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Club Leader Resources

Events & Promotion

A Guide to Organising & Promoting Successful Events

Organising club events is one of the best parts of being involved in a club, but it’s important to stay organised! This page provides key information on how to successfully plan, manage, and promote your events, both on and off-campus.

This section covers:

  • Booking spaces on campus
  • Event hire and supplies
  • Legal obligations regarding copyright
  • Promoting your events
  • When to contact the RUSU Clubs Department for help

 

For more detailed risk management info, including required forms (like the Event Risk Management Assessment form – ERMA), please visit the Event Risk Management Page.

 

Event Planning

Meet Risk Management & Child Safety Requirements

All clubs must submit an ERMA for events (on and off-campus), except for small meetings or General Meetings. Events that don’t meet the approval requirements can’t go ahead.

Form: ERMA

  • On-campus events might require RMIT Security.
  • Selling high-risk foods? Register through FoodTrader
  • Overnight events like camps need additional risk management. For more info and to apply, visit our Event Risk Management Page.

 

Child Safety

If your event involves students under 18, ensure you meet all Child Safety requirements. See our Child Safety Page for details.

All on-campus room bookings must be submitted by the Clubs’ ‘Designated Room Booker’. If you are unsure who this is, please contact your Clubs Officer.

Available Spaces

  • Free to book: RMIT provides free spaces for clubs (though certain services like AV equipment or RMIT staff may cost extra).
  • Cost Considerations: Costs may include venue staff, AV equipment, RMIT Security, cleaners, etc. These fees might be lower during business hours (Mon-Fri).
  • Damages: Clubs are responsible for any damage to RMIT property.

Booking Timeline

  • Minimum timeline: Submit bookings 2 weeks in advance.
  • Large or complex events: For venues like Storey Hall, aim to book 4+ weeks in advance.
  • Confirm your booking before promoting your event!

How to Book:

Booking Tips

  • Be flexible: If your preferred space isn’t available, follow up with an email and ask for alternative dates or locations.
  • Backup plan: Have a contingency plan, especially for larger events.

RUSU events equipment is not available for Club use.

Free Items
  • Extra rubbish bins: For on-campus events, request extra bins for free from the Property Services Help Desk. Make sure to provide the Club name, the booker’s student number, the event location, event date, the time you want the bins delivered and the bin type/numbers required (general waste, recycling, compostable).  propserv.service.desk@rmit.edu.au
  • RUSU EFTPOS machine: Can be borrowed for specific events on the City Campus. Submit requests at least 2 weeks before your event. We can’t guarantee all requests will be approved due to availability. Complete Form
AV Equipment
  • RMIT AV Support: Provided by Insight Systems. It is required for certain venues like Storey Hall and Kaleide Theatre. Visit the RMIT AV Services Form to inquire about equipment and pricing.
Other Equipment Hire

Online Events

To ensure success, use Office 365 for your online events to get the most support. Read the RMIT Online Accessibility Guide to ensure your event is accessible to everyone. Download: RMIT Online accessibility guide to Online Events section

In-Person Events

For in-person events, refer to the Inclusive Event Checklist and the NSW Government Event Toolkit to make sure your event is accessible.

Sustainable Events

Follow the RMIT Sustainable Events Guide for tips on reducing your event’s environmental impact.

Promoting Events

We strongly encourage you to use Rubric for your events, as it will help you reach a wider audience and increase visibility among students. All events hosted through Rubric (that have completed their ERMA approval) will be featured on our central events calendar as well as your Clubs’ Rubric page. You can promote on-campus through flyers/posters, however please read through our Club Promotional Material Advice & Etiquette guide. Having an active social media presence is often a really important part of running your Club, see this guide for some tips on effective communication. RUSU might be able to help promote your Club events! We offer support by:
  • Sharing your post on Instagram Stories.
  • Featuring it in the RUSU Clubs Newsletter.
  • Come along to a RUSU Chill n Grill to promote – availability will depend on the week and isn’t guaranteed.

We can generally promote events that are broadly accessible and relevant to all students. However there are some stipulations around what events we can or cannot promote. To check if we can promote your event, please contact your Clubs Officer

Copyright: Images, Music & Films

When using third-party content (images, music, film), ensure you are following copyright laws. This includes seeking permission or paying for licensing fees if necessary.

Download: Copyright Info Sheet

Filming & Photography at Events

If you’re filming or photographing your event, make sure to display the RUSU Clubs Photography Disclaimer Poster. This informs attendees that photos or videos may be taken.

Download: Photography Disclaimer Poster

Affiliate Logo

Use the RUSU Clubs Affiliate Logo on your promotional materials.

RUSU Funding Support

If your event is supported by RUSU funding, be sure to display the “Proudly Supported by RUSU” Poster at high-visibility spots during your event (e.g. entrance, podium). Download: Proudly Supported by RUSU Poster

While clubs are responsible for their own event bookings, RUSU Clubs Staff can assist if something goes wrong. Contact us if:

  • You receive conflicting information or have trouble understanding booking processes.
  • You haven’t received a response to your booking after 3 weeks.
  • Your invoice hasn’t arrived within 5 weeks after the event.
  • You’re planning a large or complicated event and need help (contact us at least 8 weeks in advance).
  • There is a significant problem during your event.

For help, contact your Clubs Officer directly or email our general inbox.

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