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  • About
  • Student Support

    • About
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    • Period Poverty Initiative
    • Grants
    • Feedback Form
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Event Registration Form

Registering your events via this form is a requirement of all FUSA affiliated Clubs. If you experience any problems with this form, please contact clubs@flinders.edu.au with your feedback to allow us to review and resolve any errors.

  • Important information regarding this form

  • This form may be used for the registration of FUSA-affiliated Club events and activities (by a currently enrolled Flinders student only).

    For events and activities not run by FUSA-affiliated Clubs, please liaise with Flinders Concierge (for Hub and Plaza bookings), your college/department (for college/department/assessment related events and activities), or the venue's manager directly.

    Events, activities and meetings may not be registered more than four months in advance of the current date.  

    Reoccurring events (consisting of the same activities, equipment and location) may be registered within this form, provided they are no more than four months in advance of the current date.  

    Event Registration

    Please note that while we endeavour to process your request as soon as possible, these applications are completed during business hours only. Please see below for the minimum timeframes for submitting this form. Complex events and events with a large projected attendance should be registered with FUSA with as much notice as possible to ensure your event can proceed. 

    • Meetings (that require Room/Club Space Hire): 2 business days (bookings subject to availability)
    • Event Registration (including Outdoor/Plaza/Hub bookings): 5 business days (bookings subject to availability).
    • Equipment requiring staff assistance (e.g: Super Screen use, BBQ delivery, etc.): 10 business days, subject to approval
    • Sale of food your group has cooked/baked/prepared: 10 business days
    • Events operating on campus with an attendance of more than 150 guests: 10 business days (plus 2 business days per additional 50 guests)
    • Events involving intrastate/interstate travel (e.g. camping, excursions, etc.): 15 business days
    • Specialised and/or high risk activities (e.g. rock climbing, off-road mountain biking, etc.): 15 business days.

    Any events that do not provide notice within this timeframe will not be approved. For any changes to your event (location, equipment, room hire, etc.) a new Event Registration Form must be submitted within the minimum timeframes listed above. Requests to change details or requirements to your event without the minimum notice will be rejected.

  • Important Information Section End

  • General Details

    In this section please provide the details of your Club and the details of the Event/Activity Manager (name, mobile, email address and Flinders Student Number).
  • Using acronyms will result in the rejection of this application, the full name must be used.
  • Only current Flinders University students may use this form. External requests to run events and activities at Flinders University should be directed to Flinders Concierge.
  • General Details Section End

  • Activity Details

    In this section you will need to supply details of your event/stall/meeting, including the title, location, expected attendance, dates, times and description of the activity.
  • Terms used within this form

    Event/Activity: An event or activity is defined by FUSA as an organised, scheduled activity or group of activities that constitute of more than the discussion or presentation of matters of a shared interest.

    Stall: A stall is defined within this form as a stall that will provide information or sell products to the exclusion of all other activities.

    Meeting: A meeting is defined by FUSA as an organised congregation of people to discuss or present matters of a shared interest to the exclusion of all other activities. Meetings will not be promoted by FUSA or provided with equipment hire.

  • Max 50 characters
  • If within Flinders University, please specify exact location, e.g: "Flinders University - Anchor Court".
  • This is the estimated number of Flinders University students that will be attending the activity. Names of participants are not required.
  • This is the estimated number of participants other than Flinders University students that will be attending the activity. Names of participants are not required.
  • Please provide a description of this event/stall/meeting, outlining the intended activities.
  • e.g: Facebook event, ticket portal, Instagram tile, Eventbrite, etc. FUSA will typically use this URL to promote your event as required.
  • IMPORTANT: Please ensure your dates and times are correct. Dates for a reoccurring event (e.g: Weekly Film Screenings) may be listed on separate lines. Please press ' + ' to add a new line. Events of a different format (e.g: Bake Sale and Weekly Film Screenings) must be listed in separate Event Registration Forms.
    Date (dd/mm/yy)Start Time (e.g: 9:00AM)End time (e.g: 5:00PM) 
  • Activity Details Section End

  • Equipment Hire

  • Press Ctrl and click to select multiple items.
  • Equipment Hire Details Section End

  • Room & Space Bookings

    In this section you will need to select the room or space you would like to book (Flinders campuses only). Please note that not all rooms/spaces are bookable, and are subject to availability.
  • Activities held outside of business hours include: weekends, public holidays, university closure (e.g. end of year closure) and anytime before 9am/after 5pm Monday to Friday.
  • Please note that all rooms and spaces are subject to availability, and selecting a room or space below does not guarantee you access. Note: Where available the capacity of each room is available in brackets next to room bookings when applicable area is selected.

    Not all rooms on campus are available through this form. Rooms not listed within this form cannot be booked through FUSA, and may either have other methods of application, or may not be booked. If not within the provided list (or otherwise listed below), it is likely FUSA cannot book this space, however, please email fusa@flinders.edu.au with any queries. 

    Rooms and spaces not available to book via this form include (but are not limited to):

    • Study Rooms in Hub/Library - available for self-booking HERE (select 'Hub Level 01')
    • Sporting Facilities (ovals, courts, etc.) - email request to sport.fitness@flinders.edu.au
    • Flinders Tavern - email request to hello@burgertheory.com 
    • Outdoor facilities at Tonsley campus - contact Renewal SA
  • Please note, some rooms/spaces below may require special approval from departments other than FUSA and may take longer to book. Please note that all rooms and spaces are subject to availability, and selecting a room or space below does not guarantee you access. Note: Where available, capacity of each room is provided in the dropdown menu.
     
  • Please note that bookings of Oasis are subject to the following conditions:

    • I will ensure Flinders security are notified if there are any incidents while on site and the incident report is filled in on FlinSafe (https://flinsafeportal.flinders.edu.au/FlindersEcPortal/) or via Security – 8201 2880. 
    • All children to be supervised at all times.
    • All furniture is to be returned to its original location. 
    • All equipment in the room is to be turned off after use.
    • Any portable electrical equipment used, is tested, tagged, and up to date.
    • All areas (e.g., kitchen, common room, lounge, BBQ) are to be cleaned/tidied following use. This includes dishes, which are to be washed (dishwasher use is preferred) and put away. Costs may be incurred for additional cleaning.
    • Any damages, lost equipment and breakages are to be paid for.

    For any queries please email oasis@flinders.edu.au. 


  • As the event/activity manager, I have read and I understand all required guidelines, and agree to ensure these and any other applicable health and safety requirements are adhered to throughout the course of this event. I understand that I am responsible for ensuring all applicable guidelines and Flinders University policies are adhered to, and that both the organisers and I are entirely responsible for all activities that occur during the event. I understand that I must inform Oasis of any significant changes to this event/activity as soon as possible.
  • If yes, please ensure you also select the 'Children on University Premises' section under 'Event Health & Safety'.
  • Please note that this is an Oasis requirement. FUSA maintains that if children are present at a club event, they must be supervised by a parent or guardian. Children present are always the responsibility of the parent/guardian in attendance.
  • Please note that bookings of the McHughs Community Space during business hours (9am-5pm Monday to Friday) are subject to the following conditions:

    • Bookings of McHughs during business hours cannot exceed 3 hours per day (inclusive of all other Club bookings). FUSA will contact you to discuss reducing your booking duration, changing the date or finding another location if your booking would exceed this capacity. 
    • Activities during business hours must be open to all Flinders students (fees to participate may still be charged but must be at the same cost charged to members).
    • The prayer rooms and bathroom facilities on the lower level of McHughs must remain accessible to all students during Club activities. 
    • The Club must return any furniture moved to their original configuration, and make all reasonable efforts to clean any mess incurred during the activity.

    Bookings of McHughs after business hours (weekends and before 9am/after 5pm on weekdays) are subject to these conditions:

    • The prayer rooms on the lower level of McHughs must remain accessible to students with swipe card access. 
    • The Club must return any furniture moved to their original configuration, and make all reasonable efforts to clean any mess incurred during the activity.

    For any queries please email fusa@flinders.edu.au. 


  • PLAZA & HUB BOOKINGS - PLEASE READ

    To avoid disappointment, please check the map located HERE to ensure you have booked the correct zones for your event. 

  • The Club must ensure it has formal written permission to screen the content from copyright holders wherever applicable. Please refer to Flinders Copyright for further information. Queries can be directed to the Flinders Copyright Officer at copyright@flinders.edu.au
  • Please note that the caretakers will need to add this task to their busy work schedule. Please only select 'Yes' if necessary for your event to run smoothly.
  • The capacity of the Studio will vary depending on the preferred room layout selected.
  • The capacity of the Alere Function Centre will vary depending on the preferred room layout selected.
  • The capacity of the Alere Function Centre will vary depending on the preferred room layout selected.
  • The capacity of the Alere Function Centre will vary depending on the preferred room layout selected.
  • Please select, these will be delivered to the Alere Function Centre prior to your booking.
  • Room & Space Bookings Section End

  • Promotion

  • Conditions of Instagram Promotion
    Promotion of a Club's events and activities via FUSA social media pages are solely at the discretion of FUSA staff.

  • e.g: Facebook event, Instagram Tile, Eventbrite, etc. FUSA will typically use this URL to promote your event as required.
  • Please upload in JPG or PNG format only. Use of images is at the discretion of FUSA and is not subject to review. If an image is not provided, an event URL must have be provided within this form. Optimum image dimensions: 476x714px.
    Drop files here or
    Accepted file types: jpg, png, zip, zipx, mp4, Max. file size: 50 MB.
    • Conditions of Digital Screen Promotion
      Requests may be submitted to advertise your Club's event or activity on the Super Screen in the Flinders University Plaza and the digital signage network across the Bedford Park and Tonsley campuses. Please note that requests are subject to approval by the Flinders Digital Screens team and FUSA has no influence upon this approval.

      FUSA recommends use of the FUSA Clubs Canva account to design an image (using the template in the 'Shared With You' section or using a template from the '16:9 Presentations' or 'Desktop Wallpaper' sections to ensure the correct dimensions. 

      Requirements: High resolution PNG or JPEG promotional image in landscape format, in a 16:9 aspect ratio (minimum 1920 x 1080 pixels). 

    • IMPORTANT: Images must be in 1920 x 1080 dimensions in a landscape format. The image must be high resolution in either JPEG or PNG format. Images not in this format will not be accepted.
      Drop files here or
      Accepted file types: jpg, png, zip, zipx, mp4, Max. file size: 50 MB.
      • Promotion Section End

      • Hidden

        Section Break

      • Event Health & Safety

      • Please read the Emergency Guidelines, located HERE
      • Please read the Accident, Incident and Hazard Reporting Guidelines, located HERE
      • Please read the Electrical Safety Guidelines, located HERE
      • Please read the Alcohol on Campus Guidelines, located HERE
      • Please complete the "Application to consume alcohol on University premises" form and attach the form here. This form can be found HERE. Please note that approval to consume alcohol on campus is subject to the approval of the Flinders University Properties, Facilities & Development Division. FUSA has no control over final approval.
        Max. file size: 50 MB.
      • A Short Term Licence (formerly Limited License) for the sale of liquor must be approved by Consumer and Business Affairs, please complete the application form HERE at least 14 days before the date of the event. This license is essential, and this event may not be approved without attachment of this license to the Event Registration Form. Please complete this form when this license has been received. As unlicensed sale of alcohol is a violation of South Australian laws, FUSA will not approve events to sell alcohol without an approved license under any circumstances.
        Max. file size: 50 MB.
      • Please read the Pub Crawl Guidelines, located HERE
      • Please list the name and mobile number for each Contact Person nominee, as outlined within the Pub Crawl Guidelines.
        First NameLast NameMobile Number 
      • Please read the Manual Handling Guidelines, located HERE
      • Please read the Children on University Premises Guidelines, located HERE
      • Please read the Food Safety Guidelines, located HERE
      • Examples or the above include BBQs, Bake Sales, etc. This does not include pre-packaged dry food or fruit requiring no preparation by the Club.
      • A completed Mitcham Council Temporary Event Food Notification Form must be completed prior to running the event. Please upload this form as soon as possible (minimum 10 business days' notice), as this is a requirement of selling food on campus that your Club has prepared or cooked. FUSA will send this form to Mitcham Council on your behalf. Please note that due to council requirements, your event will not be approved if you have not provided at least 10 business days' notice with a completed Food Notification Form. The form can be located HERE
        Drop files here or
        Max. file size: 50 MB.
        • Please read the BBQ Guidelines, located HERE
        • Please provide the name, contact details and purpose of the required contractors. NOTE: Where available, you MUST use existing registered contractors currently approved by Flinders University to provide the service if operating on a Flinders University campus (even if the cost differs from your intended contractor). A register of currently registered contractors can be found HERE (please ask a Flinders staff member to check this list if you do not have access). FUSA staff will liaise directly with contractors to ensure appropriate Flinders University processes are completed. Contractors are required to complete an on online Occupational Health & Safety induction and other paperwork. Therefore, it is imperative for FUSA staff to have the above information at least 2 weeks before the event. If the contractor is not on the Registered Contractor register and there is no existing registered contractor that provides similar services to your intended supplier, please contact clubs@flinders.edu.au as soon as possible so we can determine whether the contractor can be registered and used.
          Contractor/Business NameContact NameContact Email AddressPurpose (What are they providing?) 
        • Where the Club participates in an activity that would typically require specialised training (such as rock climbing, snorkelling, etc.) the Club must be registered with the appropriate state or national association for this activity. If this is not possible, select "Not Applicable" and provide an explanation for why this is not required. 

        • Name of organisationEmail AddressPhone NumberWebsite
        • Risk Assessment

          Please outline any potential hazards that could be expected with this activity and the actions you will take to address them (i.e; minimise the likelihood of injury). Please ensure you consider all risks that could be reasonably expected with this event/activity. Delays in processing may occur if your Event Registration Form has not considered all risks associated with the event/activity.

          Definitions

          A hazard is anything associated with your event or activity that has the potential to harm anyone (e.g: manual handling, flammable substances, trip hazards, etc.)

          The risk category is indicates how significant the risk is. What could be the consequences if the hazard is not controlled (such as serious injury, illness, death, etc.)? What is the likelihood of this occurring? To determine the risk, refer to the Risk Assessment Matrix.

          The control is the strategy the Event Manager will ensure is implemented to eliminate or control the hazard (e.g: taping down cabling, positioning BBQs away from flammable equipment, using lifting devices, etc.)

          The risk after control category is the likely risk of the hazard based on your strategies to control or minimise the hazard. To determine the risk, refer to the Risk Assessment Matrix.

        • Alternatively, you may upload a copy of your Risk Assessment via the File Upload section below.
          HazardRisk LevelControlRisk after control 
        • You may upload your Risk Assessment (and Safe Operating Procedures, if applicable) if you have already developed these documents for this (specific) activity. Please upload in PDF, XLS or DOC format only. You do not need to upload a Risk Assessment if you have entered all reasonable risks associated with the activity above.
          Drop files here or
          Accepted file types: pdf, xls, xlsx, doc, docx, ppt, pptx, Max. file size: 50 MB.
          • Hidden

            Event Health & Safety Section End

          • Declaration

          • Is any foreign government, entity, or individual related to a foreign government, providing financial or in kind support for this proposed event? This declaration is required per legislative compliance.
          • As the Event/Activity/Stall manager, I have read and I understand all required guidelines listed above, and agree to ensure these and any other applicable health and safety requirements are adhered to throughout the course of this event. I understand that I am responsible for ensuring all applicable guidelines and Flinders University policies are adhered to, and that both the organisers and I are entirely responsible for all activities that occur during the event. I understand that I must inform the Program Coordinator, Clubs & Student Communities of any significant changes to this event as soon as possible, and that changes to the event at late notice may result in a revocation of approval. I understand that changes to equipment and room requirements may not be catered for at late notice.
          • Hidden

            Declaration Section End

          WHAT IS FUSA?

          The on-campus student organisation that exists for the purpose of representing students' rights and interests.

          FUSA runs both social and advocacy services for students including academic advocacy, financial counselling and other support, as well as housing the Student Council and looking after Clubs and Student Communities on campus.

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