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Events

Guide: Plan Your Event

Event Types

Room Bookings

Contractors & Externals

Security

What’s the use of being in a club if you never do anything? Our clubs put on some of the best events around, and we’re here to support you as you make your dreams come true. Whatever your club wants to do, we’ll help find the safest, smartest, and most inclusive way to do it.

The basics

Club committee are responsible for submitting all required club forms and all other event information on time

All events must be submitted to Swinburne Student Life

Club events must be open to participation for all of it's members

Only approved club events, submitted via the Student Life Portal are considered official

Non-submitted and non-approved events must not promote as an official Swinburne club event

Types of events

No-fund: Events that don’t require funds, such as weekly/monthly catch up.

Micro-grant: Small-scale events with only minor equipment needs such as an on-campus barbeque or a Clubs Day stall.

General-grant: Standard events such as video game tournaments, or workshops.

Major-grant: special events such as industry nights, cultural celebrations and festivals.

Consider this when planning

Location: will the event be held online, on-campus or off-campus? There are specific additional processes for some types of events. (reach out to your Clubs & Sport officers)

Security: do you have guest speakers presenting at an event, holding an event outside of business hours?

Alcohol: does at least one committee member hold a valid RSA, does the club have a plan to encourage sensible alcohol consumption?

Risk Assessments & Safety: has the club completed and submitted a risk assessment for their event?

Food handling & First aid: will there be food at the event? Or will there be high-risk activities requiring a first aid kit and emergency contact?

Public Performance License: will the club be screening a movie or performance?

Larger Scale Events

For larger scale events like overnight trips, industry nights, and end of semester balls, additional planning weeks and earlier submission of the event notification is recommended and often necessary. Comprehensive risk assessments are really important in these instances and for sporting events, events with alcohol, travel and potentially dangerous activity. You can always drop by Club Hub for assistance with this. Our Events Team can help you too, if you are planning a larger, more complicated event and would like expert advice and support from our Events & Experience Team at Student Life, please let us know so we can pass on your details.

Event Resources & Templates

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How to set up and submit an Event Notification⁠

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Download How to set up and submit an Event Notification⁠

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Resource BookerLinks to an external site.⁠

(for on-campus booking requests)

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Risk assessment template⁠

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Download Risk assessment template⁠

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Multipurpose room & SR Dance studio Risk Assessment template⁠

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Download Multipurpose room & SR Dance studio Risk Assessment template⁠

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Event Slides for

Large Social Events⁠

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Download Large Social Events⁠

Industry Events⁠

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Download Industry Events⁠

and

Weekly/Regular Events⁠

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Download Weekly/Regular Events⁠

Campus Consultancy (Josh Farr)Links to an external site.⁠

for Level Up 2020

Check out this resource developed by the Events & Experience team on

Virtual Club Events! ⁠

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Updating Your Event

If you make alternations to an already approved and published event notification, it will revert back to unpublished and unsubmitted. To have your changes live on the portal, please resubmit your event and drop us an email to let us know of the alternation. i.e. you have changed the promotional images, just fixed a typo, or let us know if you are changing key details of the event that might need to be reflected on the Risk Assessment. This will assist us with approving the resubmission.

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