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 & Minimum Timeframes
This form is used to register events and activities delivered by FUSA-affiliated clubs. Submissions must be completed by a currently enrolled Flinders student.

For events and activities not run by FUSA-affiliated clubs, please liaise with Flinders Concierge (for Hub and Plaza bookings), your college or department (for academic or faculty-related activities), or the relevant venue manager directly.

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

Recurring events (with the same activities, equipment, and location) may be submitted in a single form, provided all dates fall within the four-month window.

Event Registration Timeframes

Applications are processed during business hours. While we aim to review submissions as quickly as possible, the following are the minimum notice periods required.

These timeframes ensure we can coordinate bookings, confirm requirements, engage any necessary University teams or external providers, and support you to deliver a safe and well-organised event.
- Meetings (requiring room or Club Space hire): 2 business days (subject to availability)
- Routine event registrations (including room/space bookings and simple off-campus events): 5 business days (subject to availability)
- Events requiring additional staff assistance (e.g. Super Screen use, room setup, BBQ delivery, contractor involvement): 10 business days (subject to approval)
- Sale of food prepared by your group: 10 business days (subject to approval)
- On-campus events with more than 100 attendees: 10 business days (plus 2 business days for every additional 50 attendees)
- Off-campus events involving alcohol consumption: 10 business days
- Events involving intrastate/interstate travel (e.g. camping, excursions): 15 business days
Requests that do not meet these minimum timeframes will not be approved.

If you need to make changes to your event (such as updates to location, equipment, or room bookings), please contact us at clubs@flinders.edu.au.

If the activities being conducted as part of your event change, you must submit a new Event Registration Form within the required timeframes.
Important Information & Minimum Timeframes
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).
Full Name of Club*
Using acronyms will result in the rejection of this application, the full name must be used.
Club Email*
Enter Email Confirm Email
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 Flinders Concierge.
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/activity at all times*
First Last
Club Representative Mobile Number*
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 any organised and scheduled club event that does not meet the definition of a stall or meeting.

Stall: A stall is a static setup used to share information, promote your club, or sell products. It does not include additional activities such as games, performances, or demonstrations.

Meeting: A meeting is an internal club gathering (e.g. committee or executive meetings) held to discuss club business or matters of shared interest. Meetings do not include guest speakers, presentations, or additional activities, and are not promoted by FUSA or supported 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)
Detailed Description of Event Activities*
Please provide a clear and complete outline of all activities that will take place during this event. This is not a promotional description. You may use dot points to list each activity (e.g. BBQ cooking, games, guest speakers, performances, alcohol service, use of equipment, etc.). All activities listed here must also be addressed in the Risk Assessment section of this form. Activities not declared in this section, or not covered in the Risk Assessment, are not approved and will not be covered by University insurance.
Event/Activity URL (Web or Social Media)

e.g: Facebook event, ticket portal, Instagram tile, Eventbrite, 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. 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)
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. Please note that all spaces on Flinders campuses must be booked in advance to be used. 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
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@flinderstavern.com.au
- Wildernest Restaurant - email request to wildernest@flinders.edu.au
- 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 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.
Please confirm you have read and agree to abide by the Oasis Conditions of Use*
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.
- I have read and agree to abide by the Oasis Conditions of Use
Will there be children in attendance at this event/activity held at Oasis?*
If yes, please ensure you also select the 'Children on University Premises' section under 'Event Health & Safety'.
- Yes
- No
How many children will be in attendance?*
Who will be responsible for supervising children at this event?*
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.
First Last
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.
Please confirm you have read and agree to abide by the McHughs Community Space 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.
Please note that bookings of the Student Hub are subject to the following conditions:
- Decorations must not be attached to the ceiling or staircases within the Student Hub. Tables and chairs must never be used to put up decorations.
- Decorations must be affixed using removable materials (e.g., blu tack) only. No tape, glue, or other substances that could damage walls or surfaces may be used.
- All club property, decorations, and equipment must be removed from the Hub at the conclusion of the booking, unless prior arrangements have been made with FUSA.
- All access and egress points must be kept clear at all times, including doorways, staircases, and pathways.
- Music volumes must be kept at a reasonable level. Please remember that students and staff use the Hub for study and work. Written permission must be sought from FUSA before musicians or bands use the space.
- The student kitchen must remain accessible for all students.
- Clubs must return any moved furniture to its original configuration and make all reasonable efforts to clean any mess incurred during the activity.
- Activities must occur only within the booked times and zones.
Please confirm you have read and agree to abide by the Student Hub Conditions of Use*
- I have read and agree to abide by the Student Hub Conditions of Use
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 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
- Yes
- No
- Not required
Do you require seating and other furniture in Zone 5 (Hub ground floor) to be removed for your event?*
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.
- Yes
- No
What is your preferred room layout for the Studio?*
The capacity of the Studio will vary depending on the preferred room layout selected.
- Boardroom (capacity 24)
- Standing (capacity 50)
- Theatre (capacity 50)
- U-shape (capacity 20)
- Workshop (capacity 48)
Please note that bookings of the Alere Function Centre are subject to the following conditions:
- The room divider between Alere South and Alere North is not opened, closed, or impacted in any way.
- The equipment storage room in Alere is not to be entered and no furniture is to be taken from this room. All furniture must be organised in advance through consultation with FUSA.
- The kitchen spaces are not to be accessed and are not included in your booking of the Alere Function Centre.
- The space is to be cleaned and tidied following use, for example tables wiped down and any rubbish picked up.
- Any damages, lost equipment or breakages are to be paid for by the club.
For any queries please email fusa@flinders.edu.au.
Please confirm you have read and agree to abide by the Alere Function Centre Conditions of Use*
- I have read and agree to abide by the Alere Function Centre Conditions of Use
What is your preferred room layout for the Alere Function Centre Combined?*
The capacity of the Alere Function Centre will vary depending on the preferred room layout selected.
- Standing (capacity 210)
- Theatre (capacity 138)
- Workshop (capacity 80)
What is your preferred room layout for the Alere Function Centre North?*
The capacity of the Alere Function Centre will vary depending on the preferred room layout selected.
- Boardroom (capacity 24)
- Standing (capacity 100)
- Theatre (capacity 60)
- U-shape (capacity 20)
- Workshop (capacity 60)
What is your preferred room layout for the Alere Function Centre South?*
The capacity of the Alere Function Centre will vary depending on the preferred room layout selected.
- Boardroom (capacity 24)
- Standing (capacity 100)
- Theatre (capacity 60)
- U-shape (capacity 20)
- Workshop (capacity 60)
Do you require any of the following items for your event?
Please select, these will be delivered to the Alere Function Centre prior to your booking.
- Bin - for catering purposes
- Registration Table
- Trestle Tables for catering purposes
- Trestle Tables other
- Whiteboard
Room & Space Bookings Section End
Promotion
Which methods of promotion are you requesting?*
- Post to FUSA Clubs Instagram Page
- Super Screen & Digital Signage Network
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.
Event/Activity URL (Web or Social Media)

e.g: Facebook event, Instagram Tile, Eventbrite, etc. FUSA will typically use this URL to promote your event as required.
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.
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).
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.
Drop files here or

Accepted file types: jpg, png, zip, zipx, mp4, Max. file size: 50 MB.
Promotion Section End
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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 on Flinders University campuses e.g. DJ, external caterers (min. 2 weeks notice)
- Specialised Activities (e.g: Snorkelling, Abseiling, Caving, etc.)
Emergency Guidelines*
Please read the Emergency Guidelines, located HERE
- On behalf of the 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 HERE
- On behalf of the 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 HERE
- On behalf of the 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 HERE
- On behalf of the 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 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.
Does the 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 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.
Pub Crawl Guidelines*
Please read the Pub Crawl Guidelines, located HERE
- On behalf of the Club 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 HERE
- On behalf of the Club 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 HERE
- On behalf of the Club 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 HERE
- On behalf of the Club 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 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 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.
Barbeque/BBQ Guidelines*
Please read the BBQ Guidelines, located HERE
- On behalf of the 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 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 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 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.
This field is hidden when viewing the form
Event Health & Safety Section End
Declaration
Foreign Involvement 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.
- Yes, the club has already received or will receive foreign support for this event.
- No, the club has not and will not receive foreign support for this event.
Please provide further details as to what support will be provided and further details about the entity which is providing support.
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 Club within this form, I have read, understand and agree to the above.
This field is hidden when viewing the form
Declaration Section End

Event Registration Form

Important Information & Minimum Timeframes

Important Information & Minimum Timeframes

General Details

General 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

Section Break

Event Health & Safety

Event Health & Safety Section End

Declaration

Declaration Section End

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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