Student events are an integral and exciting part of campus life. Bond University students, Clubs and societies, class groups and individual students are welcome to hold events on campus throughout the semester.
All student events are held to the Bond University Student Conduct Code to ensure the safety of all involved. Completing an online event form (Step 4 below) gives your event the necessary tools to be a successful and enjoyable experience for all involved while allowing the University to ensure the venue and equipment you require is available.
Your step by step guide to hosting an event
Read through the following steps and guidelines to learn about the importance of choosing the right date, time and venue to make your event a complete success.
A-Z of Event Guidelines
It is important when hosting events to be fully aware of any protocols or requirements that exist in relation to your chosen activity. We all want events to be fun and educational but also safe and compliant to ensure there are no risks to student health and well being or to others on campus. The University has many sensible guidelines in place so students can make informed choices when hosting events. Making yourself familiar with these will promote successful event management.
- Animal Events on Campus
- Audio Visual Equipment
- BBQ Food Service Guidelines
- BBQ Safety & User Instruction
- Gaming Event Guidelines
- Inflatable Attractions - Jumping Castles
- Inflatable Attractions - Zorb Balls
- Insurance for Events
- Library Venue Event Guidelines
- Movie Night Guidelines
- Noise Guidelines
- Off Campus Events
- Raffles and Prizes
- Risk Management
- Temporary Food Stall Example
- Tent and Marquee Set Up Instructions
Step 1 - Selecting a date
Finding the right date to hold your event is very important to ensure that it does not compete or clash with other student or external events. An event may be declined if it conflicts with a previous booking or clashes irrevocably with another event. Planning well ahead is key to to maximising your event’s success. Many well planned events can fail simply because the date or time is not conducive to expected attendees. Submitting an event form will assist us to check your event for any conflicts and lock in your required dates and venues. We can also provide helpful advice backed by years of experience hosting student events at Bond.
Step 2 – Choosing a room or venue
Bond allows students to utilise campus grounds and buildings to host various student functions and events. The following venues are just a few of the options available. Some may incur a room hire/set up fee and are used for many University functions. An Event Officer will advise you of the availability on receipt of your submitted event form. We can also help to suggest some locations that will suit your event perfectly. If you can't find your venue below, no problem, simply leave this section in the form blank and ask for assistance. We can certainly help!
- Ornamental Lawns
- North or South Tower Lawns
- Don's Tavern | Games room, Main bar or Pavilion areas
- Princeton Room or University Club
- Teaching rooms
- Theatres or larger teaching spaces
- Library Main Reception Area
- Student Common Lounge (Building 10)
Use of the sports venues and equipment is booked with the Sports Centre and Bond Sport. This includes the sports hall, pool, sports fields and sports clubhouse.
- Submit an event form for the required date and time noting the required venue.
- Your request will be forwarded to the correct area/s for review of venue availability and consideration.
Lecture theatres, case study and seminar rooms are available for student use. These are often great locations for private group study or 'non-party' events, however no food or drink is permitted in any teaching spaces. Students will be charged a 'cleaning' fee if the rooms are left in an untidy manner.
Some teaching spaces are not available for student web room booking. These include some Theatres, Case Study Rooms and various rooms in Building 4 and 5. If you wish to use a particular room, please note this on your event request form and it will be checked for availability.
Teaching rooms must be booked online prior to use, allowing at least 3-5 working days for approval and security access. Book online using the Web Room Booking Form.
A Student Event Form must be completed for all Teaching Room bookings including club gatherings or group meetings. Private study groups who wish to use Teaching Rooms for exam or assignment work only, are exempt from completing an event form.
The area just inside the Main Library entrance on Level 2 (beyond the Papyrus Café seating area and opposite the Library Service desk), has been designed as a flexible “pop-up” service area to provide a venue for mini-events, promotional activities, displays etc. for the benefit of students and staff.
All student requests to use the space must be approved by Student Events in the first instance and details will be provided to the General Manager, Library Customer Services who will liaise with the students involved. Requests should be submitted via the Student Event Form no less than 10 days prior to the event, activity or display as other bookings may already exist for this space. View the guidelines for more information.
Step 3 – Learn about catering and equipment
All catering at events on campus must be approved. Bond catering provided under the University's food license can be tailored to any style of event and includes a wide range of modern menu ideas and online concepts. This is the safest way to provide food to your guests and fellow students.
Due to licensing restrictions, food cannot be brought onto campus into food licensed area from outside sources without prior approval. A Certificate of Currency for Public Liability Insurance(COC) is required from all external companies providing food or bringing equipment onto campus.
Self catering for your event can promote a high level of risk for your guests. Be sure to fully disclose your planned food options so we can assist and advise.
By completing as much detail as possible in your online event booking, we can review your requirements and discuss this with you. Tel: +61 7 5595 1211.
To assist with your events, Students have access to equipment provided by Facilities Management that includes tents, tables, chairs and rubbish bins. The Student Event Officer will organise for the equipment to be delivered and collected from the event venue (pending availability) using details provided in the online event form. Two weeks notice must be given to ensure that all equipment required is available.
BBQ's with gas bottles supplied, are available for student use. These must be kept clean and returned in the same state to avoid a cleaning fee. The cost of BBQ's, gas and tents is kindly funded by the student association.
Any equipment being brought onto campus for an event needs to be fully detailed on the Event Form for insurance purposes. This includes sound/music equipment, tents and electronic equipment.
If the equipment is coming from an external company, the company needs to supply a Certificate of Currency for Public Liability Insurance (COC). The certificate must be submitted with your Online Event Form to Student Events.
Step 4 – Complete the form
Online event booking forms must be submitted a minimum of two (2) weeks prior for low risk events, or four (4)weeks for high risk events or if catering is required. For a hassle-free event, include as much description as possible to ensure your 'duty of disclosure' is fulfilled. The request will be assessed for approval based on the information provided and adherence to the University guidelines for student events. You will then be contacted by the Student Event Coordinator.
Student event bookings (for club events and subject related events)
Clubs wishing to sell tickets or fundraise under the arch or at another location on campus should complete the above student event form.