COVIDSafe Club Events

Club Events and COVID-19

*information correct at time of publishing June 2022


UMSU is committed to returning events and activations to its campuses in a COVIDSafe way  in accord with government restrictions and guidelines and consistent with the University’s broader return to campus approach. All UMSU events need to comply with the UMSU COVIDSafe Plan (updated June 2022).


PLEASE NOTE: A breach of COVID-19 health and safety protocols (whether deliberate or not) may be deemed to represent student general misconduct subject to the extent a student’s behaviour places themselves or other members of the community at risk.

Meetings and Workshops

CovidSafe process

Attendee Registration

Case Management

Online events


Meetings, meet-ups and workshops

Small gatherings of members based on standard operational activity such as Club meet-ups, Club Meetings, Rehearsals, Workshops are defined as meetings and need to operate under the UMSU COVIDSafe plan. Additionally, they will require:

  • Offices, meeting rooms and shared spaces SOP and Safe Food Handling requirements if meeting is catered.
  • Any other relevant SOP provided at the time of venue booking
  • Sign in sheet for attendees if you have not completed pre-registration
  • Any other current measure informed by UMSU under Department of Health and University advice.
  • Event producer commitment to comply.

Operational activities outlined above do not require PRT event registration, completion of a COVIDSafe Event checklist, or local approval providing they are conducted within the parameters of the relevant SOP.


Covidsafe Event Process

Most of your events can now be caught under the UMSU COVIDSafe plan

The Event Grant Application form that you submit grant requests through will act as your COVIDSafe Activity Proposal, so there is no need for you to complete a separate document. The C&S team require you to review your proposed activity against the UMSU CovidSafe Plan to ensure compliance.

For events off campus you must comply with the venue's covidsafe plan. Events that are held in a non-formal venue, such as a park or a city walk, there will be no formalised venue covidsafe plan, so you must operate under the UMSU CovidSafe Plan as part of your event planning process.

For all events, the Event Checklist which must be completed and saved (please keep your own records) by you throughout the event planning and execution process. 

You will need to register all events with PRT.


Attendee Registration

Set up an online attendee registration for each event or meet up. Platforms such as Trybooking or Eventbrite can be used for this. Communicate the COVIDSafe expectations to your attendees prior to the event. The UMSU Conditions of Entry is available here.

Event information and conditions of entry should clearly state the University’s vaccination requirements as a condition of participation. 


Covid Case Management

If an event attendee tests positive for COVID-19 within 48 hours of the event, they should notify the Public Health Network and the Club execs as soon as possible.The Public Health Network will manage the response, including listing it on the University’s COVID-19 cases on campus webpage if the event was on a University campus.

While there is no requirement to do so, if you want to inform event attendees, you must use the following template to do so. No further advice or directions are to be included.

<insert salutation> 

We have been advised that someone who attended <insert event name, date and time> has since tested positive to COVID-19. This exposure is listed on the COVID-19 cases on campus webpage.

You are encouraged to monitor for symptoms and test if you have any. For further information refer to Victorian Government guidance. 

To report a positive test result, follow the guidance here. (University students and staff only).

Kind regards

<sender name > 

Club executives must alert the C&S Coordinator (Fiona Sanders) of any positive cases ASAP. 


Online component for meetings, workshops or events

UMSU recommends providing a zoom link for attendees who cannot make it onto campus, or where room capacity has been met.