Organising a student function

Student clubs have access to Parkville venues for functions and meetings, however all bookings must follow the correct procedures outlined below.

Priority will be given to teaching activities at all times. When planning an event that will involving amplified sound or lots of noise, please let the Student experience coordinator know. These events will only be approved if they don't interfere with teaching.

Booking a room or organising a student function - step by step

1. Check with MPSA that your event doesn't clash with another club event

2. Make a booking with the faculty

Complete the room booking form, once you have approval from MPSA.  All bookings must be made at least two weeks prior to your event. For event or booking advice please contact Student experience coordinator.

3. Confirmation of your booking

You will receive an electronic confirmation from the Student experience coordinator once your booking has been made. It is your responsibility to check the details are correct. The Student experience coordinator will also provide you with a Function fact sheet which you must complete and return. 

4. Completing a Function fact sheet

The Function fact sheet will:

• Help you plan your event
• Clarify and communicate responsibilities
• Ensure any required security and cleaning is booked
• Help you consider and address any risks

Once complete, please return this to the Student experience coordinator by the Friday before your event. Events must not be advertised until approval has been obtained as outlined above. 

Organiser's responsibilities

• The organising committee will nominate member/s (depending on function) to take responsibility for the function on the night, including liaising with security if required. 

• The organising committee will nominate the address and contact details of one executive member to allow the faculty to bill the committee for security, cleaning, set-up costs etc

• The organising committee will ensure that the details of their event are communicated to the Student experience coordinator and recorded on the Function fact sheet. The Faculty will only meet the requirements outlined on the Function fact sheet.

• The organising committee will ensure that it is compliant with food handling and responsible service of alcohol laws.

• Please note the organising committee isresponsible for ensuring the safety and wellbeing of event participants. For more information on risk assessment please refer to the Monash University Occupational Health and Safety policies.