Outdoor Event booking

To hold an Outdoor Event (e.g. barbecue, information table or a special function) in an outdoor area, all Faculties, Departments and UNSW student organisations are required to book a location through FM Assist. This helps ensure that there are no double bookings and that all groups have the opportunity to hold a function on campus.

Due to the large number of requests, bookings are made on date of receipt basis.

All UNSW campuses are commercial-free zones and event organisers are not authorised to make bookings on behalf of a commercial operator.  Exceptions are made by FM Assist under certain terms during Orientation Week and Foundation Day.

In this section:

To host an indoor event, please complete the UNSW Indoor Event Application Form found at https://orgsync.com/78400/forms/94018/.


How can I book a barbecue?

At least 14 days in advance of the event:

All UNSW Arc Clubs and Societies must submit their applications online through OrgSync found at https://orgsync.com/78400/forms/94966.

Hard copy applications will not be accepted from student groups.

Faculties, Schools and Units:

  1. Read and sign the Barbecue Risk Assessment form.
  2. Complete the Outdoor Event Application form.
  3. Email a completed Outdoor Event Application form to outdoorbooking@unsw.edu.au.

Allow 5 working days for approval. Confirmation of booking is emailed to the applicant prior to the event. Make sure you have a copy of approved application on the day to present to Security Services if requested. 

Provided there is no disturbance to nearby classes, barbecues may be held between 11.00am and 3.00pm. Applications for a barbecue outside of these hours are subject to approval by the FM Assist Manager.

Arc provides serviced gas bottles that are tested and tagged. The areas of Kensington Campus available for barbecues are:

  • Michael Birt Lawn (D25)
  • Library Lawn Gravel Area (E21) (Electric Barbecue)
  • Morven Brown Lawn (C20)
  • Commerce Courtyard CLB (E20)
  • Ball Sculpture Lawn (H17)
  • Goldstein Courtyard (B16)
  • Chancellor’s Garden - Fountain OMB (J15) (Electric Barbecue)
  • Physics Lawn (L13) (Electric Barbecue)
  • Physics Courtyard – Graham Russell (K15)
  • Science Square (G13)
  • Alumni Park (D12)
  • Sam Cracknell (H8) (Electric Barbecue).

Refer to the Kensington Campus map to find the above locations.


How can I book an information/promotion table?

At least 14 days in advance of the event:

  1. complete the Outdoor Event Application form
  2. Clubs and societies submit their applications through OrgSync at https://orgsync.com/78400/forms/94966/
  3. Faculties, schools and units must email a completed Outdoor Event Application form to outdoorbooking@unsw.edu.au

Allow 5 working days for approval. Confirmation of the booking is emailed to the applicant prior to the event. Make sure you have a copy of the approved application on the day to present to Security Services if requested. 

  • Tables may be hired from Arc@UNSW only when a booking has been confirmed by FM Assist. FM Assist do not provide tables.
  • Space for information and promotion tables may be reserved by clubs and societies affiliated with Arc@UNSW, UNSW Sport and Recreation or faculties and divisions of the University
  • External operators are not authorised to book a table space.

Tables may be set up in the following 2 locations:

Library Forecourt
Four spaces are available for:

  • event promotions/information
  • fundraising (including pre-approved food sales). All electrical equipment hired or provided for the event is to be tested and tagged prior to installation.
  • ticket/other sales (for fundraising purposes)
  • member recruitment.

Quadrangle
Four spaces are available in the south west corner of the Quadrangle outside the Quad store and Q Lounge for:

  • event promotions/information
  • ticket/other sales (for fundraising purposes)
  • member recruitment.

Food sales will not be approved in this location.P

Please ensure that access to the lift and shops is clear.

It is best to book early to avoid disappointment. Banners may be attached ONLY to tables and stalls. For safety reasons banners are not allowed on UNSW buildings.

 


How can I book a special function?

Special functions include O Week, Arts Week, festivals, bands, faculty functions, charity drives, displays and promotional events. You will need to submit a completed application pack to FM Assist at least one month in advance of the event. This application pack must include (as applicable):

  • a completed and signed Outdoor Event Application form
  • a completed and signed Risk Assessment and Control form
  • a timeline of all activities including bump in and bump out of stalls, marquees or equipment
  • a liquor licence and a list of the RSA (Responsible Service of Alcohol) certificate holders who will be serving alcohol during the event (if alcohol is being sold at the function). This licence is available from the Licensing Court of NSW.
  • a list of phone numbers and email addresses of the organisers who will be available to be contacted on the day(s) of the event
  • a ‘mud map’ showing layout of any marquees, stalls or activities in the requested location.

Special function organisers are encouraged to contact FM Assist staff during the planning stages for information and assistance with the University’s guidelines and health and safety responsibilities. For more information on health and safety please read the Risk Assessment and Control Procedure, call UNSW OHS 9385 1565 or email ohs@unsw.edu.au

Please note: 

  • vehicles are not permitted on the main walkway between 8.00am and 6.00pm during semester.
  • all marquees, stalls or any equipment are to be weighted, not pegged.
  • All electrical equipment hired or provided for the event is to be tested and tagged prior to installation.

Outdoor locations available for booking
Library Lawn Gravel Area (south-west corner)  (E21)Globe Sculpture Lawn (H17)
Morven Brown Lawn  (C20)Science Square  (G13)
Commerce Courtyard (E20)Physics Lawn  (L13)
Michael Birt Lawn (D25)Physics Courtyard (Graham Russell)  (H8)
Chancellor's Garden - Fountain OMB  (J15)Sam Cracknell  BBQ (H8)
Goldstein Courtyard (B16)Alumni Park (D12)

Others areas will be considered on a case by case basis.