Events and Functions
Take a look at our here and review our frequently asked questions below!
- What event should you hold?
- Where do you want to hold your event?
- When do you want to hold your event?
- Who will be the guests to your event?
- Will you need security?
- Will there be food?
- What is the budget?
- How do you want to promote your event?
- How to get funding for your event?
- Event Plan
- Special Requests
The type of event that you are having will dictate all areas of your event. Are you having a meeting? A party? A fundraiser? Don’t rely on alcohol to be the main form of entertainment for the night, it won’t end well. Organise something to keep your guests entertained and allows them to have a good time. Think about themed parties, trivia nights, karaoke - there are so many ideas for events for you to come up with! The U is happy for you to get creative with decorations but you’ll need to run us through all decorations beforehand. Keep in mind that if you are hoping to have a live band, you will also need to organise a sound tech at your cost.
The U provides discounted room hire and event packages for UCinema in the Derkenne Courtyard, Bar on the Hill and the Godfrey Tanner Bar. They are great on campus options and everything is packaged up at a great rate including security, cleaning and entertainment if needed. We also have a special Clubs and Societies meeting room available in Bar on the Hill for your use. Pop into the Glasshouse at Bar on the Hill or email us for more info.
Make sure you give yourself plenty of time to plan and chat with members to find a suitable time for most people to attend.
Do you want to open your event to everyone or keep it for just members of your Club or Society? You may want to consider making your event free to members but not for non-members.
How many people do you think will come to your event? You can ask Club/Society members for an RSVP but if you have an open event it may be hard to judge. Be conservative in your estimate, 100 people is actually a big number.
Is it going to be 18+ in a licensed venue? Depending on the event, underage patrons may be allowed in the venue IF accompanied by a responsible adult (i.e. if it’s a Halls function, an RA would be suitable). In addition to this, certain conditions must be met in accordance with responsible service of alcohol. Underage people must be made known to security staff and bar staff on arrival and are wrist-banded in non-wrist-banded events and are not wrist-banded in wrist-banded event – there’s a tongue twister for you.
Not all functions require security, but some do. The U will determine if and how many security staff you will need for the night. The costs for this will be charged to your account. Security will check id and wrist band guests at the door. They are also there just in case things get a little too rowdy.
The biggest constraint on catering is your budget. Think about whether it’s really necessary to feed people dinner or whether you can just provide snacks. You have three options to supply food at your event:
- The U
The U has developed a Clubs and Societies function menu that has been subsidised at a rate of approximately 20% to help keep your costs down. Sapphire can also cater on campus and have a big range, but can be more expensive. If you want to keep costs down and can’t afford catering, you’re welcome to bring food in but you’ll need to provide your own serving wear and make sure you tidy up afterwards!
Once you work out what event you are going to hold, draw up a budget and calculate how much money you have to spend on the event. You can than come up with an entry price which will cover all of the costs you incur. Don’t forget to include GST! Make sure to keep records of purchases and, where possible, get receipts.
Promotion is a huge way of boosting numbers at your event - check out promoting your club for all of the promotion options available.
If you want to receive funding, you must submit an application to NUSA, NUsport or NUPSA prior to the event for approval. You must remember to keep all receipts as proof.
Once you have all the details worked out, develop a plan for the night. One key point – DELEGATE! Make sure you know who is doing what, so that when it comes to the time to wrap up you’re not the only one left holding a bin bag and a broom.
If you have any special requests, don’t be afraid to ask us! If you’ve ever seen Snow Jam, you’ll know that even the most wacked-out ideas can come to fruition – so long as you’re willing to put in the time and work with us.
Once you have pretty much worked out what you want your event to be, fill out our Clubs and Societies Events Enquiry Form online and we will get back to you to help start organising your event!