Student bookings

Students can use TE Reserve to book shared spaces (classrooms and lecture theatres) and DiBS for outdoor spaces for ad hoc activities.

Pre-booking checklist

  • Student clubs' executives - Before attempting to request a space make sure that you have registered your @student.unimelb.edu.au email address with Clubs and Societies.
  • Check Available Dates - Before selecting a date, please visit our (TE Reserve request dates) to ensure room availability for your preferred date. Keep in mind the required booking lead times (as specified under Booking Status).
  • Request your preferred venue early – a minimum of 10 business days' notice.
  • Ensure you provide all required information in the booking request– Booking requests with incomplete or insufficient information will not be approved. This includes information on how you plan to promote your event.
  • Bookings are for student club internal events only – Students cannot book venues on behalf of external parties. External organisations must be referred to the University’s formal venue hire arrangements (External clients)
  • Review the Student Clubs Venue Bookings Terms and& Conditions
  • Booking Confirmation - Ensure that your booking is confirmed before promoting your event or making further arrangements. A request submission does not guarantee a booking; it is only confirmed once you receive official communication from the venue management team.
  • Timetable and Cancellation Policy - Be aware that the timetable is fluid, and teaching requests take priority over ad hoc bookings. If your booking is cancelled, you will be notified by email. Make sure to review our cancellation policy and understand its terms.
  • Contingency Planning - Last-minute cancellations may occur, so it’s crucial to have backup options in place. Consider other venues on campus, such as those listed here.
  • Setup and Pack-Down Time - Allocate sufficient time for setting up and clearing the room after your event. Rooms must be returned to their standard teaching configuration. Account for any additional services you may need, such as catering or audio-visual equipment. For detailed guidance, please consult the health and safety guide for events management.
  • Additional Resources - Consider the level of event support you may need. Visit our useful links page for further resources.
  • Catering and Food Services
    If you plan to provide food at your event, please review our catering guidelines for restrictions and best practices to ensure compliance with venue policies.
  • Serving alcohol at your event? Responsible alcohol service is essential for the wellbeing of your attendees. When serving alcohol at events, it's crucial to ensure responsible service and minimise harm.
  • Failure to Adhere to Venue Guidelines
    Non-compliance with Student Club venue bookings Terms & Conditions, and general venue rules (e.g., exceeding capacity limits, improper use of equipment, or failure to clean up after the event) may result in penalties, including restrictions on future bookings.

    TimeEdit (TE) Reserve

    • Shared teaching and learning spaces (classrooms and lecture theatres).
    • Please note, in light of evolving timetabling requirements availability in our booking systems may change from time to time, and certain rooms may be restricted or removed from ad hoc access to ensure alignment with teaching priorities and space optimisation.

    Book a venue

    Direct Booking System (DiBS)

    • Libraries spaces including meeting rooms
    • Arts & Culture Building
    • Student Pavilion
    • 1888 Building
    • Building 168
    • Building 189
    • Selected outdoor spaces
    • BBQs
    • UMSU Clubs Equipment for loan
    • UMSU Events Equipment Hire
    • Tenured Study Spaces

    Book a venue

    Additional information

      • Unconfirmed Bookings Are Not Guaranteed
        Do not promote your event or finalize arrangements (e.g., catering, guest invitations) until you receive a confirmed booking. Submitting a booking request does not guarantee availability, and last-minute changes might occur due to priority teaching requirements.
      • Last-Minute Cancellations Due to Teaching Priorities
        Be aware that even confirmed bookings may be cancelled or rescheduled at short notice due to higher-priority teaching needs. Always have a contingency plan for your event.
      • Technical Issues Not Guaranteed Without Advance Request
        If technical support or equipment (e.g., AV systems, microphones, projectors) is required, ensure that these are requested in advance. On-the-day technical support cannot be guaranteed and may result in delays or event disruptions.
      • Health & Safety Non-Compliance
        Failure to follow the event management health and safety guide may result in your event being shut down or future booking privileges being revoked. Always adhere to safety protocols, especially for large events or those involving special equipment.
      • Venue Maintenance or Renovations
        In rare cases, venues may undergo unexpected maintenance or renovation work. While we do our best to inform bookers in advance, last-minute changes may occur.
      • Booking Time Includes Setup and Breakdown
        Ensure that the time you book includes the necessary setup and breakdown periods for your event. Failure to vacate the space on time may lead to additional charges or restrictions on future bookings.
      • Noise Restrictions
        Some venues have specific noise restrictions, especially during teaching hours. Excessive noise levels may result in your event being shut down or future booking limitations.
      • Food and Drink Policies
        Certain venues may have restrictions on bringing in outside food or drink, especially if catering is provided by preferred vendors. Ensure that you are aware of and adhere to these policies to avoid additional charges or penalties.
      • Unattended Property
        The venue and university are not responsible for any personal belongings or event materials left in the room after your booking. Ensure that all materials are removed after the event, as unattended property may be disposed of or cause delays in subsequent bookings.
      • Weather-Dependent Events
        For outdoor or semi-outdoor bookings, be aware of weather-related risks. Consider a backup plan in case of inclement weather, as venue changes may not be available at short notice.
      • Liability for Damages
        You will be held financially responsible for any damage caused to the venue or its equipment during your event. Ensure that you and your attendees handle the space with care to avoid potential charges.
      • Security Needs for Large Events
        Large events may require additional security, especially if they involve high-profile guests or large crowds. Ensure you have arranged appropriate security measures in advance, as this may incur additional charges.
      • Event Licensing Requirements
        For events involving public performances, music, or large audiences, you may need to secure additional event licenses (e.g. alcohol licenses). Ensure that these are arranged well in advance to avoid legal issues or event cancellations.

    • Student Clubs User Guide

      Videos

      Find a space
      Make a booking
      Review, edit or cancel bookings


      TE Viewer

      TE Viewer is a viewing tool to enable staff and students to view the timetable or bookings in a location.

    • Familiarise yourself with the User Guide which covers the main functions of DiBS or watch the Instructional videos.