Please use full name - no acronyms.
Please include time required to set up and pack down, as well the duration of the event itself.
Please also specify how the proposed event relates to your club's overall objectives or specific area of interest.
Provide an overview or bullet-point list of measurable goals that you aim to achieve by running this event. Examples:
The primary contact must be an office bearer of the club. If the main organiser of this event is not an office bearer, the Clubs Officer must be notified in writing prior to submission of this EMP to advise us that the person lodging the EMP is authorised by the club executive to do so.
Please provide a number that you can be reached on during the event/function itself, if necessary.
Some off-campus venues may require you to provide PLI coverage in order for them to grant you use of their facilities (i.e. Bunnings BBQs, exhibition centres, industrial site visits, etc.). All registered clubs are covered by the Curtin Student Guild's existing PLI policy for approved club activities (subject to review of this EMP) and we are happy to provide this for your use. If you answer "yes" to this question, we will provide a copy of the PLI in your EMP approval email.
e.g. camps, retreats, interstate / regional conferences, etc.
Please include departure and arrival times and dates, locations, addresses, travel methods, airline/charter/bus company, etc.
Events involving travel or overnight stays are considered very high risk events. These events come with a significant duty of care to both your club and the Guild. Please be aware that the Clubs Officer may contact you to discuss your event in more detail after reviewing this EMP. Additional training for organisers may be required, and additional risk management measures may be enforced.
For example - "semi circle outside Guild Reception", or "Guild default BBQ location", or "under eaves outside G-Mart Books", etc.
Alternatively, the venue you wish to book might be managed by a third party who requires bookings to be lodged with them directly (fees may apply). Please email firstname.lastname@example.org for advice before proceeding with this EMP, OR review your answer to the previous question and select the answer that best applies.
Download and complete Venue Hire Application Form HERE.
All Guild-registered clubs and societies are eligible for their choice of: - Up to two (2) x Club Function Packs per year, valued at $300.00 each, OR - One (1) x "Exclusive Tav Event Pack" per year, valued at $600.00.
You can view the range of Tav Club Function Pack options HERE. You can book your Club Function Pack HERE.
Please apply for your Club Function Pack HERE.
The Clubs Support team will lodge the booking with the Tavern on your behalf, and you will be contacted via email with confirmation of your booking and/or any follow-up queries.
Please note that all film, TV, or documentary screenings on campus are considered "public screenings" for legal purposes, and require evidence that public screening permission has been granted by the copyright owner. More information can be found HERE.
Alternatively, clubs are eligible to run movie nights using our FREE Club Function Packs, via the Curtin Tav. This includes organising the relevant screening licenses, providing professional AV equipment and operators, bean bags, use of the venue, etc. To apply for a Function Pack, click HERE.
Who is your event primarily targeted at?
Please note that if your event is generating revenue, you are unlikely to be eligible for free venue hire, and may be charged at the Curtin Community Rate - more info on hire rates can be found HERE.
Please include all tiers of pricing, where applicable.
Please note that if your event is generating revenue, you will not be eligible for free venue hire, and will be charged at the Curtin Community Rate - more info on hire rates can be found HERE.
If you are simply covering costs and will not be making profit, please specify this. You may be required to provide written evidence in support.
Please note that, in most cases, Curtin only allows access to free venue hire if a minimum of 60% of attendees are Curtin students or staff. External attendees should not exceed 40%.
For seminars and workshops, please use this section to detail seminar topics, sections, and titles. Please clearly summarise proposed content, and provide the name of the person leading each section.
For social functions or meetings, please simply summarise your proposed activities or discussion points.
You must demonstrate that any external visitors/guests are relevant to your club's specific objectives and membership base, and that there is no commercial gain to be had. Attendance by external guests or speakers is subject to approval by the Clubs Officer and Guild Exec.
Please also note that external organisations and businesses are not permitted to come onto campus and solicit members of the general Curtin and/or student community (this is considered a commercial activation, and attracts advertising fees).
If you have multiple guests or speakers, please either merge all documents into a single PDF attachment and upload it here, or submit each additional separate document at the end of the form in the "additional attachments" section.
Food in this category requires you to obtain a food permit from the local council. If you already have a food permit, please attach it here.
If you do not have a food permit, you must obtain one as soon as possible using the following application form: https://www.victoriapark.wa.gov.au/files/assets/public/document-resources/business/environmental-health/temporary-food-business-permit-application.pdf
Your approved permit must be received by the Clubs Officer via email at least one week prior to your event.
If you are using Kirribilli Catering, you may wish to consider utilising one of our Free Club Function Packs! MORE INFO HERE.
Any persons and/or food business/stall engaged in the cooking or preparation of food to be served to students or staff must obtain a Temporary Food Business Permit from the Town of Victoria Park.
If you already have a food permit, please attach it here.
If you do not have a food permit, you must obtain one as soon as possible using the following application form: http://www.victoriapark.wa.gov.au/sites/default/files/Temporary%20Food%20Business%20-%20Permit%20Application_2.pdf.
Please include the restaurant's address.
Curtin already has this documentation on file for a small number of local takeaway restaurants, including
If you do not wish to chase up such paperwork from other food outlets, you may wish to consider using one of these providers.
If you do not wish to use these providers, you will need to obtain this documentation from your chosen outlet before submitting this form.
All Guild BBQs must be booked via the Guild Resource Booking Form, available HERE.
This form must be submitted in person to Guild Reception, at least three weeks prior to the proposed event.
We will get back to you to advise whether this is permitted in keeping with Curtin's on-campus food service regulations.
ANSWER "YES" IF ANY OF THE FOLLOWING APPLY:
A generic risk assessment template is available HERE.
Please amend this generic risk assessment to suit the specific details of your event. Please remove all sections that do not apply, edit sections where appropriate, and add additional considerations as needed. For further advice, please email email@example.com.
A successful event starts with a list of key tasks associated with running the event or function.
Please include dates, times, and person responsible for each task.
Sample tasks: 1. Submit EMP to Guild - today - Karen 2. Food permits lodged at Town of Victoria Park - 20th Sept - Mike 3. Liquor license lodged with Department of Racing Gaming & Liquor - 5th Oct - Kate 4. Decorations up - 24th Oct - 2pm - Michelle and Rob 5. Sound equipment bumped in by contractors - 24th Oct - 3pm - AV Production Company and Mike 6. Stallholders arrive - 24th Oct - 4pm - Michelle & Rob to supervise 7. Marquees erected - 24th Oct - 4pm - Kate and volunteers 8. Trestle tables carried to site - 24th Oct - 4pm - Kate & volunteers
Sample expenditure items: Catering, venue hire fees, advertising, ticket printing, AV equipment, entertainment, security, etc.Sample income items: External sponsorship or grants, Guild sponsorship or grants, other fundraising, ticket sales (provide figures for multiple ticket sale scenarios - i.e. 100% tickets sold, 75% tickets sold, 50% tickets sold, 25% tickets sold), bar sales (if your club is running the bar), etc.
If poor weather strikes or is forecast at the time of your event, what will you do? Will you relocate? Cancel? Postpone?
Please provide as much detail as possible.
Please provide details of any sound equipment to be used, where applicable. Please also detail any potential ambient or non-amplified sources of noise.
If not playing any sound or causing any noise, or if using a room or lecture theater's existing AV equipment with no additional amplification equipment - please write N/A.
Example:Amplifiers playing live music from a band. Noise notification flyers will be distributed to surrounding residents. Noise notification emails will be sent to staff in nearby buildings. Sound will be monitored with a decibel meter. Noise limit of 92dB at the mixing desk will be adhered to at all times, in keeping with Town of Victoria Park regulations.
If you wish to book additional Curtin bins for an on campus event, please mention this here, and the Clubs Officer will lodge a request with Curtin Properties.
*E.g. order portable toilets (outdoor events only), organise after-hours access to toilets in nearby buildings, provide directions to toilets in nearby buildings, etc. *
If your event is relatively low risk, Curtin Security staff will typically suffice as security for your event. In this instance, please simply write "Curtin Security".
If however your event involves a large number of attendees, and/or controversial speakers or topics, and/or alcohol, you may need to implemnent additional crowd controllers or other security provisions. Please outline any proposed additional security measures below.
i.e. - Committee members are first aid trained - First aid kits on site
This includes, but is not limited to:
All external contractors are required to be inducted with Curtin prior to accessing campus or undertaking any works. The Clubs Officer will contact you with further information.
Please provide company name, product/service, contact info, and website.
This question does not refer to parking, but rather contractor vehicle entry onto the central pedestrian core of campus.
Vehicle access is heavily regulated at Curtin, and any vehicle requiring access onto campus (carparks excluded) will require a Vehicle Access Permit. The Clubs Officer will contact you to arrange this further, if required.
Please note that vehicle access is heavily regulated at Curtin, and any vehicle requiring access onto campus (carparks excluded) will require a Vehicle Access Permit. The Clubs Officer will contact you to arrange this further, if required.
If you intend to allow attendees to BYO alcohol, or serve alcohol yourselves, you must contact the Department of Racing, Gaming & Liquor immediately before the event can proceed any further.
Should you wish to serve alcohol at your event, this will incur a significant level of additional risk, planning, and paperwork. We recommend engaging the Guild's licensed catering company, Kirribilli Catering, should you wish to run an event with alcohol, as they have all of the necessary licenses and training. Alternatively, you may wish to consider relocating your event or function to a licensed venue, such as the Curtin Tav.
If, however, you wish to continue with providing liquor to your guests without engaging the services of Kirribilli, or you wish to make your event BYO, you must liaise directly with the Department of Racing, Gaming & Liquor to obtain all necessary permits and meet all regulations. You must also implement sound risk management strategies to make sure your event runs safely and smoothly. Should you wish to discuss this further, please feel free to arrange an appointment with the Clubs Officer.
Please be specific in what aspects of your event deemed it "exempt" from requiring a license.
1. You must request permission from Curtin to apply for a liquor license for any event held on their premises. To do so, you must attach a Request for Consent to Apply for a Liquor License Form, available HERE. We will submit this request to Curtin on your behalf. If your request is approved, you'll be issued a letter giving written permission to apply for the license itself. You must then use this letter when submitting your application to the Department of Racing Gaming & Liquor (DRGL). 2. Once you have submitted your application to DRGL, please email a copy or screenshot of the application for a Liquor License to the Clubs Officer - firstname.lastname@example.org. 3. Once DRGL has issued you a license, you must email a copy of the final approved liquor license to email@example.com, who will forward this to Curtin on your behalf. Curtin will not authorise your venue booking until the liquor license has been received.
Example:Staff briefings will be conducted prior to and on the day of the event(including security); all staff will have RSA certification where required; first aid personnel will be on hand throughout the event; all staff will be sober.
Example: Event briefing document, pre-event briefing, separate bar briefing to be carried out by bar manager. License displayed at entry and bar, hard copies given to staff on the night.
Example:5 cartons x RTD (3 different flavours),10 cartons x full strength beer, 2 cartons x mid strength beer, 2 cartons x light beer, 5 cartons x cider, 5 cartons x cannedsoft drink ( different flavours), 10 cartons x 600ml water (free).
Example:Cans to be opened upon service, plastic water bottles.