Event Registration Form – FUSA – Flinders University Student Association

Event & Activity Registration Form

Registering your events via this form is a requirement of all FUSA affiliated Clubs, Collectives & Associations. 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 following:
- Registration of FUSA-affiliated club/association events and activities (by a currently enrolled Flinders student only)
- FUSA Student Council events and activities
- FUSA staff-managed events and activities
For events and activities not defined under the above, please liaise with Venue Hire (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 three 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 three 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 you will need the details of your Club/Association, the details of the Event/Activity Manager (name, mobile, email address and Flinders Student Number.
Full Name of Club/Association*
Using acronyms will result in the rejection of this application, the full name must be used. Elected members of Student Council should enter "FUSA Student Council" here.
Event/Activity Manager*
First Last
Event/Activity Manager Email*
Enter Email Confirm Email
Event/Activity Manager Mobile Number*
Flinders University Student Number*
Only current Flinders University students may use this form. External requests to run events and activities at Flinders University should be directed to venue.hire@flinders.edu.au
Will the person listed above be at this event or activity at all times?*
Please provide a club representative who will be at the event at all times*
First Last
Club Representative Mobile Number*
I am completing this form in my capacity as a...*
General Details Section End
Student Council Details
If you advised that this activity is being registered for a FUSA Student Council member, we require additional details in this section.
Is this event or activity being run in your capacity as a Student Council member?*
NOTE: If you are not an elected member of FUSA Student Council, please mark NO to ensure your application is not delayed.
What is your position in the FUSA Student Council?*
Has this event and any required costs been approved in a FUSA Student Council meeting?*
Do you intend to hire contractors?*
e.g: Musicians, speakers, MCs, DJs, equipment hirers, etc.
Student Council 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.
Is this an Event/Activity, Meeting, Stall or Online activity as defined above?*
Title of Event, Activity, etc.*
Max 50 characters
Location*
If within Flinders University, please specify exact location, e.g: "Flinders University - Anchor Court".
Expected Attendance - Number of Flinders Students*
This is the estimated number of Flinders University students that will be attending the activity. Names of participants are not required.
Expected Attendance - Number of Other Guests*
This is the estimated number of participants other than Flinders University students that will be attending the activity. Names of participants are not required.
Total Attendance (Pre-Filled)
Description of event/activity/meeting*
Please provide a short description of this event/stall/meeting (max 50 words), outlining the intended activities.
Event/Activity URL (Web or Social Media)

e.g: Facebook event, ticket portal, TidyHQ, etc. FUSA will typically use this URL to promote your event as required.
Enter the dates & times for this activity*
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. 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)
Please select your requirements from FUSA for this activity
- I need to book a room or space for this activity
- I need to hire equipment for this activity (Stalls & Events only)
- I would like FUSA to promote this activity
As you have not selected any requirements above, please acknowledge the following*
- I acknowledge that I do not require equipment hire, room/space bookings or promotion from FUSA. I understand that I must complete a new form within the required minimum notice should my requirements change.
Activity Details Section End
Equipment Hire
Please select the equipment you require for the above bookings
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.
Will your activity (either in full or in part) be held outside of Flinders business hours?*
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.
- Yes, the activity is after business hours
- No, our activity will be held during business hours
Do you require swipe card access to the room/space?*
Most rooms/buildings on campus are locked after hours. If you are requesting an after-hours booking, you will usually need swipe card access to access the room/building.
- Yes, I require swipe card access
- I don't know if I require swipe card access
- No, I already have swipe card access to the room/building, or swipe card access is not required.
To ensure access for your after-hours booking, please supply the Student Card ID number for the event manager. Where required, Security will provide temporary swipe card access to the room for the event manager.

IMPORTANT: Where swipe card access is required, you must have the Student Card (that you have listed in this event/activity registration) available. Swipe card access to the room will only be supplied during the times you have listed in this event/activity registration.

Please note that the Student Card ID is NOT your student ID number. This is a seven digit number in the format "25-#####" or 26-#####" and can be found in the bottom right corner of your student ID card.
Please enter the code in the bottom right hand corner of your Flinders student card*
Please note: This is NOT your student number. FUSA will supply this to Security to organise access to rooms where swipe card access is required.
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 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):
- Multimedia Lounge - available for self-booking HERE (select 'Hub Level 00')
- 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
Select the room/space you would like booked*
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 available in brackets next to room bookings when applicable area is selected.
Please note that bookings of McHughs 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.
Please confirm you have read and agreed to abide by the McHughs conditions of use*
- I have read and agree to abide by the McHughs Conditions of Use
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.
Do you require access to the Super Screen?*
- Yes
- No
Please provide a description of the content you wish to display on the Super Screen*
Do you have permission from the copyright holders of the content to screen this content in public?*
The Club/Association must ensure it has formal written permission to screen the content from copyright holders wherever applicable. Please refer to https://libraryflin.flinders.edu.au/copyright for further information. Queries can be directed to the Flinders Copyright Officer at copyright@flinders.edu.au
- Yes
- No
- Not required
Room & Space Bookings Section End
Promotion
FUSA Facebook Page

Please note that this is a REQUEST ONLY and does not guarantee promotion via the selected formats. Promotion is solely at the discretion of FUSA, the Flinders Digital Signage team and Empire Times team respectively. The use of the supplied images and promotional descriptions are at the discretion of these parties. Please note that FUSA may be unable to promote events and activities if they conflict with FUSA's events or objectives.

While FUSA endeavours to market and advertise student campaigns, clubs and activities, we reserve the right to refuse promotion. FUSA wants our viewership to feel safe and comfortable with content when we act as a brand, and as such, please be aware that this may apply to content regarding political affiliation, race, ethnicity and religion. Other content likely to cause offense or contravene Flinders University’s social media guidelines and netiquette may also be rejected.

Requirements: Promotional description (max 50 words), link to event URL (Facebook, website, etc.) or image (optimum image dimensions 476x714px).

Super Screen & Digital Signage Network
Requests may be submitted to advertise your club's event or activity on 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).

Empire Times
With enough notice, your club can list its events and activities within the Empire Times event calendar at the discretion of the Empire Times Editorial Team. Requests must be received by the required Submission Deadlines. Please note that distribution of the magazine is typically 3 weeks after the applicable submission deadline, and consequently you must provide ample notice for advertising to be effective.

Requirements: Event title, date, time and location by applicable Submission Deadline. Please ensure your event dates, times and locations are correct prior to submitting this form.
Which methods of promotion are you requesting?*
- Post to FUSA Facebook page
- Post to FUSA Instagram Page
- Super Screen & Digital Signage Network
Please provide a short promotional description of the event here (max 50 words)*
Please upload an image for your event here
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.
Accepted file types: jpg, png, Max. file size: 50 MB.
Please upload your image for the Digital Screen signage here*
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.
Accepted file types: jpg, png, Max. file size: 50 MB.
Promotion Section End
COVID-19 Safety Requirements
COVID-19 Safety Guidelines*
IMPORTANT: Please read the COVID-19 Safety Guidelines, located at: https://fusa.edu.au/health-and-safety/#covid19-clubsafety
- On behalf of the group/club listed within this form, I agree to abide by the COVID-19 Safety Guidelines
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Section Break
Event Health & Safety
Please select any components that will occur within this Event, Activity or Stall below
- Use of Electrical Equipment (Not including pre-installed equipment)
- Consumption of Alcohol
- Pub Crawls
- Manual Handling
- Children on University Premises
- Food Handling
- Use of BBQ
- Use of Contractors e.g. DJ, caterer (min. 2 weeks notice)
- Specialised Activities (e.g: Snorkelling, Abseiling, Caving, etc.)
Emergency Guidelines*
Please read the Emergency Guidelines, located at: http://fusa.edu.au/health-and-safety/#emergency-procedures
- On behalf of the group/club listed within this form, I agree to abide by the Emergency Guidelines
Accident, Incident & Hazard Reporting Guidelines*
Please read the Accident, Incident and Hazard Reporting Guidelines, located at: http://fusa.edu.au/health-and-safety/#hazard-incident-reporting
- On behalf of the group/club listed within this form, I agree to abide by the Accident, Incident and Hazard Reporting Guidelines
Electrical Safety Guidelines*
Please read the Electrical Safety Guidelines, located at: http://fusa.edu.au/health-and-safety/#electrical-safety
- On behalf of the group/club listed within this form, I agree to abide by the Electrical Safety Guidelines
Alcohol on Campus Guidelines*
Please read the Alcohol on Campus Guidelines, located at: http://fusa.edu.au/health-and-safety/#alcohol-on-campus
- On behalf of the group/club listed within this form, I agree to abide by the Alcohol on Campus Guidelines
Where is the consumption of alcohol taking place?*
Application to consume liquor on campus*
Please complete the "Application for permit to consume alcoholic liquor on University premises" form and attach the form here. This form can be found here: https://students.flinders.edu.au/content/dam/staff/governance/liquor-permit.pdf . Please note that approval to consume alcohol on campus is subject to the approval of the Flinders University Buildings & Property Division. FUSA has no control over final approval.
Max. file size: 50 MB.
Does the group or club intend to sell alcohol itself or otherwise charge for entry (including donations)?*
Approved Limited License to sell alcohol*
A Short Term Licence (formerly Limited License) for the sale of liquor must be approved by Consumer and Business Affairs, please complete the following form and submit to Consumer and Business Affairs at least 14 days before the date of the event. https://www.sa.gov.au/topics/business-and-trade/liquor/apply/short-term . 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.
Pub Crawl Guidelines*
Please read the Pub Crawl Guidelines, located at: http://fusa.edu.au/health-and-safety/#pub-crawls
- On behalf of the group/club/association listed within this form, I agree to abide by the Pub Crawl Guidelines
Nominated Pub Crawl Contact Person(s)*
Please list the name and mobile number for each Contact Person nominee, as outlined within the Pub Crawl Guidelines.
First Name Last Name Mobile Number
Manual Handling Guidelines*
Please read the Manual Handling Guidelines, located at: http://fusa.edu.au/health-and-safety/#manual-handling
- On behalf of the group/club/association listed within this form, I agree to abide by the Manual Handling Guidelines
Children on University Premises Guidelines*
Please read the Children on University Premises Guidelines, located at: http://fusa.edu.au/health-and-safety/#children-university
- On behalf of the group/club/association listed within this form, I agree to abide by the Children on University Premises Guidelines
Food Safety Guidelines*
Please read the Food Safety Guidelines, located at: http://fusa.edu.au/health-and-safety/#food-handling
- On behalf of the group/club/association listed within this form, I agree to abide by the Food Safety Guidelines
Is your group or club selling food that is has prepared or cooked itself?*
Examples or the above include BBQs, Bake Sales, etc. This does not include pre-packaged dry food or fruit requiring no preparation by the group or club.
Upload Temporary Event Food Notification Form*
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 group or 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 or via the Mitcham Council website: https://www.mitchamcouncil.sa.gov.au/__data/assets/pdf_file/0035/89738/TempEventforms-logo.pdf
Drop files here or

Max. file size: 50 MB.
Barbeque/BBQ Guidelines*
Please read the BBQ Guidelines, located at: http://fusa.edu.au/health-and-safety/#bbq
- On behalf of the group/club listed within this form, I agree to abide by the BBQ Guidelines
Contractor Details*
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 at https://flindersuni.service-now.com/csp?id=toolbox_contractor_page&filter=supplier (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 Name Contact Name Contact Email Address Purpose (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.
Is your club registered with the appropriate state or national association of the specialised activity?*
- Yes
- No
- Not applicable
Please provide the details of the state/national association the club is registered with below.*
Name of organisation Email Address Phone Number Website
Please explain why the registration with a state or national association is not required or applicable to this activity*
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.
Please list applicable risks and control measures in place below
Alternatively, you may upload a copy of your Risk Assessment via the File Upload section below.
Hazard Risk Level Control Risk after control
If not provided above, please upload a copy of your Risk Assessment here
You may upload your Risk Assessment (and Safe Operating Procedures, if applicable) if you have already have this 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, doc, Max. file size: 50 MB.
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Event Health & Safety Section End
Declaration
Declaration*
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.
- As the representative of the listed group/club within this form, I have read, understand and agree to the above.
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Declaration Section End

Event & Activity Registration Form

Important information regarding this form

Important Information Section End

General Details

General Details Section End

Student Council Details

Student Council Details Section End

Activity Details

Activity Details Section End

Equipment Hire

Equipment Hire Details Section End

Room & Space Bookings

Room & Space Bookings Section End

Promotion

Promotion Section End

COVID-19 Safety Requirements

Section Break

Event Health & Safety

Event Health & Safety Section End

Declaration

Declaration Section End

WHAT IS FUSA?

INSTAGRAM

JOIN FUSA

A-Frame Poster Board #1
A-Frame Poster Board #2
A-Frame Blackboard
Audio - Combined Bluetooth PA System/Speaker with Microphone #1
Audio - Combined Bluetooth PA System/Speaker with Microphone #2
Audio - Combined Bluetooth PA System/Speaker with Microphone #3
Audio - Speaker Stand #1
Audio - Speaker Stand #2
Audio - Microphone Stand #1
Audio - Microphone Stand #2
BBQ & BBQ Pack
Canon DSLR Camera
Cash Box #1
Cash Box #2
Cash Box #3
Clothes Rack (Portable) #1
Cricket Set (Backyard/Beach set) #1
Digital Video Camera
Easel
First Aid Kit
Game - Badminton Set
Game - Bocce Set
Game - Connect Four (Giant)
Game - Cornhole Set
Game - Finska Set #1
Game - Finska Set #2
Game - Jenga Set (Giant)
Game - Kubbs Set
Game - Quoits Set
Game - Totem Tennis and Soccer Set
HDMI Cord - 1 Metre #1
HDMI Cord - 1 Metre #2
HDMI Cord - 5 Metre
Ice Box - 65L #1
Ice Box - 65L #2
Marquee - FUSA Clubs Branded
Megaphone
Paypal Here EFTPOS Terminal #1 (PayPal Business account required)
Paypal Here EFTPOS Terminal #2 (PayPal Business account required)
Picnic Blanket #1
Picnic Blanket #2
Portable Bluetooth Speaker #1
Portable Bluetooth Speaker #2
Portable Bluetooth Speaker #3
Projector (HDMI)
Sports Field Markers x 30 & Witches' Hats x 12
Soccer Ball #1
Soccer Ball #2
Soccer Ball #3
Soccer Ball #4
Soccer Training Goal #1
Soccer Training Goal #2
Square Reader EFTPOS Terminal (Square account required)
Squeeze Whistle (For Sports)
Trestle Table #1
Trestle Table #2
Trestle Table #3
Trestle Table #4
Trestle Table #5
Trestle Table #6
Trestle Table #7
Trestle Table #8
Trolley - Clax Cart #1
Trolley - Clax Cart #2
Trolley - Flat Bed
Volleyball #1
Volleyball #2

Date (dd/mm/yy)	Start Time (e.g: 9:00AM)	End time (e.g: 5:00PM)

First Name	Last Name	Mobile Number

Contractor/Business Name	Contact Name	Contact Email Address	Purpose (What are they providing?)

Hazard	Risk Level	Control	Risk after control