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Functions and events on campus

Formal and informal functions and events being held on campus need to be approved by the Campus Support Office prior to taking place. This is to ensure the facilities requested are fit for purpose (adequate), address any potential risks, advise Security of the event details, ensure cleaning requirements are met and to facilitate any other services the Campus Support Office can provide.

A function or event* can be one of the following:

  • A social get together for your School/Centre i.e. retirements, welcome events for new staff etc;
  • Student focused activities i.e. fundraisers, orientation days, Guild Activities**, ECU’s Open Day, corporate and promotional activities, awards ceremonies, information evenings, BBQ’s, student welcome lunches, campus tours etc;
  • Formal staff functions i.e award ceremonies, celebratory achievements, end of year functions (Christmas lunch) and corporate events etc;
  • Any events involving alcohol;
  • Any events where high profile people will be in attendance (internal and external);
  • Where attendee numbers exceed 100 people; and
  • Where the event is taking place outside of business hours.

* The Campus Support Office can ask for a Function on Campus Application to be completed if the event being planned does not fall into the listed criteria/examples and we require further details on the event.

**Guild Activities - all guild activities, functions and events need to go through the Activities Officer of the ECU Student Guild. They will liaise with the Campus Support Office with the relevant paperwork and requirements or direct larger events to the Campus Support Office directly.

Application

A Function on Campus Application will need to be completed and submitted to the Campus Support Office at the relevant campus 14 days prior to the event taking place.  
Included in this form is a Risk Assessment which must be completed by the function organiser. This is required to assist the Campus Support Office with general information in relation to the proposed event, please be aware where necessary more information may be requested.

Services Provided

The Campus Support Office can provide equipment for use i.e. trestle tables, chairs, whiteboards, information on parking and the campus, assist in booking facilities, provide directional signage, make cleaning arrangements and advise Security with the details of the function.

Catering

Many of the food outlets on the Joondalup and Mount Lawley campuses provide function catering for on-campus events. To access their menus, prices and operating hours please visit the Functions Catering web page. The “general conditions” for each provider should be checked prior to placing your order.

The catering contractor for the South West campus is available for function catering, or external suppliers can be used. Their details can be found on the Functions Catering web page.

Where on-campus catering is not able to be used, an approved off-campus supplier can be used. Details for these suppliers are listed on the Functions Catering web page. Where a non-approved external supplier is being engaged, please see the FBSC intranet site to determine if a ‘Request for Policy Exemption’ needs to be completed.

Alcohol

Any functions, events or activities involving alcohol must be approved by the Campus Support Office.

Please refer to the Alcohol on Campus Policy (PL110) to ensure compliance.

Contact Information

cso@ecu.edu.au

Joondalup           08 6304 5444
Mount Lawley      08 6304 6444
South West         08 9780 7716

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