a neutral platform that is available for parties to express their views but does not imply the city's support for any said party."
Dunedin Venues had since discussed the booking with council staff, after public concerns were raised, and learned the council would be reviewing booking policies as a result, she said.
Mr Cull said yesterday that would not stop the minerals forum going ahead, but Dunedin Venues' approach would be considered as part of the wider review.
"We will be looking at just how that policy was intended to be implemented and whether we need to adjust the understandings between DVML and the council on that."