RUSU Club Resources

Events & Promo


Club events are the most fun part of being in a club, but it pays to be organised. From finding a venue to food and alcohol safety to applying for your event risk management approval, you need to be sure every aspect of your event is covered. And of course, you will need some good-looking artwork to promote your event. Learn the basics about organising and promoting your club event by reading this section. The link to the form to apply for risk management approval to run events is also in this section. For information about Clubs and underage members/Child Safety, please refer to the Child Safety section on the Running Your Club Page. 

Events On Campus

Bookings and risk management processes- introduction 

On-Campus spaces are available for clubs bookings. The University centrally manages "Venues" and "Academic [classroom and lecture theatres]" spaces through the University Venues Department. The "other" spaces are coordinated by different areas and include the RUSU spaces.

Spaces are free for Clubs to hire but there may be costs involved for RMIT venue staff, university audio-visual equipment and staff (required for some spaces), RMIT security ,RMIT cleaners etc. And, of course, clubs must pay for any damage!

Except for simple club Board of Management Meetings, all club events must gain risk management approval. It can sometimes be easier to receive the required risk management approval for off campus events. HAVE A BACK UP PLAN!

Please Note: RMIT has very strict timelines for on campus event venue booking. You MUST ENSURE that you adhere to the RMIT guidelines in order to run an event on campus. Events that do not comply with these timelines will be cancelled.

STEP 1: Complete Clubs Event Risk Management Application (ERMA) 

Clubs must submit an ERMA for all club events (on and off campus) except for club leader meeting. Events that do not gain approval must blot go ahead.

Club Leaders who fail to submit an ERMA or who proceed with an event even if the approval is denied, face loss of club privileges and even student misconduct charges against the club's leaders.  

Also, no approval = no insurance. This will mean the club's leaders open themselves to personally liable for damages/costs from their events 

Clubs event risk management application

STEP 2: Book An Event Space On– Campus

Clubs may apply to book an on-campus space. The process for booking spaces is different, depending upon what type of space is being booked. All Clubs need to follow the correct procedure for the space they are booking:

IMPORTANT if your event does not receive the required risk management approval, the booking will be cancelled. HINT - book early so you have plenty of time for the risk management approval process and to promote your approved event.

See the information sheets below for your chosen space.


Academic Spaces include most classrooms and lecture theatres. They are not available to book until after Week 4 of each semester (until the academic timetables are finalised) Clubs should first read the guide to booking an Academic Space on campus. Be aware that you will need to book your Academic Space several weeks in advance. Once you have read the guide, complete and submit the form well in advance of the required date.

Guide To Academic Space Hire Academic Space Hire Form


RMIT Venues are non-academic spaces on campus Clubs should first read the guide to booking a Venue on campus. Be aware that you will need to book your Venue several weeks in advance. Once you have read the guide, you can enquire about venue availability through RMIT's Priava Venue Booking System. Make sure you book your venue well ahead of the required date.

Guide To Booking RMIT Venues RMIT Venue Bookings


There are many other bookable spaces on campus that may meet the needs of your event. These include spaces such as Library and B80 Meeting Rooms, RUSU Spaces, A'Beckett Urban Square, RMIT Maker Space, the Media Portal, the Bundoora Netball & Sports Centre, etc .Each of the "Other Spaces" have a different booking process. Clubs should first read the guide to booking Other Spaces on campus, and follow the directions for the space they wish to book. Be aware that you will need to book your space several weeks in advance The info sheet also includes links to campus local government venue and outdoor spaces and facilities hire info.

Other RMIT & Community Spaces

Step 3- (if required) Submit a RMIT Security Risk Assessment Application (SERA) 

The nature of your club event might also require you to complete a Security Event Risk Assessment (SERA). This is for RMIT Security to determine if your event/activity must have a RMIT Security presence at it. One RMIT Security Guard costs about $50 for a 3 hours minimum shift - the club must pay for this! 

The main reasons for requiring RMIT Security at an on campus event/activity include:  

You should received direction to submit a SERA from the department you book the on-campus space through (Venus, RUSU etc) . 

If you arrange a space a different way and you think you may need to submit a SERA, contact Security directly (email below). 

Email if you have questions about security needs/process .

IMPORTANT - Part 1 of the SERA asks for an Internal Order Number (ION). RUSU Clubs do not have an ION.

Instead, fill in the next section "If no internal order number available" -  put the name of your RMIT student club and the personal (Melbourne) home address of the club leader submitting the SERA.

Clubs must be clear they are booking for an official RMIT student club on all booking forms! If you don't, you will be charged commercial rates instead of an internal RMIT rates! 


Event Equipment Bookings

RUSU events equipment is not available for club use except by special arrangement with the RUSU Activities Department for significant club events held on a weekday events during business hours. Speak your Clubs Officer about this well in advance of your event.

Unfortunately, RMIT AV Loans free equipment is no longer available to all students and staff-only those enrolled/working in College of Design and Social Context Programs (see

RUSU Clubs is waiting for clarification around whether only equipment provided by or approved by RMIT's AV support service "Insight Systems" is permitted on campus. It is required in RMIT Venues including Storey Hall, Kaleide Theatre etc. This is not free.

To book or make an enquiry about RMIT AV support (Insight Systems), please complete and submit an enquiry form at The form includes some prices.

When To Contact RUSU Clubs Staff

It's important to know that RUSU Clubs Staff do not make event space bookings for Clubs. It is the responsibility of each Club to book spaces for their own events, and to correctly follow the university procedures outlined above. However, when something has gone wrong with the process, RUSU Clubs Staff can help you. You should contact us if:

Process Changes

If you receive new, confusing, or conflicting information from RMIT Security, University venues, etc. and you are unsure which process to follow.

No Response To Your Booking Application

If three weeks have passed since you submitted your event booking, and you haven't received any response from RMIT.

No Invoice Received From RMIT

If five weeks have passed since your event was held, but your Club hasn't received the expected invoice(s) for an RMIT event or service yet (e.g. for RMIT Security, AV Hire, Venues Staff etc).

For Large Or Complicated Events

When your club wants to organise a large and/or complicated event, and needs some help to know how to work with University (you must contact RUSU Clubs Staff at least 8 weeks before the event).

Significant Problem At Your Event

If there was a significant problem at your event, whether with the venue, staffing, or event attendees.

Contact Clubs

Email your Clubs Officer directly or our general email.

Contact RUSU Clubs

Events Off Campus

Running Off Campus Events - risk management approval process

To seek approval for an off-campus club event, please complete and submit the Club Event Risk Management Applications at least two weeks before the event 

Clubs Event Risk Management Application

Online Events

Learn everything you need to know to run a successful event online.

The Basics

Promoting Your Online Event

Getting the word out there is essential to running a successful event online.

Event Promo

Office 365

RMIT runs on Office 365, and you will get the best results from your online event, and have more ITS support available to you, if you use Office 365 too. Find out in advance how to successfully install Office 365 so you are ready on event day!

Office 365


Make it easy to make your event accessible to everyone by reading our Accessibility Best Practice guide.

Read Now

Events Resources

Food Safety

Read the guide to Food Safety for Community Groups.

Food Safety

Responsible Service of Alcohol

Events that serve alcohol must adhere to the Responsible Service of Alcohol guidelines.

RSA Guide

Liquor Licensing

Does your club event need a liquor licence?

Find Out Now

Important Events/RSA Signage

This section includes posters that you can download for your event, including Responsible Service of Alcohol Posters, Social Distancing & Filming & Photography.

Responsible Service of Alcohol Signage:

Event Photography Disclaimer:

Social Distancing:

Showing Films

Film screenings are a fun club event, but you must ensure you obtain a licence to broadcast your film in public.

Public Films

Sustainable Events

Read the RMIT guide to sustainable events.


Photography and Filming

If you are planning on filming or taking photographs, you must display a disclaimer at your events, telling people that you are taking images. You can print out the RUSU Clubs photography disclaimer poster to display at your events.

Photography Notice

Medical Consent

If you are planning a Club camp or major excursion, you may need to obtain medical information from attendees for their personal safety. Please note this is not required for standard events such as movie screenings or food and drink functions.

Medical Consent

Functions Check List

Make sure you have everything ready for your big day by completing our handy, step-by-step checklist.


Promoting Your Club

Getting Help

RUSU Communications staff are available for you if you need help with logo design, and design for posters and other event marketing materials.

Getting Help

Get advice and etiquette information on how to promote your event at RMIT.

Get Advice

RUSU Club Affiliate Branding

RUSU Clubs Affiliate Logo

Download the RUSU Clubs Affiliate logo for use on your posters and marketing materials.

CMYK LOGOS: Used for printing

Download Now

RGB LOGOS: Used for websites and online

Download Now