Club Events and COVID-19
*information correct at time of publishing, 15 March 2021
UMSU is committed to returning events and activations to its campuses in a COVIDSafe way where there is an UMSU approved COVIDSafe Event Plan in place, 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 broader UMSU COVIDSafe Plan.
- Workflow for meetings, workshops or events
- Event Process
- Meetings and workshops
- Attendee Registration
- Contact Tracing
Workflow for meetings, workshops or 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 and relevant divisional COVIDSafe plan. Additionally they will require:
- Meeting/Workshop SOP (received upon your UMSU Room booking)
- QR code at venue
- Sign in sheet for attendees who cannot use QR registration
- Any other current measure informed by UMSU under DH 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.
Attendance is to be limited to venue quotient. Club meet-ups will require Attendee Registration to be compliant with this quotient, and platforms such as Trybooking or Eventbrite, can be used to support this.
Meetings or workshops that include the service or consumption of food cannot be defined as “meetings” for the purpose of compliance with COVIDSafe planning. These events will be required to follow the COVIDSafe Event process, outlined below.
COVIDSafe Event Process
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 CSEP to ensure compliance. Where it is identified that extra measures need to be included, the C&S team will ask you to customise a plan to suit, and submit back to C&S for approval.
Once approved, you will need to register your event with PRT. For all events, the Event Checklist which must be completed by you throughout the event planning and execution process.
Set up an online attendee registration for each event or meet up to ensure venue capacity is not overbooked and that important covidsafe information is provided prior to the event. Platforms such as Trybooking or Eventbrite can be used for this. Communicate the COVIDSafe expectations to your attendees prior to the event.
Most University spaces have QR codes at venues, but for outdoor locations or events without a formal venue, please download a QR code from the Department of Heath website and keep on file for your events that fall under this criteria. For attendees who do not have capacity to scan a QR code, please use the Attendee log.
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.