Events Management

Events are the pride and glory of our fine university and nothing will change that. However the process for throwing events is forever changing. On this page you will find most things required to throw an event, bear in mind the list is always changing and ever expanding. Talk to Guild Activities Officer, Jono Zahra first.

Write out full plan including budget and time lines.
Book the venue
Apply for a liquor license (if applicable)
Book entertainment
Hire security (if licensed)
Get the publicity machine in motion
Sell those tickets!
Have a great event...
Recover and post mortem. It is always wise to go back over things and discuss what worked and what didn't. You can gain invaluable information from experience and it saves others reinventing the wheel every time they do the same sort of things.

Event Ideas

Here at UWA we are lucky enough to have a diverse range of club functions. To keep it that way, here's a list of ideas about what type of shows your club could organise.

Event Calendar

To avoid clubs booking events on the same date, SOC Council posts all upcoming events on an Events Calendar, located on the wall as you come up the stairs to the Guild Building. Please check this regularly so you can plan when you are going to hold functions. During event organisation, you will most likely need to contact the Guild Activities Officer, who can also advise you of certain booking conflicts.

Once your event plan and venue have been approved, you can register your event online, which will make it visible in G-News and the online calendar.

Event Plan

To plan your event, consider the date, time, place, map of venue, familiarity with venue (ie power points, lighting, exits etc), main organisers and contact details, aims of the event, licensing requirements, security, event procedure (ie time line for the day of the event). This should also include contact numbers for everyone working on the day), cleaning and rubbish removal, toilets, production (ie PAs, lights, staging) etc.

Copies of plans for large events can be obtained from SOC or the Guild Activities Officer to give you an idea. Just scale it down to what your club requires. Once you have the plan, everything else becomes easier. You have a document to show Uni Security and Liquor & Licensing and a point of reference as you organise.

You may be required to submit an Event Management Plan ONE MONTH IN ADVANCE of your event. Talk to the Guild Activities Officer to find out.

Event Budgeting & Grants

When you’ve pretty much sussed it out, work out how much everything is going to cost, then add 10% as contingency (so if its going cost $750 add $75). If the budget comes over your money fund, you will have to sit down and re-plan. Always work out the budget and plan before you lock in anything. It saves heartache and embarrassment if you work everything out before you run around being the entrepreneur. You should also consider applying for a Soc events grant.

To cover any damage to on-campus facilities resulting from a function, both the Guild and the University require the prior payment of a bond. This is to be paid to the University on approval of a liquor permit, and comprises of a $500 payment for large clubs and a $200 payment for small clubs (depending on size, this is sometimes even lower). If the bond is not paid, then approval will not be given.

Event Publicity

Please read the relevant information about selling tickets and advertising.

During your event, remember that the Guild banner (or another form of Guild advertising) should be displayed at all shows run by Guild affiliated clubs. To book the banner, contact Jono, the Guild Activities officer.

Event Venues

Access to UWA rooms is by University Security only, except when the Sue Boyd and Guild Council Meeting Rooms are booked during office hours, when Guild staff may open the room on request. Organisers must ensure that the room is locked up after use by University Security.

When booking a venue, you should check to see if there is a penalty for cancelling your booking. You should cancel your booking as soon as you no longer require the venue, as you may be denying another user from the facilities.

Please see our information page about venue booking. If you require an after-hours booking, you should ask about the procedures when you book your venue.

Event Sponsors & Suppliers

Clubs can arrange their own sponsors, and grants are available from Soc.

However, please check the list of preferred suppliers for information about good deals and on-campus requirements.

Event Responsibilities

When holding a function, your club has a responsibility, to the club members, the Guild and the University (where applicable). Ensure that your function is budgeted for to keep your club financially stable, and ensure that your functions stay damage free and trouble free by providing appropriate security. This includes:

Adequate lighting
People identified in advance as responsible for security
Adequate crowd controllers instructed of their duties, and employed until after the function in order to oversee the dispersal of guests.

Security

If on campus, University Security will inspect the venue immediately prior to the function, and again after the function, to report any damage which has been directly caused by the participants at the function. Remember that function organisers will be held directly responsible for any damage, so make sure that this does not occur.

It is recommended by the Guild that clubs carefully consider security arrangements for functions in which alcohol is being served. When planning a function, you should contact the Guild Activities Officer to obtain the current list of approved security firms (see also preferred suppliers). If the event will have fewer than 100 people and no alcohol, then no bouncers will be required. Numbers needed are roughly two bouncers for the first hundred at the function, and one for every 100 there after. There is a minimum charge of two hours per bouncer if the function is cancelled without notice.

Cleaning

In addition to room hire charges there are cleaning charges where appropriate. Cleaning charges will generally apply to all party type bookings and will include the cleaning of the room itself, any associated balconies and furniture and cleaning of the Guild toilets.

First Aid & Fire Extinguishers

Please contact the Guild Activities Officer. Also note general security and safety information.

Liquor Licenses and Permits

Please note that special rules apply for the serving of liquor. This must be organised far in advance of your event, and you should start the process very early in case you need to rethink something before making your final application. There are also rules about food.