Functions on campus

Functions on Campus are here to help, we have extensive knowledge regarding University guidelines and protocols surrounding Functions and are here to help navigate these, suggest small and effective changes that may help the approval or operational needs of a Function and assist in linking organisers with the best University Services to help them deliver effective, safe and exciting Functions at ANU.

Step 1: Plan your event

Things you should think about:

• Will my Function be held inside or outside
• Will my Function include food
  
  Have you thought about dietary requirements?
  It's best to always have signed Gluten Free, Dairy Free, Vegan option
  Ingredients labels - even if just listing main ingredients and labels
   
• Will my function include alcohol
  
  Have you thought about sober rep's?
  
  Have you identified if the event will be mixed age groups and how you will manage this?
   
• Will my Function have attendees of all ages
• Will my Function require external contractors
  
  Have these contractors completed the ANU Contractor Induction?
   
• To my knowledge does my Function meet all University guidelines for Functions held on campus

Step 2: Organise your venue

Whether using an inside or outside venue; ANU has some amazing spaces to offer – have a look at the tabs below to find a suitable venue. Information also includes hints and tips as well as contact details for alternative areas across campus.

Step 3: Start a Functions on campus application

The Functions on Campus application process applies to all University facilities (including rooms within buildings) and the placement of posters and other promotional material around campus. It also includes any outdoor area of the campus grounds, such as ovals, the banks of Sullivan's Creek, Kambri, Llewellyn Hall, University Avenue and the Forestry Fire Pit.

Submission deadlines and peak periods

It is important that you as a function organiser adhere to the submission deadlines set out below; particularly during peak periods (e.g. O-Week and Bush Week).

Please contact the Functions on Campus team on +61 2 6125 4000 9am – 5pm, Monday to Friday if you are having issues with submission deadlines.

Functions at a glance

If you are ANU Staff - eForm

Departmental meetings do not require an eForm. Everything else (public lectures, social gatherings, festivals, stalls, training sessions etc) requires a Functions on Campus eForm.

Staff are able to host events with liquor if it is staff-supplied and an RSA holder is present at the function.

If you are ANU Student - eForm

All student Functions require an eForm. Applications must be sponsored by a University department, ANUSA, PARSA or affiliation organisation (e.g.. ANU Sport).

Students are not permitted to host BYO events with liquor.

If you are ANU Residential Student - eForm

Residential students must first seek approval from their Head of Hall before submitting an eForm.

An eForm is required when:

• Functions with more than 100 attendees;
• Liquor served by student organisers within a residence and not in a residential bar;
• Advertising the sale and supply of liquor on campus;
• When contracting external providers (e.g. caterers, AV equipment suppliers);
• Impact on pedestrian or vehicular movement.

If you are an External - eForm

All externally-organised events must be submitted using the paper form. Authorisation is granted by Functions on Campus.

External event organisers must apply for a liquor permit if liquor is to be served (sale or supply).

Before you begin your application

Assemble documentation required to complete the eForm including:

• Booking confirmation for your venue, this may be indoor or outdoor;
• Certificates of Currency for external providers - check for expiry date, Supplier Name, Company Name, ABN, Contact number;
• Risk Assessment (WHS) (you can also complete this within the eForm);
• Advertising material for approval;
• Mud Map of your event (you can also do this within the eForm).

Need help with your application?

Check out this step by step document or touch base with the Team:

Functions on Campus

+61 2 6125 4000-7, 9am – 5pm, Monday to Friday

Step 4: Submission of your application

Once you have completed your FOC form, the Functions on Campus team will work with the you to ensure the safety, effectiveness, and approval of the Function.

Functions on Campus will assess the application to ensure not only a safe Function but an effective one, that bears in mind all aspects of University life and protocol. We regularly help with larger and more complex Functions by initiating stakeholder meetings with organisers, engaging building custodians and Departments who may be effected by your event. The FOC Team will advise on how to ensure the approval of the Function and any potential changes to ensure the event meets all University standards.

The Functions on Campus Team will also assist organisers with any additional requirements for an event:

• Supplementary power
• Cleaning
• Security
• Noise management
• Gardens and landscape
• Traffic management
• Access requirements including bollard removal
• Streen and oval lighting
• VIP (Very Important Person)
• Book sales on Acton campus (excluding Harry Hartog)

Step 5: Approval of your Function

Functions on Campus will notify you in writing regarding the approval of the Function. This will be done once all stakeholders have approved the event and once it is sure that all University protocols and Guidelines have been met.

Step 6: Help us by providing feedback

We are always looking at ways to improve our processes. You can help us to achieve high levels of customer service by offering honest and effective feedback, through:

• Direct contact: Email
• eForm: After your Function date has passed the Functions on Campus eForm send an automatic feedback email asking for feedback. Don’t be shy tell us what you think!
• ANU University services feedback

The University is encouraging online platforms for events; minimising risk wherever possible. A decision making process flow has been developed to assist organisors in deciding in what format their Function should proceed in times of COVID-19.

For an indepth guide on how to organise a webinar event check out Zoom Webinar User Guide (PDF, 509KB). For Zoom Webinar backdrops please see Zoom Webinar Banners file.

Holding a function online has several advantages:

1. No attendance or time limits;
2. No eForm required (unless advertising will occur on campus or using an ANU Venue);
3. No risk assessment or contact tracing required;
4. Weekly/recurring Functions can be held at consistent times;
5. No additional cleaning required;
6. Greater market reach;
7. Increased capacity for attendance.

ANU ITS has some great information online to help understand and run Zoom Events and meetings.

Welcome to country

Starting an Event with the ANU Welcome to Country is an important part of inclusivity and paying respect to the land on which your Function is held.

ANU staff and students are encouraged to include an Acknowledgement of Country at the commencement of all Events.

ANU acknowledgement of country

Read more information regarding the ANU’s acknowledgement of country principles.

Additionally, for larger events, more formal Welcome to Country addresses can be organised engaging Elders of the land to undertake official acknowledgement ceremonies or smoking ceremonies.

For more information on how to organise these please check out this guide developed by NCIS to assist in understanding Welcome to country and acknowledgement to country.

Creating a safe Function

There are several departments at ANU ready to assist organisers in creating a safe Event:

ANU UniSafe can assist with extensive Security advise for all Functions and organise guards to patrol events and monitor event safety. This may be provided by our approved contracted security provider or through our student UniSafe Support Team Members (ANU Students providing liaison between the student community and ANU UniSafe management).

ANU UniSafe reviews all Risk Assessments in conjunction with the Functions on Campus team to ensure that the event is safe from a security perspective and ANU UniSafe’s approval is required for Functions to proceed. The use of any external security companies, including crowd control, needs prior approval from ANU UniSafe and often a stakeholder meeting prior to the event.

Get in touch with the Functions on Campus (+61 2 6125 4000, 9am-5pm Monday to Friday) team who can organise a meeting with ANU UniSafe.

The Respectful Relationships Unit is a culmination of the University's commitment to providing a safe and respectful campus for the entire ANU community. It leads the University's ongoing work to prevent sexual assault and sexual harassment before it occurs and to respond appropriately when it does happen.

The Respectful Relationships Unit can assist with making events safe and respectful by providing training to event organisers and volunteers on topics like bystander intervention or how to have difficult conversations. The Safe Events Framework is a valuable resource for event organisers which outlines steps that should be taken while planning, setting up, running, and reflecting on safe events. The Respectful Relationships Unit can also provide debriefing for organisers, volunteers and attendees in the instance of something not okay happening at an event.

Contact the Respectful Relationships Unit or visit the website.

Additional safety measures/things to think about

It is a good idea to consult with the Work Environment Group (staff), and Access and Inclusion/Thrive (students) for large events.

Sober Rep's

Sober Rep’s at Functions fulfil an important role and must be included in all events that include alcohol. Their role is one of safety, support as well as RSA compliance. In turn they should have knowledge and ability to recognise the effects of legal and illicit drugs and will be able to assist attendees needing support at your event.

When engaging sober reps for your function:

• Sober rep numbers should be dictated as are crowd control numbers, such as 1 per 50 with a minimum of 2.
• Sober reps must always be highly visually identifiable (e.g. Hi vis safety vests).
• Having a few reps that are non-male identifying and having a focus on general diversity.
• Giving everyone the opportunity to have the training and experience as a sober rep is also advisable. It allows individuals to see the effects of drugs (legal and illicit) and the impact of intoxication.

While the DSA does not encourage the use of drugs or alcohol it does encourage a harm minimisation approach. Being able to talk about how to manageme a situation and to seek help when something goes wrong is crucial to ensure the safety and wellbeing of those attending an event.

Content warnings

Ensuring people have enough information about the content of an event to make informed decisions about their own wellbeing. You may be hosting an individual for a lecture on their life including impacts of depression and anxiety and as such advertise the session with “We advise his lecture will discuss topics such as depression and anxiety and the impacts they have had on the speakers life” At the session you should make available resources for people to use should they need assistance due to the nature of the content. In the above example you may decided to provide information cards and contact details for Beyond Blue, the ANU Counselling Centre and the Mental Health telephone service. You would also alert members of the function to the availability of these resources and the content reminder in the introduction of the session.

Creating an inclusive Function

The Australian National University is an inclusive campus and prides itself on this. To ensure your Function is inclusive to all have a think about the following factors and think about if you are meeting the needs of your potential attendees:

Physical accessibility

• Wheelchair accessible - Is there a ramp or lift? If there isn’t, say this within your advertising
• If the event is catered – The height of some tables should be wheelchair accessible
• If outside - Is the ground uneven? Will the ground be slippery if it rains (e.g. unsafe for wheels and crutches?)
• Parking - Where is the closest accessible parking?
• Bathrooms - Where are the closest accessible and gender-neutral bathroom?
• Lighting - Does your event have bright or flashing lights? Can you book a room nearby that is quiet & dark where people with sensory difficulties can take a break?
• Sound - Does your event involve loud, sudden sound? Is the room you are in equipped with an audio loop? If it involves people speaking at the same time (discussion groups for example) can people who have trouble hearing go in a quieter area to talk? Do you have microphones for people speaking at the front of the room and people asking questions?
• Directions (physical signs) noting the area and location of facilities
• Extra chairs and water - Even if your event doesn’t usually require sitting or physical activity
• The above items should be considered when you complete a Risk Assessment – A fire or common emergency may not be the only risk (if a person has a seizure/Physically isn’t able to move/ it is too loud are also risks at an Event
• Accessible Event Sub Guide
• ANU Identity Icons

Visitor Personal Emergency Evacuation Plan

As an event organiser you have a legal responsibility to ensure your guests are offered a Visitor Personal Emergency Evacuation Plan. You MUST advise attendees via your ticketing, invitation or advertisement: ‘If you require accessibility accommodations or a visitor Personal Emergency Evacuation Plan please contact the event organiser.” Included should be details to make contact with an event organiser to request this if required.

• WHS Handbook Chapter 3.5 Emergency Safety Management
• WHS Chapter 3.5 Appendix G - Visitor PEEP

How to talk to people respectfully

As a Function Organiser it is important you and your team understand the sensitivities in how to talk to all individuals respectfully:

Who can help with accessibility matters?

• The ANUSA disabilities website has lots of great information
• The Disabilities Officer is more than happy to consult or discuss how your event can be made accessible. Shoot them an email.
• Access and inclusion have lots of experience in these matters and can advise on many topics surrounding accessibility and inclusion. Check out their webpage.
• The ANU Disability action plan working group has developed and is implementing the Disability Action plan this outlines the steps the Universities is taking and the goals of the University regarding creating an accessible Campus for all.

Copies of the current Draft Disability Action Plan can be sourced and feedback provided by emailing the Work Environment Group.

The ANU campus has a multitude of indoor Venues that are hireable for Functions. Some central, some departmental and some commercially managed.

Centrally Managed spaces

ANU Teaching & Learning Commons Venues are available to be hired for events, subject to availability. Whilst we endeavour to support events held on campus, ANU teaching activities will take priority over all event bookings.

The event organiser must read and agree to comply with the ANU Venue Hire Terms and Conditions at the time of the Application for Venue Hire (AVH) submission.

Booking your venue

There are a range of venues on campus, including:

• Computer labs (PC or MAC)
• Flat teaching spaces (tutorial/seminar) with movable furniture
• Tiered lecture theatres with fixed furniture

To book a venue, you must complete the relevant Application for Venue Hire (AVH) and email it to Venue Hire.

If you are an ANU Student and/or Student group with current affiliation to ANUSA, PARSA or the Clubs Council, complete the STUDENTS Application for Venue Hire (AVH).

If you are an ANU staff member, and/or an ANU department, complete the STAFF Application for Venue Hire (AVH).

If you are a non-ANU entity (e.g. organisation, business, group), complete the EXTERNAL Application for Venue Hire (AVH).

Choosing a venue

1. The types, capacities and prices of venues can be found on the ANU Venue hire website.
2. Find a venue with your required Audio Visual facilities. This will bring up a list of locations with this equipment installed.
3. Familiarise yourself with the locations of venues on campus
4. Check the availability of venues on the ANU Timetable

Please submit requests for furniture hire and other additional services at least seven business days prior to the required delivery date.

Venue Hire

• All prices listed on the ANU Venue hire website are the commercial rates for hire (GST inclusive)
  
  Please note ANU Venue hire aims to support the ANU community and as such for ANU Functions run by staff or students no hire fee is applicable.

Furniture Hire

• Additional furniture can be hired through ANU Venue Hire, subject to availability of furniture and the delivery schedule.
• Furniture Hire prices are the mandatory costs for delivery and pick-up of furniture (charged per item).

Additional ANU Venues

There are a number of venues across campus that are managed by other ANU departments, and therefore not bookable through ANU Venue Hire. View the list of ANU departments that also book out venues on campus.

Touch base with these booking teams for more information on the Venue they have to offer and what their spaces can be used for.

Commercial Venues on campus

There are a multitude of commercial venues on Campus that are well equipped and ready to assist in holding any size Function, these include:

View a full list of commercial tenancies that can assist with either venues or catering for your Event.

To see a list of on campus Caterers ready to help cater your Function who do not require certification through the Functions on Campus application process.

Kambri precinct

The largest of these commercial ventures is the Kambri precinct. The Kambri precinct was completed in 2019 and boast Venues that range from a Cinema, Manning Clarke Hall, Drama theatre, and smaller spaces in the Marie Reay building and the beautiful ambush gallery.

View more information on all that Kambri has to offer in terms of Venues for your Function.

Or you can reach out to the always helpful team at Kambri Concierge who are also well equipped to help plan, cater and assist in the operations of your Function.

Quarantine and Examination period

As an education institution the ANU holds great importance on academia and as such have certain times where academic endeavours take precedence over Ad-Hoc venue bookings.

Some such times are the ANU timetabling quarantine period which take place at the beginning of each Semester – where Ad-hoc bookings are unable to be made until after the release date.

Exam periods are another time where the needs of academic stream of the university will be prioritised.

The ANU important dates calendar can be helpful when navigating these considerations.

The ANU Acton Campus has a wonderful natural environment with a wide range of options for outdoor events. These include the wide open grassy spaces, large thoroughfares through campus and professionally maintained sporting facilities and ovals. There is a location for almost any outdoor event on our campus, from a small individual stall to full multi stall markets, space for a small picnic with friends to a full out door music festival.

Bookings and exceptions

The use of outdoor spaces does not require a booking confirmation in most cases as the relevant approval is obtained through the Functions on Campus Team. Functions on Campus will consult with the grounds team to ensure there is no risk to the landscape or gardens as a result of the Function.

Exceptions for booking outdoors

• Kambri (University Avenue, Amphitheatre, Kambri Lawns)
• ANU Sport (South Oval, Fellows Oval, Willows Oval, North Oval)

The grassed area along University Avenue is only available for events organised by the Vice Chancellor (Commencement and Graduations).

BBQs (Willows Oval, Fellows Oval, South Oval and Menzies Lawn)

Theses BBQs are only bookable through the Functions on Campus eForm. Please note for any events using a non-fixed/LP Gas BBQ organisers are required to follow and complete the Portable Gas Barbeque and L P Gas Cylinder Standard operating Procedure and will need to have a copy on site at the event.

All BBQ bookings are cancelled if a total fire ban is declared. The Functions on Campus team will contact organisers by phone for any cancellation.

Forestry Fire Pit

The Fire Pit is only bookable through the Functions on Campus eForm. Please note the following for bookings:

1. There is a curfew for all functions at the Fire Pit of 11:00pm
2. Gardens and Grounds do provide a small amount of fire wood but organiser will also need to provide their own (no treated fire wood is to be used in the fire).
3. There is a strictly no alcohol policy for events at The Forestry Fire Pit.
4. Organisers will need to bring water to extinguish the fire.
5. Organisers must ‘Watch and Wait’ for 20 minutes after extinguishing the fire at the end of the event.

All the fire pit is closed if a fire ban is declared and permanently closed during bushfire season. The Functions on Campus team will contact organisers by phone for any cancellation.

Impact on landscape

All events on or around the landscape required ANU Gardens & Grounds approval. The Functions on Campus Team will work with Gardens & Grounds directly to ensure the best outcome for the event organisers and the safety of the campus environment. For more information on this see Landscape Protection Guidelines for the Australian National University Campus.

Liquor

All Functions on ANU Acton Campus with liquor must be submitted to Functions on Campus for review and approval through an eForm (staff and students) or a paper form (externals). This is to ensure the safe and legal supply and consumption of liquor for all staff, students and attendees to our campus.

ANU Staff Function - Liquor Authorisation

A staff Function (where liquor is supplied by staff) will not require a liquor permit. The ANU Liquor Statute allows staff to hold events with liquor with the written approval of the Director, Facilities and Services. The approval is provided through the Functions on Campus eForm.

Staff Functions where external parties are suppling liquor will require a temporary liquor permit through Access Canberra.

Access Canberra – Liquor Permit

A temporary liquor permit purchased through Access Canberra will be required if your Function meets one of the below following criteria:

• If liquor is supplied by a third party provider. The liquor permit application should be submitted by the third party directly with Access Canberra.
• All student Functions (unless the event is held at a licensed venue).
• Residential Hall Functions where liquor will be served outside of the licensed bar area or if there are more than 100 attendees at the residential hall event.
• All externally-organised functions.

Applications to Access Canberra should be submitted no later than 21 days prior to the function date. The Functions on Campus eForm) should be submitted concurrently with the permit application to allow sufficient time for Functions on Campus to submit supporting documentation with Access Canberra.

On approval of your Functions on Campus eForm, ANU will provide an authorisation letter directly to Access Canberra to approve your permit request.

Responsible Service of Alcohol (RSA)

An attendee with RSA certification must be present at the Function to serve the liquor. It is recommended that Functions have one RSA for every 50 attendees. It is the responsibility of the Function organiser to ensure that RSA certifications are current.

BYO Function

Please note that the ANU does not allow BYO functions anywhere on Acton Campus.

Liquor Health and Safety Concerns?

There are many services available for individuals looking for information on the safe consumption of liquor and health or support services for excessive liquor consumption.

Resources

How Much alcohol is safe to drink?

Support Services

National Alcohol and Other Drug Hotline (free call and confidential) 1800 250 015
ANU Support services for students

Noise

Do I need a noise permit for my event?

There are guidelines on the Access Canberra homepage regarding noise thresholds and functions. Most functions will not require a noise permit. However, you will still need to consider how your function will impact neighbouring residences and buildings.

Please refer to the guidelines on the Access Canberra noise thresholds webpage regarding noise thresholds and functions.

Most functions will not require a noise permit. However, you should consider how your function could affect those nearby, particularly if it affects teaching or business activities.

Film screenings

If you are planning to screen a film as part of your function, you may require a screening license. It is the responsibility of the function organiser to ensure all film screenings comply with the relevant legislation.

Further information regarding film screening can be found at Roadshow and Amalgamated Movies.

Advertising your Function, whether on campus, off campus or online needs to meet several ANU standards, including:

• ANU Advertising policy
• ANU Brand policy
• ANU Sponsorship guidelines

There are limitations on what you can advertise in regard to the content of your Function advertising. Advertising must not include:

• The advertising of inappropriate liquor consumption – Liquor products or drinking outlets, cheap drink deals, quick excessive drinking like shots or drinking games, underage drinking (not exhaustive list)
• Tobacco – Products, companies, encouragement of smoking.

The Marketing Office develop, approve, and load all ANU advertising, from one-off ads to comprehensive advertising campaigns. This includes approval for any Function advertising for events that include the ANU Logo. The marketing office can also assist with:

• Strategic advice
• Creative designs
• Media scheduling

You can find more information on the ways they can help and contact details on the Marketing Office webpage.

Approval for Event advertising will be given through the Functions on Campus application process. The team is able to liaise with Marketing to seek their approval for your advertising material, to this end all advertising material will need to be submitted with eForm applications.

Sponsorship

Can I receive sponsorship for my function?

Yes – however there are a few things to consider:

• Who is offering the sponsorship? Do they align with the University’s values?
• What are they being offered for their sponsorship?
• What is being offered in return?
• Keep in mind that sponsorship is not always financial assistance.

Sponsorships which are not considered:

• Proposals that do not have a demonstrable benefit to ANU and/or our students.
• Proposals that do not reflect the values of ANU.
• Individuals seeking support or raising money.
• Political or religious activities.
• Fundraising organisations or aid appeals.
• Programs associated with tobacco or alcohol products.

You must declare all sponsorship arrangements in your application.

Inclusive language and advertising

At ANU we strive to make our events inclusive and one way you as an event host can make your event inclusive for the LGBTIQA+ community is by thinking about bathroom access, language and introductions. For example, if you welcome everyone by "Good evening ladies and gentlemen" you have excluded our non-binary of gender non-conforming community members. Think about using introductions like "Good evening community, Good evening folks, Welcome everyone, Good evening everybody" and so on.

When advertising your event, use this statement to specify that your event is accessible and to what extent:

At [organisation name], we strive to make our events as inclusive as possible. Our event venue is accessible (via ramp/lift), with accessible parking available nearby at [insert location], and accessible unisex bathrooms available within the building/[nearby building]. We do/do not have GF/DF/NF/V food options available. If you have any accessibility requirements, don’t hesitate to email us at [insert email address], or call us at [insert phone number].

Image descriptions! The convention is to describe every image (including FB event cover photos) in square brackets [like this], including a description of size, colour, image and style. This should happen on Facebook, Instagram and wherever else your club puts out information. Here is a good example:

• Similarly, this should be done for emojis
• Accessible hyperlinking! A hyperlink that is 3 lines long is not great for someone with a screen reader.
• If you are doing a video - make sure it has captions!
• Give graphics visible colour contrasts (yellow or light pink on a white background isn’t great)
• Lecture or conference? Digital versions of your physical handouts and vice versa. Use word documents as well as PDFs.
• View a great guide to accessible social media
• Always encourage contact for further concerns

What is an external service provider?

Anu external company employed or volunteering their service to the running of your Function. This may include but is not limited to:

• Catering companies/food business
• Lighting/sound companies
• Crowd control or security services

All external contractors providing a service for a function must supply a copy of their Certificate of Currency (Public Liability Insurance) to the function organiser, as this is required for the eForm. Food service providers are required to hold a minimum $20 million in Public Liability Insurance to operate on campus.

This is to ensure the safety of all attendees to the Function and to you as a function organiser, public liability insurance guarantees that companies are adequately insured and covered for if, through their service, any injury or illness is acquired.

Additionally, all external contractors are required to complete the Contractor Induction before commencing work on campus.

The Environmental Sustainability team aims to reduce the University's carbon footprint by leading programs that reduce or remove the emissions associated with its activities. Our long-term ambition is to be below zero emissions from our operations and value-chain (scopes 1, 2 and 3) by 2040 with an interim goal of carbon neutrality for direct on-campus and energy-related emissions (scopes 1 and 2) for part of 2025 (pilot) and from 2026 onwards.

Functions on campus can be a significant source of carbon emissions through travel, catering and waste generation.

Event organisers are encouraged to use this Carbon Smart Events Guide for practical advice on how to reduce carbon emissions from events. For ANU staff and students, there is an additional toolkit available on the ANU Communicators Network SharePoint site.

The guide was developed by ANU Communications and Engagement in consultation with the Below Zero team. If you have any questions or feedback, please contact events@anu.edu.au.