Terms and Conditions
General Terms and Conditions
Any sponsorship or advertising arrangement UMSU undertakes must not compromise UMSU’s reputation, public image, probity or its ability to fulfil its duty and function the welfare and representation of students, and UMSU reserves the right to not enter into arrangements that may compromise this.
UMSU will not enter into sponsorship or advertising arrangements with a potential sponsor or advertiser whose interests, objectives and/or mission are in actual conflict with those of UMSU.
Advertising and promotions will be refused if the promotion/advertisement, advertiser/sponsor:
contravenes the UMSU Constitution
pollutes land, air or water excessively
destroys or wastes non-recurring resources or valuable environments
finances or supports activities which cause environmental or social harm
markets, promotes or advertises products or services in a misleading or deceitful manner
acquires land or commodities primarily for the purpose of speculative gain
violates labour rights, including exploitation of workers through the payment of below award wages or poor working conditions
engages in corruption or bribery
creates, manufactures, encourages or perpetuates militarism or engages in the manufacture, -distribution or sale of armaments
manufactures or promotes tobacco products
discriminates by way of race, cultural background, sexual orientation, religion, belief, ability, age or gender in employment, marketing or advertising practices
contributes to the inhibition of human rights generally
operates using sexist or racist attitudes and or practices, including using degrading or sexist -advertising images
has militaristic associations or supports oppressive governments
operates with a disregard for indigenous peoples claims to the resources or land that they are exploiting
All advertising and promotions are subject to UMSU’s policies. UMSU Inc. may exclude or request amendments to any advertising and promotions to ensure compliance. UMSU Inc. will not be responsible and does not accept liability for loss due to the failure of a promoter where the directions of UMSU have not been met. Promoters must adhere to all directions of UMSU staff in relation to promotions.
All prices listed on UMSU Inc. websites and Media Kits are exclusive of GST unless otherwise stated. Booking forms must be filled out with all requirements and relevant details. Confirmation is given on receipt of booking form where all requirements are met and where dates applicable are available. Dates are not guaranteed until UMSU confirms availability. Invoices are issued by UMSU Inc. and payment is due before the advertisement is scheduled, or the promotional stall is held. Artwork (where applicable) must meet the specifications, otherwise it will not be accepted.
Cancellations and changes to bookings
UMSU reserves the right to cancel any booking which contravenes any of the terms and conditions. If a breach occurs during a promotion, the promoter may be asked to vacate immediately without refund. Brands may also be subject to a future ban on advertising with UMSU.
Cancellations and changes to bookings must be requested in writing.
Any cancellations less than seven business days prior to the scheduled promotion commencing will incur a 100% cancellation fee. For SummerFest or WinterFest bookings this period is extended to 14 days.
Online and Social Media:
Cancellations and changes to bookings must be requested in writing.
Any cancellations less than five business days prior to the scheduled promotion commencing will incur a 50% cancellation fee.
Any requirement changes are available only if UMSU Inc. can accommodate them within the time-frame given and are subject to logistical availability.
Contact details for giveaways
Any contact details (name, address, phone number, email) provided to suppliers for the purpose of distributing products or giveaways are solely to be used for the event noted in the agreement. This information should be destroyed once the distribution has occurred.
Success of Advertising and Promotion
The success of promotions and advertising remains with the promoter/advertiser. UMSU Inc. takes no responsibility for the success of your promotion.
Additional Terms and Conditions for Promotional Stalls
No alcohol is permitted during any promotion, and all areas are classed as Dry Zones.
Promotional sites are within the boundaries provided at booking. Promotional staff must remain with their promotional stall. Roaming is not permitted. All promotions not in the specified areas may be subject to the University of Melbourne security action.
Access to power is limited and subject to availability. Requests must be made at the time of booking and fees must be paid before the promotional stall is held. All electrical equipment (including power boards and leads) must display a current tag of inspection compliance (must be tested and tagged by a qualified electrician AS/NZS3760:2001), or be in new packaging.
Employees of Client
A limit of 2 employees permitted to work at a promotional stall at any time. All employees are bound by the terms and conditions of UMSU Inc. and the University of Melbourne at all times. All staff must adhere to COVIDSafe site access requirements.
Filming and Photography
Filming and photography is not permitted at any time by promoters during activations on campus. Failure to adhere to this condition may result in immediate termination of the promotion without refund. This extends to the use of user generated images for further promotion without explicit written consent of the individuals concerned.
Union House operates a first aid attendant roster during business hours, located at the Information Desk, Level 1, Building 168. For all other areas, security staff can be contacted on campus and are first aid trained. Please report all injuries, accidents and near misses to security.
If serving food from their stall, the promoter is solely responsible for ensuring they meet all relevant laws and regulations in regards to food service. Please observe food handling regulations. If serving food you must hold a Safe Food Handling Certificate. All food must be stored in grade quality containers, at appropriate temperatures.
Registration and regulation requirements of temporary and mobile food businesses are now completed online at: https://streatrader.health.vic.gov.au. Streatrader is an online system developed in partnership by the Department of Health and the Municipal Association of Victoria, to assist state wide single registration. Evidence of Streat Trader registration must be submitted prior to the event.
Space and weather permitting, promoters on campus may request to use their own marquee. Appropriate risk assessments must be submitted prior to the promotion. All marquees must be weighted down (no pegs or ground stakes can be used).
In the lead up to SummerFest and WinterFest Orientation, UMSU Inc will inform promoters of the size of their promotional space. Clients’ marquees must comply with OH&S standards and UMSU Inc. may cancel the promotion if safety becomes an issue.
Music and Sound
There are strict noise regulations on campus. The use of any microphone, sound amplification or musical instrument is not permitted for promotions, without written consent from UMSU. If allowed, noise levels will be subject to or set at UMSU’s discretion.
All items must be distributed free of charge. There is no option to sell items during promotions.
Promoters are asked to consider the environment when planning an activation. Applications may be rejected due to excess packaging or waste.
All stall holders must be covered by their own public liability insurance to a minimum of $10 million. Each stall holder is to supply their current copy of their certificate of currency at booking, and prior to arriving on site.
All stall holders must provide a copy of their business COVIDSafe plan (including how it relates to promotional activations) when booking, and prior to arriving on site.
The latest Government and University of Melbourne COVIDSafe directions must be adhered to by promoters. Up-to-date COVID-19 vaccinations are strongly encouraged for all campus attendees, but evidence is not required. Face masks are welcomed but not required.
Wi-Fi is not supplied by UMSU Inc. The client is to organise their own internet connection.