Guild Approval Process
All club events and activities require Guild approval for liability coverage and safety management. To gain Guild approval, clubs must notify the Guild:
- Before planning your event, check which category your event falls under & how much lead-in time is required to notify the Guild.
- Prepare your event plan / brief for your event application. Here’s some event planning resources.
- Lodge your event with the Guild & book a venue.
- Continue finalising your event plans.
- Do not go ahead with the event without approval. Please always follow-up with the Guild club support team if an approval has not been received.
- Follow all safety management procedures & if an incident occurs, always report it.
Event Categories
Minimum Lead-In Times
Please check the criteria for each category below on this page PRIOR to planning any event.
Category A - 3 business days* notice.
- *1 day notice may be accepted however, the Guild may cancel your booking if there are issues with the club's registration status due to overdue deadlines, unresolved club issues OR if there is an element of your event activity that does not meet the T&C's of the booking.
Category B - 2 weeks off-campus, 1 week on-campus.
Category C - 3 weeks off-campus, 2 weeks on-campus or Guild venues.
Category D - 8 weeks off-campus, 4 weeks on-campus or Guild venues.
CATEGORY A
3 days* notice required. Skip to category B if you cannot book a Guild venue or a library study room.
Events in this category are considered as simple events and are automatically approved IF all event information has been supplied to the Guild and there are no oustanding club matters.
Criteria:
- Only for bookings in a Guild Club Venue or Library Study Rooms & Pod. It must also meet the following:
- Less than 50 attendees
- Requires only basic planning
- Involves a minimal degree of risk
- No alcohol
- No guest speakers
- No food - OR - non-perishable snack food.
- *1 day notice may be accepted however, the Guild may cancel your booking if there are issues with the club's registration status due to overdue deadlines, unresolved club issues OR if there is an element of your event activity that does not meet the T&C's of the booking.
Bookings & Approvals
Secure a booking for these venues below.
Book a Guild Club Venue
Venues Types:
- Club HQ
- Meeting Room
- Pop-up stalls (in the Guild precinct) - great for club promotion, memberships & ticket sales.
How to Get Guild Approval?
Automatic approval - see T&C's within the booking form.
Book a Library Study Room or Pod
These spaces are small with a maximum of 6 persons for the largest rooms. They can be used for small meetings or planning sessions:
How to Get Guild Approval?
Once you have booked a library space, automatic Guild approval will only apply IF clubs forward the email confirmation to clubs@guild.curtin.edu.au with all event/activity details, please include:
- club name,
- expected number of attendees and
- a description of the activity.
CATEGORY B
14 days notice (on campus); 7 days notice off campus
Events including any of these elements requires formal Guild approval.
Criteria:
Applicable if any of the below apply:
- Less than 100 attendees
- Requires only basic planning
- Involves a minimal degree of risk
- Must not include any element listed under Category C or D (if any Cat C or D elements apply, your event automatically upgrades to the higher category)
- If serving food or alcohol in this category, the follow options are accepted:
- Alcohol Service Options:
- alcohol is consumed in a licensed premises, within a fixed venue (i.e. a bar or restaurant), or
- alcohol is served outside of a licensed premises, but is served and provided by an on-campus licensed catering company/business (e.g. Kirribilli Catering)
- Food Service Options:
- takeaway food provided by registered food business; or
- non-perishable snack food
- None of the following:
- No high profile guests or controversial visitors (e.g. public figures, politicians, dignitaries, well-known performers or artists, etc.)
- No activities, games or sports of a high risk physical nature
- No electrical or AV equipment (except in-venue equipment or wireless battery-operated devices)
- No installation or use of temporary event infrastructure or special equipment
- No travel and/or flights involved
- No overnight component, event finishes prior to 10pm
Bookings & Approvals:
For events in the following venues, complete the Event Application Form:
- Curtin Controlled Venues: Tutorial spaces, lecture theatres, outdoor spaces & grounds, courtyards etc. (includes booking)
- Curtin Tav (includes booking)
- Off-Campus Events (club must also book venue separately)
- Curtin Stadium (club must also book venue separately)
- Curtin Makerspace (club must also book venue separately)
Event Application
Or book a Guild Club Venue, with the required notice according to the categories above.
Book a Guild Club Venue
CATEGORY C
3 weeks' notice (on campus); 2 weeks' notice off campus
Criteria:
Applicable if any of the below apply:
- Up to 499 attendees
- Perishable food or platters purchased or prepared by the club (e.g. bake sales, home-made sandwiches, party pies, sushi platters, deli meats/cheeses, takeway food
- Alcohol served and provided by an external licenced catering company
- Activities, sports and/or games of a moderate physical nature
- Basic amplified music (up to 82dB) or simple AV equipment being used
- Involves travelling a distance of less than 2 hours from campus, does not involve flights
- No overnight component, event finishes prior to 2am
- Involves installation or use of temporary event infrastructure or special equipment
- Involves external speakers presenting on religious and/or political subject matter
- Involves external contractors accessing and/or working on campus (e.g. AV hire companies, equipment install companies)
Bookings & Approvals:
For events in the following venues, complete the Event Applicaition Form:
- Curtin Controlled Venues: Tutorial spaces, lecture theatres, outdoor spaces & grounds, courtyards etc. (includes booking)
- Curtin Tav (includes booking)
- Off-Campus Events (club must also book venue separately)
- Curtin Stadium (club must also book venue separately)
- Curtin Makerspace (club must also book venue separately)
Event Application
CATEGORY D
8 weeks' notice (on campus); 4 weeks' notice off campus
Criteria:
Applicable if any of the below criteria apply:
- 500+ attendees
- Alcohol is consumed outside of a licensed premises, and is not provided by a licensed catering company (e.g. club provides/serves drinks or attendees BYO) - Not accepted for off-campus events.
- Any food item cooked and/or prepared on site at Curtin (except a Guild BBQ)
- Activities, sports, or games of an intensely physical, specialised, or potentially dangerous nature
- Extensive AV production, staging, and/or noise levels higher than 82dB
- Involves flights and/or travelling a distance of more than 2 hours from campus
- Involves an overnight stay (includes camps and retreats)
- Involves fire, fireworks, pyrotechnics, or potentially hazardous chemicals
- Involves installation of amusement rides or similar structures
- Involves high profile or controversial attendees (e.g. public figures, politicians, dignitaries, well-known performers or artists, etc.)
Bookings & Approvals:
For events in the following venues, complete the Event Application Form:
- Curtin Controlled Venues: Tutorial spaces, lecture theatres, outdoor spaces & grounds, courtyards etc. (includes booking)
- Curtin Tav (includes booking)
- Off-Campus Events (club must also book venue separately)
- Curtin Stadium (club must also book venue separately)