Student Clubs
New Booking System
The University is implementing a new timetabling system TimeEdit (TE).
We are currently working on the implementation of TE Reserve, a component of TimeEdit which is an effective resource reservation tool for booking rooms.
Access is only available to club executives who have lodged their @student.unimelb.edu.au email address with Clubs and Societies.
For further information on Student Clubs and university room bookings, please get in touch with the UMSU Information Centre via email at info@union.unimelb.edu.au
Student Clubs Executives will use TE Reserve to REQUEST shared spaces (classrooms and lecture theatres) and DiBS for outdoor spaces for student club activities from 2nd January 2024 onwards.
Resource Booker will still be used for booking UMSU equipment. The below table distinguishes when to use which booking system depending on the location/ spaces available:
TE Reserve | Direct Booking System (DiBs) | UMSU Information Centre via email at info@union.unimelb.edu.au |
Shared teaching spaces (classrooms and lecture theatres) |
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TE Reserve is a new effective reservation tool that has been introduced to book shared teaching and learning spaces including classrooms and lecture theatres. TE Reserve allows you to query the room availability of shared teaching spaces and directly create an ad-hoc bookings REQUEST for these spaces when they are available.
Access TE Reserve
Direct Booking System (DiBS) is a cloud-based platform that allows staff and students to reserve a space on campus to meet, work and study.
User Guide
Familiarise yourself with the User Guide which covers the main functions of DiBS or watch the Instructional videos.
Support
Visit https://studentit.unimelb.edu.au/ and chat with an IT support officer or log a request through https://unimelb.service-now.com/student.
Resource Booker
Resource Booker will continue to be used for:
- UMSU Clubs Equipment for loan
- UMSU Events Equipment Hire
- Tenured Study Spaces
What if my club is not affiliated, or if I am not part of any club?
If your club is affiliated with a University Department and not one of the student associations. In that case, you should approach your Department and staff in those departments should make the booking for your Student Club.
1 - Approach your teaching department to see if they are willing to make an internal booking on your behalf. There are generally no costs associated with internal departmental bookings during the day; or
2- Make an External Booking.: https://services.unimelb.edu.au/venuehire/external. Please note that there are costs associated with booking the venue as an external client.
Booking conditions
As a representative of a student club, you can book a "Central" teaching space or outdoor location under the following conditions and as stated in the Terms and Conditions:
- Your club is affiliated with the student union, the Graduate Student Association or Melbourne University Sport;
- You are the president, vice president, secretary or treasurer of that club. Other club members are unable to book venues on behalf of the club executives;
- Your club is willing to bear any service costs incurred (including event support, AV support and cleaning as required).
- The booking is for internal club activities only and not on behalf of an external organisation, or a club sponsor.
Ancillary services
After-hours are any bookings on a Saturday or Sunday outside (9–5 pm) or that finish later than 9.30 pm on a weekday.
Dedicated Event Support is required for after hours bookings for Student clubs and additional charges apply. Please read the guide found on the button below:
Have an issue?
For student clubs affiliated with UMSU, please contact the UMSU Information Centre via email at info@union.unimelb.edu.au
GSA student student clubs contact: info@gsa.unimelb.edu.au
MU Sport student clubs contact: clubs-coordinator@unimelb.edu.au
Further information
If you need to follow up on an outstanding booking request, please follow up by replying to your the email from Uni Services that has your ASR number.
More information on the types of rooms available for bookings on campus, and the services provided in relation to room hire can be found under General Information.
A detailed explanation of the roles and responsibilities of all parties in relation to the booking of University facilities can be found in the University of Melbourne Property Policy.
Turnaround times
Please plan your event ahead and try to give us at least three business days notice for regular bookings. Bookings that require event support or other support services will need to be requested eight business days prior to the event so that we can organise services.
Venue Management endeavours to respond to booking requests in three business days, but may take longer to get back to you, depending on staffing and other priorities.