Information for clubs

How do I book a room on campus?

Any student club wishing to book a meeting room (max 15 people) in the Glyn Davis Building (for official club business), should write to abp-clubs@unimelb.edu.au.

Any student club affiliated with the Student Union, the Union House Theatre or the Graduate Student Association wishing to book a teaching space (e.g. studio, lecture theatre) can submit their request directly to Venue Hire, using the student club booking form: https://services.unimelb.edu.au/venuehire/clubs

* Please note: the Japanese Room in Glyn Davis Building is not available for any student club events

* Please note: the Atrium is only available for club activities of <40 attendees, held Mon-Fri between 9am - 5pm. E.g. membership drives, locker sales

Do we need Event Support for our event?

Please note: a dedicated Event Support Officer is required for events with any of the following criteria:

1. any event that starts or finishes on a Saturday, Sunday, or public holiday, as well as events that finish later than 9:30pm on a weekday
2. if additional furniture, such as trestles, panel chairs, are required
3. any event serving alcohol
4. 50% or more of the attendees are external to the University of Melbourne
5. event is deemed to be of high risk with controversial topics/speakers; or
6. event will be held in a specialised venue. i.e. Union Hall, Yasuko Hiraoka Myer (YHM) Room, Sidney Myer Asia Centre

To request an Event Support Officer for your event, please email abp-clubs@unimelb.edu.au with the following information:

• Name of event, e.g. CSA Industry Night 2025
• Date of event, e.g. 31 March 2025
• Bump-in time, e.g. 4:00pm
• Event start time, e.g. 5:00pm
• Event end time, e.g. 8:00pm
• Bump-out time, e.g. 9:00pm
• Expected number of attendees, e.g. 250 attendees
• Furniture requirements (if applicable), e.g. Moving existing furniture or hiring additional furniture is not required.
• Will alcohol be served? Yes/No

How much will it cost? Click here for full details, including a cost breakdown.

* Please note: the Japanese Room in Glyn Davis Building is not available for student club events

* Please note: the Atrium is only available for club events of <40 attendees, held Mon-Fri 9am to 5pm. e.g. membership drives, locker sales

How do I order trestle tables, chairs and/or waste bins for my event?

To request trestle tables, chairs and/or waste bins, please email abp-clubs@unimelb.edu.au at least 3 weeks prior to the event (from your club email address), with the following information:

• Name of event, e.g. CSA Industry Night 2025
• Date of event, e.g. 31 March 2025
• Date and time you need items delivered by, e.g. 31 March 2025 by 3:00pm
• Exact location items are to be delivered to, e.g. Building 189, Market Hall (Room G10), Ground Floor
• Date and time items are to be collected, e.g. 1 April 2025 at 8:30am
• Number of items requested, e.g. 2 x 240L recycling bins, 2 x 240L general waste bins, 1 x trestle table, 3 x chairs

How much will the items cost our club?

Below is a cost breakdown for each item. The faculty will cover these costs, however, this will be taken into account if your club submits any requests for additional faculty funding:

• 240L waste bin - $30 each
• trestle table - $20 each
• plastic stackable chair - $10 each (max 20)
• black table cloth - $10 each
• tensa barriers - $10 per set of 2

What OHS issues do clubs need to account for when planning an event?

According to University policy, all events must have a designated event manager. The event manager is responsible for ensuring any issues are actioned immediately.

Where alcohol is available, it is particularly important that this is managed and overseen by someone responsible. Whoever takes on the role, will need to ensure that the event complies with university procedure in relation to OHS issues i.e. no alcohol can be served at any student-run event without the server holding an RSA certificate.

A common OHS issue with student events is the clean-up, which needs to be managed. For large evening events, cleaners can be booked for around $300/night.

When planning events, student clubs will need to submit both the Alcohol Management and Safety Checklist and a Risk Assessment Form, with copies of RSAs to abp-clubs@unimelb.edu.au at least 3 weeks prior to the event.

Any student clubs affiliated with the Student Union or Graduate Student Association needing guidance with OHS procedures (e.g. identifying hazards, calculating risk scores, determining suitable risk controls), should contact the Student Union or Graduate Student Association for advice, as they will be your official sponsor who approves the event.

• Alcohol Management and Safety Checklist & Event Risk Assessment and Authorisation Form

For large events, or events held outside of business hours, you must request an Event Support Officer (ESO) and a cleaner, which will come at an additional cost. You can find more information here, regarding when Event Support is required.

An ESO is qualified in First Aid, Emergency Evacuation procedures and is also able to give you access to rooms such as the MSD Kitchen and the MSD Exhibitions Store Room. Please note: you must book the ESO well in advance, so that they are available to assist with set up and pack down, even if the event goes overtime.

Please email abp-clubs@unimelb.edu.au at least 3 weeks prior to your event, to request an Event Support Officer (ESO), security, extra cleaning, extra bins etc.

MSD Student Programs will order these services for you. Please note: each service comes at a cost of ~$90/hr. These costs will be taken into account if your club submits any requests for faculty funding.

How do I seek funding from the faculty for an event?

Please submit a completed Funding Application form, attaching quotes from suppliers (e.g. caterers) at least three weeks prior to the event.

* Please be aware that not all funding requests will be granted, and in some cases, the faculty may only agree to fund part of the event.

Funding Application Form

Our funding request has been approved, how do we get reimbursed?

Please follow the instructions provided in the Checklist and Invoice Example below:

• Funding Checklist
• Invoice Example

If your club hasn't received faculty reimbursement by bank transfer before, you will need to fill out the two forms below. These forms will only need to be completed once (unless the club changes bank details)

• New Supplier Request Form
• Statement by a Supplier Form

If you have any questions, please write to abp-clubs@unimelb.edu.au

How can we advertise an upcoming club event?

MSD Social (Facebook & Instagram)

Please write to msd-social@unimelb.edu.au if you would like to promote a club event on the MSD Social accounts. Please note: there may be instances in which requests for promotion of certain events may be declined.

Student newsletters (B-DES & MSD)

You can submit a newsletter item via the form at Student Communication and Newsletters.

Notices in my.unimelb

You can submit a notice by clicking the 'Create a new notice' button within the Notices tab in my.unimelb.

For step-by-step instructions and content guidelines, please refer to the user guide, within the Notices tab. All notices are checked by the Student Information Team to ensure they meet the terms and conditions and style guide requirements.

Posters

Clubs may wish to advertise events using posters. Please send any printing requests via email to abp-clubs@unimelb.edu.au at least 5 working days in advance for large print jobs (50+ copies) and 3 working days in advance for small print jobs (<50 copies).

Please be aware that large print jobs will need to be outsourced to an external printer such as Quick Copy. The costs of these print jobs will come out of the faculty club budget.

When submitting your printing request, please specify the following:

• Paper Size e.g A4, A3
• Number of copies
• Colour/black & white
• Date printing needed by

Important: Any posters/publications will need to be planned well in advance of the date you plan to distribute them. This will allow time for editing, feedback and quotes for printing costs. Any advertising materials for events where alcohol will be served, need to comply with the following statement from the University's Alcohol Management at Club Events form Form and a copy of the event advertising material will need to be submitted with the completed checklist.

“Advertising material for the event will not emphasise the availability of alcohol or encourage the excessive consumption of alcohol in any way. The advertising material will include equal reference to availability of non-alcoholic drinks.”

UMSU Resources and Training

The Student Union has a wealth of information, including downloadable resources and a list of training opportunities that club members can register for, such as Responsible Service of Alcohol on the training and resources page of the UMSU website.