Where on-campus can we hold an event?

Clubs can hold an event anywhere on the Caulfield Campus that is available to be booked by Monash Venues and MONSU Caulfield.

MONSU Caulfield manages the following spaces that are available for clubs to book for free:

  • The Ramler Room (Building S Level 3)
  • Level 3 Meeting Room (Building S Level 3)
  • The Common Lounge (Building S Level 2)
  • The Student Lounge (Building S Level 2)
  • Clubs Resource Room (Building S Level 2)

If you’d like to book one of these spaces, you need to contact the events coordinator. You can tentatively book the space via email or over the phone, however, your booking will not be confirmed until you submit a completed Function Fact Sheet.

If you’re looking to book any other space at the Caulfield campus, you will need to book through Monash Venues. You will need to complete their Venue Booking Request Form roughly two weeks prior to your event to ensure they can process your request. You must submit the form under your club email to get the booking for free, otherwise, you may be invoiced!
 

What is a SARAH and how do I complete it?

Monash University has made it a requirement for clubs to submit an Event Risk Management Plan through their Safety and Risk Assessment Hub (SARAH) before holding an event.

The first time completing this form can be difficult to navigate alone so to help with the process we have created a SARAH Video Tutorial that takes you through the process as well as a SARAH Cheat Sheet for you to have on hand and refer to when needed.

Make sure to submit one two weeks before your event just in case you need to resubmit.

 

How can I promote my event?

The easiest way to promote an event is through your social media or by emailing your members. You can also promote your event by putting up posters up in Building S. If you would like to do this, you must get your poster approved by the MONSU Workshop otherwise the posters will be taken down.

 

How do I sell tickets online?

It is a great idea to make your event ticketed, even if it is a free event. It can give you a better idea of how many people will attend your event and have details of the attendees for data collection as well as in case of an emergency.

If you decide to have tickets to your event you must use MONSU’s ticketing system. This is in accordance with MONSU policies, any club found to be selling tickets themselves will be subject to MONSU Caulfield By-Law 6.2

To set up your Humanitix tickets, please fill out the Event Humantix Request Form

To help you navigate the MONSU ticketing system you can watch this Video Tutorial on how to submit a form and a resource on how to use the Humanitix App. All of these resources can be found on the Club Resource Page.

 

How do I borrow equipment?

MONSU Caulfield has equipment that is available to book for all MONSU Clubs + Societies. This is free for all clubs and can be booked when filling out the Function Fact Sheet. If you have already filled out the form and have decided you need equipment last minute, please email samuel.petroulias@monsu.org.

 

Equipment Available:

  • Speakers & microphone

  • BBQ

  • Tables

  • Bean bags

  • Hot water urn

  • Projector

  • Esky

  • Marquee


 

Booking Conditions 

MONSU Caulfield Obligations

1. Allow the club/organisers to use and take equipment until it is due back, according to the times stated in the Function Fact Sheet form.

2. Provide equipment to the customer in good working order.

 

Club Representative Obligations

1. On the commencement of equipment hire pay the agreed hire fee.

2. Use the equipment for the intended purposes and nothing else.

3. Cover all costs incurred in the reaper of damaged or replacement of equipment caused by the negligence of the representative or club’s event.

4. Ensure hire times above are stipulated and adhered to — failure to do so will result in a late fee.