Club events are the most fun part of being in a club, but it pays to be organised. From finding a venue to food and alcohol safety to applying for your event risk management approval, you need to be sure every aspect of your event is covered. And of course, you will need some good-looking artwork to promote your event. Learn the basics about organising and promoting your club event by reading this section. The link to the form to apply for risk management approval to run events is also in this section. For information about Clubs and underage members/Child Safety, please refer to the Child Safety section on the Running Your Club Page.
Events On Campus
Bookings and risk management processes- introduction
On-Campus spaces are available for clubs bookings. The University centrally manages "Venues" and "Academic [classroom and lecture theatres]" spaces through the University Venues Department. The "other" spaces are coordinated by different areas and include the RUSU spaces.
Spaces are free for Clubs to hire but there may be costs involved for RMIT venue staff, university audio-visual equipment and staff (required for some spaces), RMIT security ,RMIT cleaners etc. And, of course, clubs must pay for any damage!
Except for simple club Board of Management Meetings, all club events must gain risk management approval. It can sometimes be easier to receive the required risk management approval for off campus events. HAVE A BACK UP PLAN!
Please Note: RMIT has very strict timelines for on campus event venue booking. You MUST ENSURE that you adhere to the RMIT guidelines in order to run an event on campus. Events that do not comply with these timelines will be cancelled.
STEP 1: Complete Clubs Event Risk Management Application (ERMA)
Clubs must submit an ERMA for all club events (on and off campus) except for club leader meeting. Events that do not gain approval must blot go ahead.
Club Leaders who fail to submit an ERMA or who proceed with an event even if the approval is denied, face loss of club privileges and even student misconduct charges against the club's leaders.
Also, no approval = no insurance. This will mean the club's leaders open themselves to personally liable for damages/costs from their events
Clubs event risk management application
STEP 2: Book An Event Space On– Campus
Clubs may apply to book an on-campus space. The process for booking spaces is different, depending upon what type of space is being booked. All Clubs need to follow the correct procedure for the space they are booking:
IMPORTANT if your event does not receive the required risk management approval, the booking will be cancelled. HINT - book early so you have plenty of time for the risk management approval process and to promote your approved event.
- An Academic space (e.g. classrooms, lecture theatres, etc.);
- An RMIT Venue (including: Storey Hall all levels, Alumni Courtyard, Outdoor spaces including BBQ areas and Bowen Street (not A'Beckett Urban Square), B8 Multi-flexes, Building 12 Market Space and walkway, SAB (B80) function spaces including rooftop, Kaleide Theatre, Capitol Theatre, Oxford Scholar and the Garden Building (Building 10 Levels 6&7) etc.); NOTE -The Garden Building is also a venue but a slightly different process applies,
- "Other" University Spaces (e.g. RUSU Spaces, A'Beckett Urban Square RMIT Maker Space, Media Portal, Sporting venues, etc.).
See the information sheets below for your chosen space.
ACADEMIC SPACE HIRE
Academic Spaces include most classrooms and lecture theatres. They are not available to book until after Week 4 of each semester (until the academic timetables are finalised) Clubs should first read the guide to booking an Academic Space on campus. Be aware that you will need to book your Academic Space several weeks in advance. Once you have read the guide, complete and submit the form well in advance of the required date.
Guide To Academic Space Hire Academic Space Hire Form
RMIT VENUE HIRE
RMIT Venues are non-academic spaces on campus Clubs should first read the guide to booking a Venue on campus. Be aware that you will need to book your Venue several weeks in advance. Once you have read the guide, you can enquire about venue availability through RMIT's Priava Venue Booking System. Make sure you book your venue well ahead of the required date.
Guide To Booking RMIT Venues RMIT Venue Bookings
OTHER RMIT AND COMMUNITY SPACES
There are many other bookable spaces on campus that may meet the needs of your event. These include spaces such as Library and B80 Meeting Rooms, RUSU Spaces, A'Beckett Urban Square, RMIT Maker Space, the Media Portal, the Bundoora Netball & Sports Centre, etc .Each of the "Other Spaces" have a different booking process. Clubs should first read the guide to booking Other Spaces on campus, and follow the directions for the space they wish to book. Be aware that you will need to book your space several weeks in advance The info sheet also includes links to campus local government venue and outdoor spaces and facilities hire info.
Other RMIT & Community Spaces
Step 3- (if required) Submit a RMIT Security Risk Assessment Application (SERA)
The nature of your club event might also require you to complete a Security Event Risk Assessment (SERA). This is for RMIT Security to determine if your event/activity must have a RMIT Security presence at it. One RMIT Security Guard costs about $50 for a 3 hours minimum shift - the club must pay for this!
The main reasons for requiring RMIT Security at an on campus event/activity include:
- alcohol will be served
- it is at night or on the weekends,
- it is open to the general public,
- it will attract a large crowd,
- if will have dignitaries or other very important people (VIPs) attending
- if the event/activity has a controversial topic or people attending that may attract protests
You should received direction to submit a SERA from the department you book the on-campus space through (Venus, RUSU etc) .
If you arrange a space a different way and you think you may need to submit a SERA, contact Security directly (email below).
Email email@example.com if you have questions about security needs/process .
IMPORTANT - Part 1 of the SERA asks for an Internal Order Number (ION). RUSU Clubs do not have an ION.
Instead, fill in the next section "If no internal order number available" - put the name of your RMIT student club and the personal (Melbourne) home address of the club leader submitting the SERA.
Clubs must be clear they are booking for an official RMIT student club on all booking forms! If you don't, you will be charged commercial rates instead of an internal RMIT rates!
Event Equipment Bookings
RUSU events equipment is not available for club use except by special arrangement with the RUSU Activities Department for significant club events held on a weekday events during business hours. Speak your Clubs Officer about this well in advance of your event.
Unfortunately, RMIT AV Loans free equipment is no longer available to all students and staff-only those enrolled/working in College of Design and Social Context Programs (see https://www.rmit.edu.au/students/support-services/it-support-systems/av).
RUSU Clubs is waiting for clarification around whether only equipment provided by or approved by RMIT's AV support service "Insight Systems" is permitted on campus. It is required in RMIT Venues including Storey Hall, Kaleide Theatre etc. This is not free.
To book or make an enquiry about RMIT AV support (Insight Systems), please complete and submit an enquiry form at https://form.jotform.com/vnoc/rmit-av-services-student-form The form includes some prices.
When To Contact RUSU Clubs Staff
It's important to know that RUSU Clubs Staff do not make event space bookings for Clubs. It is the responsibility of each Club to book spaces for their own events, and to correctly follow the university procedures outlined above. However, when something has gone wrong with the process, RUSU Clubs Staff can help you. You should contact us if:
If you receive new, confusing, or conflicting information from RMIT Security, University venues, etc. and you are unsure which process to follow.
No Response To Your Booking Application
If three weeks have passed since you submitted your event booking, and you haven't received any response from RMIT.
No Invoice Received From RMIT
If five weeks have passed since your event was held, but your Club hasn't received the expected invoice(s) for an RMIT event or service yet (e.g. for RMIT Security, AV Hire, Venues Staff etc).
For Large Or Complicated Events
When your club wants to organise a large and/or complicated event, and needs some help to know how to work with University (you must contact RUSU Clubs Staff at least 8 weeks before the event).
Significant Problem At Your Event
If there was a significant problem at your event, whether with the venue, staffing, or event attendees.
Email your Clubs Officer directly or our general email.
Contact RUSU Clubs
Events Off Campus
Running Off Campus Events - risk management approval process
To seek approval for an off-campus club event, please complete and submit the Club Event Risk Management Applications at least two weeks before the event
Clubs Event Risk Management Application
Learn everything you need to know to run a successful event online.
Promoting Your Online Event
Getting the word out there is essential to running a successful event online.
RMIT runs on Office 365, and you will get the best results from your online event, and have more ITS support available to you, if you use Office 365 too. Find out in advance how to successfully install Office 365 so you are ready on event day!
Make it easy to make your event accessible to everyone by reading our Accessibility Best Practice guide.
Read the guide to Food Safety for Community Groups.
Responsible Service of Alcohol
Events that serve alcohol must adhere to the Responsible Service of Alcohol guidelines.
Does your club event need a liquor licence?
Find Out Now
Important Events/RSA Signage
This section includes posters that you can download for your event, including Responsible Service of Alcohol Posters, Social Distancing & Filming & Photography.
Responsible Service of Alcohol Signage:
Event Photography Disclaimer:
Film screenings are a fun club event, but you must ensure you obtain a licence to broadcast your film in public.
Read the RMIT guide to sustainable events.
Photography and Filming
If you are planning on filming or taking photographs, you must display a disclaimer at your events, telling people that you are taking images. You can print out the RUSU Clubs photography disclaimer poster to display at your events.
If you are planning a Club camp or major excursion, you may need to obtain medical information from attendees for their personal safety. Please note this is not required for standard events such as movie screenings or food and drink functions.
Functions Check List
Make sure you have everything ready for your big day by completing our handy, step-by-step checklist.
Promoting Your Club
RUSU Communications staff are available for you if you need help with logo design, and design for posters and other event marketing materials.
Get advice and etiquette information on how to promote your event at RMIT.
RUSU Club Affiliate Branding
RUSU Clubs Affiliate Logo
Download the RUSU Clubs Affiliate logo for use on your posters and marketing materials.
CMYK LOGOS: Used for printing
RGB LOGOS: Used for websites and online