• FLINDERS UNIVERSITY O’WEEK TERMS AND CONDITIONS

    By applying for a stall or roaming permit at the Flinders University O’Week event, you acknowledge that you have read and agreed to the terms and conditions listed below on behalf of the Department/Club/Company/Organisation you represent (defined within these terms as the ‘applicant’, ‘stallholder’ or ‘roamer’ as applicable). By applying you acknowledge that submitting your application does not denote approval by the O’Week Events Team or Flinders University, nor guarantee a stall or roaming presence at the event. 

  • Stallholders

    • Discretion of O’Week Events Team: The applicant acknowledges that the O’Week Events Team reserves full discretion to accept or reject any application for stalls and decisions of the Events Team are not subject to review or appeal.
    • The applicant agrees to the applicable costs outlined within their application for a stallholder presence at the Flinders University O’Week event. The applicant understands that it is liable for these costs unless cancellation is provided in writing to the FUSA Events Team (via
      fusa.events@flinders.edu.au) no later than 14 days prior to the event.
    • Stall location: The stallholder must ensure they are aware of their stall location on each day, as the location of their stall may change. The applicant must ensure that their stall is cleared of all property, promotional materials and rubbish at the end of each day. Items may only be kept at the stall each day with the permission of the O’Week Management Team, and are kept at the stall at the risk of the applicant.
    • Electrical testing of equipment: The stallholder must provide its own extension cords, power boards and gaffer tape for securing extension cords. A qualified electrician must tag all electrical cords and power boards used. All tags must be current.
    • Stall inclusions: Flinders University of South Australia (Flinders University) provides 1 trestle table and 2 chairs. Power and wireless access may be organised by arrangement prior to the event. Stall spaces vary from 3 square metre marquees outdoors to inside stall spaces with approximately 2 square metres of space. Stall allocation is at the discretion of the O’Week Events Team only, and will be based upon event requirements. All spaces have excellent exposure to students.
    • Parking: Parking on campus is only permitted in designated areas. Between 9:00am and 5:00pm you must display a valid permit or park in a metered bay. The applicant should refer to the
      Parking page of the Flinders University website for information related to the locations and costs of car parking at Flinders University. Parking permits are the responsibility of the applicant and will not be purchased by Flinders University. The applicant is responsible for expiation notices received for failing to adhere to Flinders University Car Parking Guidelines. Please note that Events staff will be unable to assist with parking queries during the event.
    • Set up: Between 8.00am and 9.00am each day. Prior to setup, you must register with a member of the Flinders University Student Association (FUSA). No stallholders arriving after 9.30am will be permitted on the Plaza.
    • Pack up: Stallholders must pack up after 3.00pm. There are to be no active stalls on campus after 5.00pm. All garbage and left over promotional materials must be taken off campus and disposed of at the end of the day/s. Failure to do so may result in a fine.
    • Liability: Flinders University, the Flinders University Student Association and O’Week management will not be held liable for costs associated with any error, damage, or other unexpected event relating to this application and/or the applicant/stallholder’s presence at the O’Week event.
    • Compliance with conditions and directions from event staff: The applicant understands that failure by the applicant or staff/team members related to this application to comply with any of the conditions in this application, or the directions given to them by O’Week event staff (including the O’Week Management Team, Flinders Security staff, WHS Division and other relevant staff) at the event, may result in the applicant’s immediate removal from the O’Week event and revocation of stall and/or roaming permit access.
    • Damage to provided equipment: The applicant accepts all costs associated with damage to equipment provided to the stallholder during the course of the O’Week event, and will be invoiced for payment of any damages incurred. This includes (but is not excluded to) stall fencing/backing, tables, tablecloths, electrical cords and power boards. ‘Blu Tack’, sticky tape and other adhesives may not be used on any provided tablecloths and pin boards.

  • Roaming

    • Discretion of O’Week Events Team: The applicant acknowledges that the O’Week Events Team reserves full discretion to accept or reject any application for roaming and decisions of the Events Team are not subject to review or appeal. 
    • The applicant agrees to any applicable costs outlined within their application for a roaming presence at the Flinders University O’Week event. The applicant understands that it is liable for these costs unless cancellation is provided in writing to the FUSA Events Team (via
      fusa.events@flinders.edu.au) no later than 14 days prior to the event.
    • Roaming permit requirement: The applicant must have an approved Roaming Permit to distribute materials or promote services on campus during the O’Week event beyond the applicant’s approved stall. Roamers should have a paper or electronic copy of the confirmation of their Roaming Permit available at all times while distributing materials.
    • Inclusions: No stall, resources or equipment will be provided with a roaming permit.
    • Roaming member limit: There is a limit of 4 roaming members per client.
    • Parking: Parking on campus is only permitted in designated areas. Between 9:00am and 5:00pm you must display a valid permit or park in a metered bay. The applicant should refer to the
      Parking page of the Flinders University website for information related to the locations and costs of car parking at Flinders University. Parking permits are the responsibility of the applicant and will not be purchased by Flinders University. The applicant is responsible for expiation notices received for failing to adhere to Flinders University Car Parking Guidelines. Please note the Events staff will be unable to assist with parking queries during the event.
    • Designated roaming areas: All roamers of the applicant are free to circulate the Main Campus, however the Registry Road bus terminus, steps and any construction zones are prohibited.
    • Wastage & Littering: The applicant must limit wastage and avoid littering while distributing promotional material. Failure to do so may result in a fine.
    • Liability: Flinders University, the Flinders University Student Association and O’Week management will not be held liable for costs associated with any error, damage, or other unexpected event relating to this application and/or the applicant’s presence at the O’Week event.
    • Compliance with conditions and directions from event staff: The applicant understands that failure by the applicant or staff/team members related to this application to comply with any of the conditions in this application, or the directions given to them by O’Week event staff (including the O’Week Management Team, Flinders Security staff, WHS Division and other relevant staff) at the event, may result in the applicant’s immediate removal from the O’Week event and revocation of stall and/or roaming permit access.
  • Internal Bookings (Flinders University departments and clubs only)

    The below terms and conditions are in addition to the terms listed under ‘Stallholders’.

    • Flinders University business only: The applicant understands that the online application form is for a stall permit for Flinders University Departments and Flinders One/FUSA affiliated or registered clubs only. The applicant understands that this application may not be used to circumvent commercial terms of access to the event, and that organisations that are neither Flinders University departments or clubs/associations must be referred to the O’Week management team; even if the external organisation is sharing a stall with the applicant. The applicant understands that their promotion of activities unrelated to a Flinders University club or department may result in commercial access charges being applied, and the applicant agrees to be charged at the commercial rate.
    • Stall placement: The applicant understands that due to WHS/Risk Management policy, electrical requirements and the high demand for stalls, specific requests (e.g: placement in a particular location, positioning near other stalls, requests for additional equipment, etc.) may not be requested. The positioning of stalls is at the sole of O’Week management and is not subject to review.
    • Priority bookings: The applicant understands that first priority for stalls will be provided to Flinders University departments, and affiliated clubs of the Flinders University Students Association and Flinders Sport & Fitness, that have applied within application deadlines. Registered clubs and societies operating within Flinders University may be allocated if space permits, at the discretion of the O’Week management team.
    • Use of stall space: Please note that space is very limited during the O’Week event. Stalls are allocated with space for one trestle table and seating for two members (approximately 2m x 2m space). The applicant understands that they are required to work within these limitations, and may not set up equipment in walkways or in a way that obstructs the view or access to other stalls. Any requests for additional space must be organised via prior arrangement with O’Week management.
    • Attendance during O’Week event: Stalls will be checked for attendance on their allocated days. The stall must remain operational and supervised at all times during the designated operating hours of the event. Stallholders that do not have maintain an operational and supervised stall during these hours may have their stall reallocated or withdrawn without notice, and may be restricted from accessing stall space in future O’Week events.