Club Events Guide and Resources
Resource Guides
Venue Bookings
What venue you choose will determine the vibe of the event, logistics needed, number of attendees, and food catered. When choosing your venue think about:
- Availability, capacity (size, audience space) and cost.
- Facilities/equipment available i.e. kitchen, seating, stage, power, etc.
- Environmental factors i.e. wind, sun, tree limbs, wet weather contingency etc. if outdoors.
- Accessibility of the venue i.e. pathways, lifts, accessible toilets, etc.
- Budget - venues present one of the largest overhead costs and it is very easy to overspend in this area.
- Date - check if your proposed date clashes with any of the major UMSU or UoM events. Typically, it is more difficult to book venues over specific weeks at the beginning of each semester.
Use DiBS to book the following:
- Libraries spaces including meeting rooms
- Arts & Culture Building
- Student Pavilion
- 1888 Building
- Building 168
- Building 189
- Selected outdoor spaces and BBQs
- Various non-teaching spaces (e.g. foyer, kitchen, exhibition space, lounges etc.)
Use TimeEdit Reserve to book shared teaching spaces (classrooms and lecture theatres)
Book Market Hall via the links here
University venue booking information
University room bookings form (if TEReserve or DiBS is not working for you)
Southbank:
Resource Bookings
Food Service
If you are having your event externally catered, buy from reliable sources, specify the temperature at delivery specify product quality and select the least hazardous ingredients. Avoid unqualified suppliers. If you are contracting external food service for sale or supply of foods, they must register with Streatrader. If you are selling food to the public you also need to register with Streatrader.
If you are serving food at your club event you must have a qualified executive member overseeing food preparation and service, and the qualified exec must prepare a SFH Plan.
For information related to food safety visit https://blog.foodsafety.com.au/the-seven-principles-of-haccp
Serving alcohol at your event?
Responsible alcohol service is essential for the wellbeing of your attendees. When serving alcohol at events, it's crucial to ensure responsible service and minimise harm.
We understand that creating a Risk Assessment for your activity can be overwhelming and sometimes you don't know where to start. For this reason, we have created risk assessment templates to help you out!
If you are planning a semester's worth of similar events, you can catch all of these events within one Risk Assessment. Simply add the date range to the date field of the Risk Assessment and attach to your grant proposal.
High Risk Events
The C&S Committee considers the following to be High Risk and requires the Camps & High Risk Event Risk Assessment:
- Camp
- Physical Activity (sports, games & physical labour)
- Any Off Campus event of over 100 attendees
- Cruise
- Event hosted at a night club
Please be advised that these templates are not comprehensive – it's your responsibility to edit it (add/remove elements) accordingly to reflect the characteristics of your activity.
Risk Assessment Completion Information Session
The below video will help you to assess your Event and complete a Risk Assessment. Please turn on captions in YouTube if needed.
The club Events Risk Assessment looks a little different to the Camps and High Risk Events Assessment in the video. The differences are:
- the Event Risk Assessment is mostly pre-filled for you. You only need to add additional risks, note additional controls in the Treatment column, and assign an Executive to monitor each risk.
- after application of all of the controls (pre-filled and additional) you will need to change the risk rating column if the assessment has changed. Assessment details are in the Ratings & Matrix tab.