Risk Management resources and processes for RUSU club events
RUSU wants its' clubs to deliver events as safely as possible.
This page include the links to the required event risk management approval form (ERMA), the Club Camp Prep Form, the RMIT Security Event Risk Assessment form (SERA) and a medical consent form template (for overnight/high risk activities).
There is also a range of resources to assist clubs to manage some key legal obligations they might encounter when planning and promoting their events - copyright (music, images and films), food safety (including registration of food sales events with the health department) , responsible service of alcohol (RSA), liquor licencing and more!
Event Risk Management Application (ERMA)
Clubs must submit an ERMA for all club events (whether held on or off-campus) except for regular club leader admin/planning meetings. Events that do not gain approval must NOT 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 by RMIT.
Also, no approval = no insurance. This will mean the club's leaders open themselves to personally liability for damages/costs from their events.
IMPORTANT - CHILD SAFETY - Clubs that wish to open their membership and/or events to students under 18 years of age must meet the Child Safety requirements as detailed in the Child Safety section.
Overnight activities
If your club is planning an overnight activity such as a camp, please also complete the RUSU Clubs Camp Prep Form
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 $60/hr for a 3 hours minimum shift - the club must pay for this! Larger events may require more security guards.
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 (Venues, 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 security@rmit.edu.au 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!
FOOD SAFETY
Food safety training: For simple food events, ensure club leaders and volunteers have a good understanding and practice of food safety principles. To get this, they can do this free online course (available in multiple community languages) - https://dofoodsafely.health.vic.gov.au/index.php/en/
Food Safety Event Registration: If your club plans to prepare and sell food food at an event, this is considered setting up a temporary food business. It may require registering the event with the relevant local Government area's health department, especially if you are serving "high risk foods . If you hire a professional caterer to prepare and sell food at your event, they must also be registered for mobile food services. In Victoria, there is a single online portal for this registration which is then reviewed by the relevant local government. For more info and to get to this portal, use this link> FoodTrader
It is free for not-for-profit and community groups to register
What are "high risk" foods? "These include processed fruit and vegetable, salads, fruit salad, juices, pasta/rice dishes, fish, seafood, chicken, meat and meat meals (can include sausages or hamburgers depending on several factors); smallgoods (salami, ham etc); casseroles, curries, dairy products (such as custard and cream) and food containing eggs.
Your club event risk management application (ERMA) does not cover clubs for this level of risk management.
Responsible Service of Alcohol
Events that serve alcohol must adhere to the Responsible Service of Alcohol guidelines. See further below for some important signage to assist your club to meet its' RSA obligations at events
RSA Guide
Liquor Licensing
Does your club event need a liquor licence?
Find Out Here
Where can we find out more about applying for a temporary liquor licence?
Find out here
Important Signage
This section includes posters that you can download for your event, including Responsible Service of Alcohol Posters, Social Distancing & Filming & Photography.
RSA Signage:
Additional Signage:
Medical Consent
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.
Medical Consent
Using other peoples images, music and film - copyright licensing
When a club wants to use an image or music in its' social media content or promotional material or it wants to show a film at a club event, legal obligations around "copyright" comes into play.
Copyright is a type of intellectual property law. It grants exclusive rights to the copyright owner to enable them to determine how their work can be used.
To make sure your club does the morally and legally right thing when using other people's images, music and film and resources to help you do this, read our easy info sheet.
Read now
