Student Club booking form

Please make sure you read the Terms and Conditions for student clubs before submitting the form.

Grounds booking requests

All requests for grounds bookings must have a completed and signed Event Risk Assessment form attached to the request. Please note that these forms must be signed off by your student body before submitting the request.

Alcohol at events

If you are serving alcohol at your event, you must have a completed and signed Alcohol form signed off by your relevant student body before submitting the form.

2018 Requests

Student Clubs can submit requests for 2018 from Monday 11 December 2017. Requests that are for semester teaching (Monday-Friday 8am–6.15pm during semester) will be put on hold and processed according to the dates below.

  1. Request for Grounds spaces for 2018 will be actioned directly
  2. Requests for spaces that do not have teaching in them, such as Raymond Priestley room, Private Dining Room, Union Hall, Wilson Hall, Yasuko Hiraoka Myer room will be actioned directly
  3. Requests for seminar rooms will be actioned on Wednesday the 7 February
  4. Requests for lecture theatres will follow the timeline below:
    1. On the Tuesday 20 Feb we will start actioning requests for lecture theatres in week 1
    2. On the Tuesday 27 Feb we will start actioning requests for lecture theatres in week 2
    3. On the Tuesday 6 March we will start actioning requests for lecture theatres in week 3
    4. On the Tuesday 13 March we will start actioning requests for lecture theatres in week 4

On the 19 March the system will open fully with no restrictions for internal staff and that is also when we will be able to confirm student club bookings for the full semester


Student Club booking form

Please make sure you complete this form with as much detail as possible.

* required field

Date and time of your event

Is this a recurring booking?*:
Start date (first date of your request)*:
List all dates of event (if more than one):
Day of week of the first date*:
Access start time*:
Access end time*:

Venues and requirements

Room type*:
Required capacity of the rooms*:
Multiple rooms:
The room should have the following equipment:
Do you have a specific venue in mind for your booking?
Why is this venue appropriate/suitable for your event?

Your information

Your name*:
Mobile number*:
Email*:
Club name*:
Your position in club*:
Only club members on the executive committee can make bookings.
Your club is affiliated with*:

Event information

Name of event manager (the person in your club responsible for the event)*:
Event manager email address*:
A confirmation email will be sent to this email as well.

Event manager mobile number*:
Number of event staff*:
Event name*:
Event URL/website:
Type of event*:
Specify type of event if other in question above:
Purpose of event*:
Will there be external speakers*:
Please list all external speakers and companies they represent*:
Number of people attending*:
Internal club members*:
University staff/students that are not club members*:
People external to the University:
Facilities provided*:
Please let us know what will be provided at th event. Hold down CTRL to select more than one.

Additional information: Please let us know anything that may be important that has not alreay been captured by the form, such as specific set-up etc.

Risk Assessment and Alcohol paperwork

Risk assessment form
If your booking is for a grounds space, you will need to attach the event risk assessment form#. The form needs to be signed by a representative from your affiliated organisation BEFORE submitting the form.

Alcohol form
If you will be serving alcohol at your event, you will need to attach the alcohol form#. The form needs to be signed by a representative from your affiliated organisation BEFORE submitting the form.

# .pdf or .docx files only.

By submitting this form, you confirm that you have provided the full details of your event and acknowledge that you understand the Property policy and the Terms and Conditions for student clubs when making a booking and other information about grounds bookings.