Organising a student function

Student clubs have access to Parkville venues for functions and meetings, however all bookings must go through the correct booking procedures. Priority will be given to teaching activities at all times. When making a booking which will involve amplified sound or lots of noise, please let the Student Activities Officer know. These events will only be approved if they don't interfere with teaching.

Organising a student function - step by step

1. Request funding from MPSA or VCPPA if required

For information about MPSA  funding and approval you should contact the MPSA Clubs Representative.

2. Make a booking with the faculty

Once you have approval from MPSA you will need to fill out the function booking form. This will be directed to the Student Activities Officer, Jessica Dobbie. All bookings must be made at least two weeks prior to your event. For event advice please contact Jessica Dobbie.

3. Confirmation of your booking

Once your booking has been made you will receive an electronic confirmation. It is your responsibility to check the details listed are correct. The Student Activities Officer will also provide you with a Function Fact Sheet which will be used to ensure all involved parties understand the events requirements.

Events must not be advertised until approval has been obtained as outlined above.  

4. Completing a functio fact sheet

The student activities officer will develop a function fact sheet for your event. Their main aim is to:

• Help you plan your event
• Clarify and communicate responsabilities
• Detail bookings for things like security and cleaning
• Ensure you cover off on all the important points

Organisers Responsabilities

• 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 them for security, cleaning, setup costs etc

• The organising committee will ensure that the details of their event are communicated with the Student Activities Officer and recorded on the Function Fact Sheet. Only those requirements outlined on the Function Fact Sheet will be meet by the faculty.

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

• Please note the organising committee are responsible for ensuring the safety and wellbeing of the participants in the event. For more information on risk assessment please visit the Monash University OHS&E website.