Grad Group events
Register your event
Groups must register their events with GSA at least 14 days in advance, using the Event Registration form or the Event Registration within the 1888 Building form. Contact GSA for advice if you are unsure about your health and safety obligations or the terms and conditions for public liability insurance.
Venue or room booking in University buildings
Grad Groups are able to book rooms in buildings across the University through the Venue Management Services. Please visit services.unimelb.edu.au/venuehire for more information.
GSA has equipment (including Barbecues) available for hire free of charge for Grad Groups. Find out more here.
Health and Safety
Grad Groups need to meet health and safety requirements of any activity they undertake. In particular, you should be aware of any health and safety requirements relating to your events and activities, serving food and alcohol and if you hold any event where children will be present.
Grad Group committee members must make a reasonable effort to observe health and safety recommendations and exercise due diligence. When running events, committees risk facing legal liabilities or penalties if accidents occur.
The University of Melbourne’s safety documentation
- Events Management Information
- Events Risk Assessment Template
- On The Day Event Safety Checklist
- Incident Report Form
- Student Clubs Venue Bookings Terms and Conditions
- Event Risk Assessment & Authorisation Form
- Terms and Conditions for Events in the Campus Grounds
- Alcohol Safety Checklist
Food and alcohol
If events involves food or alcohol, Grad Groups must adhere to these minimum food and alcohol safety requirements:
- Develop food and alcohol safety plans for the event
- Ensure that members managing food and alcohol had valid training certificates (food-handling and RSA), or that the event is held at a venue with appropriately trained staff
- If selling or fundraising with food or alcohol, seek appropriate council permits, licence or a fundraising licence.
Groups can find out more about their obligations when hosting events involving food and alcohol from the following sources:
- City of Melbourne guide to food handling
- University of Melbourne Alcohol Safety Checklist
- The Victoria State Government’s DooFoodSafely online tool
Student camps or retreats
Off-campus camps or retreats need to be carefully planned. As a minimum, Grad Groups will need to provide GSA with the following documents:
- Food plan
- First aid certificate for the first aider present
- Participant list
- Emergency plan
If groups are providing alcohol, they will also need to undertake an alcohol risk assessment. GSA will only insure groups with public liability if provided with the correct documentation before the event.