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Social Club Handbook &

Event Management

Guidelines

2015

ACCOMMODATION SERVICES LA TROBE UNIVERSITY | Bundoora & Bendigo Campus

Social Club Handbook

2015 Student Leadership Handbook

Accommodation Services, La Trobe University

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Contents Contents .................................................................................................................................... 1 Overview .................................................................................................................................... 2 Student Leadership Opportunity Overview .............................................................................. 3 Student Social Club Coordinator ............................................................................................... 4 Social Club Member .................................................................................................................. 6 Student Leader Qualities and Requirements ............................................................................ 8 Team Meetings ........................................................................................................................ 10 Event Management Procedures .............................................................................................. 11 Promotion and Communication .............................................................................................. 12 Hints & Tips for Organising Successful Events ......................................................................... 13 Fundraising .............................................................................................................................. 15 Events Involving Alcohol .......................................................................................................... 16 Risk Identification & Management .......................................................................................... 17 ResFest Event Calendar ........................................................................................................... 21 ResFest Task Planner ............................................................................................................... 22 Common Mistakes ................................................................................................................... 23

Edition Responsible Date

1st Edition L. Burge August 2007

2nd Edition L. Burge August 2008

3rd Edition L. Burge/ J. Volbeda August 2009

4th Edition J. Volbeda October 2010

5th Edition J. Volbeda November 2011

6th Edition S. Fualau/A.Norton/C. Wilding) January 2013

7th Edition S.Fualau (Ed. L.Burge) January 2014

8th Edition S.Fualau (Ed L.Burge) January 2015

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Overview Congratulations on your selection as a Student Leader. Becoming a recognised leader in our community is a significant commitment with many benefits and rewards. We are excited to see the ways in which you will embrace your new responsibilities and make a positive difference in our students’ lives! This manual has been created as a supplement to the formal training you have (and will continue to) receive this year. Please ensure to read it thoroughly, refer to it often, and do not hesitate to ask questions as they arise. In order to ensure that this manual meets your needs and the needs of those yet to come, please let the professional staff know if there are any additional resources you feel should be included in future editions. Welcome to the team!

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Student Leadership Opportunity Overview Student Coordinators: Student Coordinators are responsible for assisting the Residential Education Coordinators team in the management of their respective leadership teams. Students who apply for this role are generally later year students who have already fulfilled a student leadership role in a previous year. These are positions that require excellent time management, effective communication skills, solid organisation, and an intimate knowledge of residential life. Residential Assistants: The role of an RA is important to the overall wellbeing of all residents within the RS. RAs play an essential role in pastoral care and community building in each area and is generally the first point of contact for a resident. Students selected for this opportunity should be friendly, caring, compassionate and trustworthy, but should also be prepared to have the self‐confidence to enforce rules and policies as required. Social Club Members: Social Club members are responsible for the organisation of a diverse range of personal enrichment opportunities incorporating social, sporting and community fundraising events and activities. Students involved in the Social Club should possess skills, attributes and interests which align with these areas. Academic Mentors: Academic support and development is an important part of the service offered by AS. Academic Mentors provide study support and counselling to residents on a regular basis throughout the academic term. Mentors require time management skills, a sustained level of academic success, and solid communication. Training: All student leaders will participate in a comprehensive training package. All student leaders are obliged to attend training and will receive free accommodation during the training period. Morning and/or afternoon teas and lunches will also be provided free of charge. All student leaders will receive training in accredited First Aid Level 2. Important Student Leadership Documents: Each student leadership position has an associated Opportunity Outline. For your reference, the next few pages contain copies of the Opportunity Outlines associated with your portfolio, as well as the Student Leader Qualities and Requirements document (which you signed as part of your leadership opportunity application), and the updated Student Leader Employability Skill Evaluation. Please review all applicable documents carefully to ensure you understand the expectations set out for you. If you have any questions, please do not hesitate to ask!

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Student Social Club Coordinator Opportunity Outline

Core Leadership Areas

1. Adhere to Accommodation Services rules as outlined in the following documents: a. Residential Agreement b. Rules of Residence

2. Adhere to all relevant LTU policies and procedures. 3. Act as an exemplary role model for other student leaders and the general student body. 4. Be available, accessible, and actively involved in your residential community. 5. Promote an appropriate living learning environment within the residence by encouraging

participation and ensuring residents have the best possible opportunities to achieve success. 6. Undertake ‘Mod Squad’ rotations as required throughout the year, and coordinate other

‘Mod Squad Team’ members (if required). 7. Monitor residents’ behaviour and report infringements as required. 8. Manage minor disturbances and refer more serious incidents to appropriate staff (including,

but not limited to, personnel in: Counselling, Equality and Diversity, Disability Support, GLBTI/ALLY Network, Indigenous Australian Student Services, and International Student Support).

9. Provide assistance in the case of illness, fire, or other emergencies within the residence and refer on to staff as required.

10. Provide First Aid as appropriate to your level of training. 11. Regularly liaise with appropriate staff in relation to cleanliness of individual/common spaces,

OH&S, and maintenance within the residences. 12. Be available to attend regular meetings, including those involving other team members, your

residence, and the entire leadership team. 13. Maintain active and regular communication with other members of the team, including

fellow student leaders, Residential Education Coordinators, and staff. This is achieved through checking and responding to email, post, and telephone messages at least once every 24 hours (Monday – Friday), and through the aforementioned meetings.

14. Assist with, participate in, and promote residence events and activities, including welcome, Res Fest and transition programs at the start of each semester.

15. Contribute to the ‘public face’ of Accommodation Services by speaking at key events and by representing your residence. Be available to contribute prior to and during Open Day, as well as host residence tours throughout the year as requested.

16. Assist with the preparation and submission of materials for the Residential Review. 17. Carry out any reasonable requests from RS staff. 18. Maintain effective inter‐residence relations, and relations with other University bodies. 19. Attend all training sessions as outlined, participate in set reviews, and follow all

administration procedures as outlined in the Student Leadership Handbook.

Opportunity Specific Expectations

1. Assist the Social Engagement Coordinator in developing and managing an active, effective, and reliable Social Club team.

2. In conjunction with RS staff, coordinate a calendar of social events throughout the year and ensure effective communication with all stakeholders regarding up and coming events.

3. Coordinate Res Fest Week in conjunction with the Social Club and other Student Coordinators.

4. Complete & submit post event evaluation report

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5. Oversee organisation and implementation of events in cooperation with the Social Club. 6. Attend and/or facilitate regular meetings with the Social Engagement Coordinator, other

Student Coordinators, Social Club, other student leaders, and staff. 7. Liaise with the Social Engagement Coordinator regarding budgetary matters. Ensure the

Social Club team follows the business procedures of LTU regarding purchasing and activities. 8. Ensure all publications, promotions & advertising material are in line with LTU Media &

Publications guidelines Eligibility Must be an enrolled later year student Must be a resident of Accommodation Services Must have acted as a student leader in previous years Will be expected to have consistently achieved, and can maintain, a grade average of 70%

(B) or higher

Opportunity Rewards and Benefits

Student Coordinators 25% rent rebate 75% of rent paid into bank account (paid as Leadership Scholarship

in three instalments – March, June and September) Waiver of compulsory fees First Aid Level 2 Certification

Social Club Member Opportunity Outline

Core Leadership Areas

1. Adhere to Accommodation Services rules as outlined in the following documents: a. Residential Agreement b. Rules of Residence

2. Adhere to all relevant LTU policies and procedures. 3. Act as an exemplary role model for other student leaders and the general student body. 4. Be available, accessible, and actively involved in your residential community. 5. Promote an appropriate living learning environment within the residence by encouraging

participation and ensuring residents have the best possible opportunities to achieve success. 6. Undertake ‘Mod Squad Team’ rotations as required throughout the year, and coordinate

other ‘Mod Squad’ members (if required). 7. Monitor residents’ behaviour and report infringements as required. 8. Manage minor disturbances and refer more serious incidents to appropriate staff (including,

but not limited to, personnel in: Counselling, Equality and Diversity, Disability Support, GLBTI/ALLY Network, Indigenous Australian Student Services, and International Student Support).

9. Provide assistance in the case of illness, fire, or other emergencies within the residence and refer on to staff as required.

10. Provide First Aid as appropriate to your level of training. 11. Regularly liaise with appropriate staff in relation to cleanliness of individual/common spaces,

OH&S, and maintenance within the residences. 12. Be available to attend regular meetings, including those involving other team members, your

residence, and the entire leadership team. 13. Maintain active and regular communication with other members of the RS team, including

fellow student leaders, Residential Education Coordinators and staff. This is achieved through checking and responding to email, post, and telephone messages at least once every 24 hours (Monday – Friday), and through the aforementioned meetings.

14. Assist with, participate in, and promote residence events and activities, including Res Fest, and transition programs at the start of each semester.

15. Contribute to the ‘public face’ of Accommodation Services by speaking at key events and by representing your residence. Be available to contribute prior to and during Open Day, as well as host residence tours throughout the year as requested.

16. Assist with the preparation and submission of materials for the A.S Newsletter. 17. Carry out any reasonable requests from staff. 18. Maintain effective inter‐residence relations, and relations with other University bodies. 19. Attend all training sessions as outlined, participate in set reviews, and follow all

administration procedures as outlined in the Student Leadership Handbook. Opportunity Specific Expectations

1. Maintain appropriate documentation as required in cooperation with the Student Coordinator and Social Engagement Coordinator.

2. Coordinate Res Fest Week activities. 3. Organise and continually supervise an assistance committee. 4. Coordinate organisation of events in cooperation with team members. 5. Maintain appropriate, updated, and neat designated information points in order to ensure

effective communication and advertisements to the residential community throughout the year.

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6. Assist (if required) other Members in tasks related to organising events and event management.

7. Other duties as specified by the Student Coordinator and S.E.C

2015 Social Club Teams Each Social Club in the residences will consist of a Student Coordinator, and an allocated number (different to each residence) of Members.

1. Social Club teams (within each residence) will split up into two even groups/teams. 2. Each team will be responsible in planning & organising an equal amount of events per

semester, this also includes Resfest events specific to the Social portfolio Eligibility Must be an enrolled student Must be a resident of Accommodation Services Must have consistently achieved, and can maintain, a grade average of 60% (C) or higher

Opportunity Rewards and Benefits

Social Club Members 25% rent rebate Waiver of compulsory fees First Aid Level 2 Certification

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Student Leader Qualities and Requirements Accommodation Services aims to provide safe, secure, comfortable, affordable and accessible accommodation for its residents, with programs designed to build residential communities that foster learning, academic achievement and personal and social development. To achieve this aim, the RS relies heavily upon a dedicated team of student leaders, all of whom work hard to provide students with the best residential life experience possible. Though each student leader belongs to a specific portfolio group (including Residential Assistants, Academic Mentors, and Social Club Members), each is considered to be a “student leader” first and foremost. It is a privilege to serve students, and student leaders are expected to set a positive example for others to follow. As such, all student leaders are required to demonstrate the qualities that a good role model would, regardless of the portfolio they operate within. To help guide our student leaders in the important role they play, the RS has compiled a list of standards which are applicable to all opportunities. These standards include, but are not limited to: General Standards

Support other student leaders and hold them to the required standards, understanding that this may mean reporting breaches of these standards to appropriate RS staff.

Be accountable for your actions.

Be reliable, responsible, and proactive.

Act with integrity.

Demonstrate respect for others (even in situations where they do not respect you).

Behave with a service‐focus mindset.

Set and maintain a standard of reasonable care while preventing acts that may cause harm to yourself and/or others (‘Duty of Care’).

Pastoral Care

Demonstrate care and concern for residents, resident guests, fellow student leaders, and RS/University staff.

Demonstrate objectivity and impartialness when dealing with issues.

Maintain confidentiality as required.

Refer students and issues on when support services are needed.

Utilise inclusive actions and language in all situations. That is to say, carefully consider the ways in which the things you say and do (or do not say and do) may negatively impact the experience, feelings, and safety of others.

Demonstrate cultural sensitivity.

Endeavour to assist students with their individual needs (within reason). Policy Enforcement

Abide by all RS and La Trobe University rules, policies, processes and standards.

Educate residents as to appropriate standards of behaviour and expectations (as outlined in the aforementioned documents).

Document any violations of the aforementioned standards, and intervene as appropriate when violations occur.

Report issues via approved RS processes. Opportunity Related

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Attend and actively participate in all student leader training sessions, including pre‐training sessions the year before; February training; monthly in‐services; and mid‐year (July) training.

Actively participate in all required meetings.

Use appropriate oral and written communication in all situations, including role modelling appropriate use of social media (i.e. Facebook, Twitter, etc.) and technology (i.e. e‐mails, text messages etc.).

Check e‐mails on a daily basis and respond as appropriate.

Maintain an active and positive presence in and around the residences.

Always conduct yourself in a manner that does not create a conflict of interest or issues in your residential community.

See projects and tasks through to completion.

Demonstrate pride for the residence in which you live (which includes reporting any maintenance/security concerns within 24 hours of being made aware of the issue, and through appropriate channels).

Demonstrate respect for any residences you visit by behaving appropriately, not causing damage, and not engaging in derogatory statements about other areas and/or their residents.

Be receptive to feedback, ideas, and constructive criticism – giving and receiving.

Demonstrate creativity and innovation.

Undertake “Mod Squad” responsibilities as assigned, and remain sober during Res Fest events.

Ask for help when needed, and utilise appropriate resources (RS staff, security, Counselling, Student Coordinators, etc.).

Participate and have input, when requested, into any RS changes and/or process improvements.

Present a welcoming manner with students and contribute to a welcoming space and community.

Role model positive and responsible drinking and social behaviour both on and off campus.

Maintain a reasonable standard of personal care and hygiene.

Take this opportunity seriously, but do not abuse the authority associated with it. It is essential that all student leaders understand and adhere to these standards and expectations. In accepting a student leader opportunity, I commit to setting and maintaining the aforementioned standards throughout the year. I understand that acting in opposition to the standards listed above may mean that I can no longer be a student leader.

___________________________________________________________ Name Signed Date

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Team Meetings It is ideal for your team to hold weekly meetings throughout each semester to ensure all team members are up‐to‐date at all times. It is best to schedule a regular day and time of the week in advance to provide some structure. At the beginning of every meeting, the Student Coordinator should appoint someone to take minutes. When the meeting concludes, the responsible team member should type up the minutes and email them to the Student Coordinator and SEC for reference. This is to happen no more than 1 day after every meeting.

Minute Template [Add Meeting / Group Name] Minutes Date: [DD/MM/YYYY] Location:

Attendance: Full Name, Full Name, Full Name, Full Name, Full Name, Full Name, Apologies: Full Name, Full Name

1. [First Agenda Item] Notes: Additional Discussion Points:

Decision(s)/Delegated task(s):

2. [Second Agenda Item] Notes: Additional Discussion Points:

Decision(s)/Delegated task(s):

Minutes prepared by: [Name / Date] NB: Meeting minutes emailed to [email protected] or [email protected]

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Event Management Procedures When you wish to organise an event during your time as a student leader, there is a process which you need to follow: Step 1: Plan concept of the event. Step 2: Seek approval/authorisation from respective Student Social Coordinator, who will

then discuss the request with the SEC Step 3: Complete and submit an Event Request Form to SEC at least Six weeks prior to the

event. NOTE: If the event is not organised one month prior, there is no guarantee that all

resources will be available; keeping in mind it takes La Trobe 30 days to pay any invoice, unless the vendor does accept credit cards and in that case the invoice must be under $2000

Step 4: Liaise with the SEC to determine what requirements are to be met by both yourself

and the team. Step 5: Execute event in accordance with Event Management Rules Step 6: Complete and submit an Event Evaluation form within one week from conclusion of

event. NOTE: It will be a common practice of the SEC to look after specific aspects including room

bookings, security, budgeting and evaluations. However, the creation and execution of the event is solely the responsibility of the event organiser/student leadership team. The SEC is not responsible for the complete organisation of the intended event. Their active role in respect to event management primarily includes overseeing the organisation and ensuring that rules and regulations are followed.

It is essential that you follow through with this process so that Accommodation Staff are aware of when rooms are being used after office hours. It is also important because many facilities are central teaching rooms (used for lectures and tutorials during class hours) and provision will need to be made for clean‐up and set‐up for the day after your event. It is also important to note that the residence of which the room/venue is booked under will be held responsible for any damages (including fire alarms, etc.).

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Promotion and Communication You’ve planned your event and you’ve set a date – now you just need students to turn up. What are the best ways of spreading the word? How can you ensure that every student who needs to know when, where, and what is going on has been informed? Keep in mind the following top eight marketing essentials (obtained from previous Social Club Members) when you plan your next event. Top 8 Marketing Essentials: Number 8: Making the Most of your Resources Use what you have – residents love to talk, so take advantage of word of mouth, community

meetings, etc. Think in colour – use coloured print and paper to attract attention Be creative – place posters in clever places (on toilet doors, near entry doors/lifts)

Number 7: Learning from the Past: Success and Failure Think about what has been done before ‐ what worked, what hasn’t worked? Consider what

types of marketing have yielded the best results Speak to current students about what they find interesting/ eye‐catching and what would

make them look twice Number 6: Oh No! Emphasizing the Positives Consider the positives. Why is your activity/ event so important for people to attend? What

can’t they miss out on? If something has gone wrong, or if things haven’t worked out quite the way you wanted,

how you can turn this into a positive? Focus on the important and special factors about the activity – emphasize special people,

items, activities, prizes, etc.

Number 5: Oops, I forgot! The Importance of Planning and Preparation Plan and prepare – start the planning process early. Don’t leave things to the last minute

Number 4: Same, Same but Different: Using Varying Mediums of Marketing Posters, Word of mouth, Letters to Leaders, Handouts

Number 3: Yawn! Avoiding the Mundane Dare to be different ‐ be creative Experiment with new ideas ‐ don’t do the same thing every time you promote an event Learn from past mistakes

Number 2: The Line in the Sand: Appropriate Content Think about the wide range of people who will be looking at your advertisements – are you

unintentionally sending any messages which might hurt or offend? Are you 100% certain that the words/ images you’re using are appropriate?

Number 1: Guess Who? Knowing Your Audience You are a part of your audience – what would attract your attention and pique your

interest? Consider who else will be attending – are there things which would appeal to you which

might discourage them? Is there a happy medium?

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Hints & Tips for Organising Successful Events Idea: Do not be afraid to challenge the norm and try something new and different Make sure you keep your audience in mind – will the event be well received and attract their

attention? Does your event cater to a wide range of people and interests, e.g., non‐drinkers Have a brainstorming session with your committee and other Social Club team members;

the best ideas often arise from group discussions. Once you have an idea in place, speak to your committee and other residents to see what

they think. (Please note that to get the best feedback, you’ll want to ask a range of people, not just your friends or residents who are known to get around every social event.)

Keep things simple – don’t spend a fortune on something that the majority of people might not notice on the night.

Plan: Failure to plan is planning to fail – Do not leave it till the last minute! Make sure you are clear on your idea and how it will work on the day. Match your idea to

your mission and values statement (and to the policies you created during February training). If you cannot match your ideas to your aims, ask yourself, ‘why am I organising this event?’

Give the event an eye‐catching name or title. Make sure everyone involved in the planning stage has their say. Take careful notes of decisions made so that you and others can refer to them at a later

stage. Contingency Planning: Think everything through – don’t be stuck on the day without a back‐up plan in case

something goes wrong (e.g. wet weather contingencies for outdoor events) Have particular people assigned to particular tasks to ensure that everything runs smoothly. Everyone should be reminded about the tasks they are responsible for carrying out.

Budgeting: Make sure any finance or budgetary arrangements are planned well in advance. If you are concerned about money matters or have any questions, go directly to the SEC Make sure you fill out all the required forms. Keep note of ingoing and outgoing costs on the Budgeting Form.

Promotion: Be creative in the ways that you promote your event – don’t restrict yourself to one

medium. Try using posters, newsletters, emails, and word of mouth. Use bright, bold colours and catchy slogans to attract attention. Ask student leaders to spread the word to their residents.

On the Day: Have several people assigned to setting up (or ensuring that everything is set‐up) All organisers should be the first to arrive and the last to leave. Make sure a clean‐up team has been organised to clean‐up at the end of the event. Event Organisers should remain sober prior to, during, and immediately after activity.

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Evaluation & Reporting: As a student leader, part of your reporting process will be to conduct an evaluation following each event that you organise. Evaluations are essential, as they provide an indication of the success or failure of a particular event, suggest opportunities for improvement, and highlight recommendations for the future. Above all, evaluations are designed to be positive learning experiences and a useful form of constructive criticism. All events should be evaluated. Be truthful and ruthless. Take careful note of things that went wrong or did not work; the

same mistakes should not be made again. Take qualitative and quantitative evaluations. All organisers should be informed of the evaluation results. A committee member or organisers must write a report for the residence. Articles which highlight events should be prepared for the RS Residential Review. Photographs should also be included in the report (or attached separately).

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Fundraising Fundraising can be a fun and enjoyable activity, but it can be equally stressful if not properly managed. The key to success is creativity, originality, and good management. Keep in the mind the following tips as you plan your next fundraising event or activity:

1. Support a Good Cause: Spend a good deal of time determining the type of project for which you wish to raise money. Put yourself in a donor’s shoes and ask if you would give to the project. Is it exciting, compelling, or urgent?

2. Be Informative: Make sure you have plenty of information to provide to donors about what the money will go towards – the more specific, the better. People will be more likely to donate money if they can see how it will benefit someone else’s life directly and the money is going towards a credible cause, e.g., every dollar donated goes towards buying computers for an IT lab in Nepal. Don’t forget to promote your target fundraising amount.

3. Brainstorm: Once you have a cause and all the information you require to provide to donors, start brainstorming the ways that you can raise money. Don’t rely on only one method – have several events or activities which will see you reach your target goal. Don’t wait around until the last minute – the sooner you start, the more time you will have.

4. Be Creative: Be imaginative in engaging constituents. Different types of communication and events appeal to different people, e.g., posters, Internet, internal web, e‐mail, word of mouth, information nights, etc.

5. Manage Money – Cash Collection (if applicable). The purpose of this procedure is to outline the principles and processes used in regards to charitable donations and the related collection and management of cash. Accommodation Services provides opportunities for students to fundraise through various events and activities for charitable organisations both within Australia and internationally. This process provides clarification regarding student or

staff collection of donations and management of funds. Listed below are the steps involved in regards to charitable donations:

All charitable donations of $10.00 AUD and above must be receipted and recorded.

Donations from residents must be recorded via Excel spread sheets (one per event/ activity) including the following details: name, residence, contact details and the amount donated.

All funds must be provided to the office within 2 business days of the events. The ASO will note the amount received, and other relevant details and provide a receipt to the student submitting the funds. All details are to be recorded in the Student Fundraising Spread sheet.

All funds are then to be counted by the ASO and stored in the safe in the office. Funds should never be kept or stored in residence by the event organisers.

Event Organisers (if not staff members) must provide regular information to the staff member responsible for the activity or event regarding the charitable event, the amount of donations received (with relevant contact details for each resident who has made a donation as per the spread sheets) and the details of the charitable organisation who is to receive the donation.

As soon as possible (generally within one – two weeks of the event) any donations are to be processed and provided to the nominated charity. This must also be recorded in the spread sheet. At the conclusion of an event or activity which has involved charitable donations, the receipt book and accompanying donation spread sheet must be filed and kept for 5 years.

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Events Involving Alcohol

List what considerations & responsibilities would there need to be taken into account (and by whom) in planning or organising an event involving alcohol? Refer to Event Management Guidelines Social Club Members/ Event Organisers

Security Ensuring appropriate & safe behaviour Food/Water Advertising, Promotion Prohibited Events/Activities

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Risk Identification & Management Whilst you will not be expected to conduct extensive risk management plans, it is always a good idea to get a basic understanding of its foundation and purpose. For the most part, these methods consist of the following elements, performed, more or less, in the following order:

1. Identify risks: Identify the risks which are most likely to occur. What are their sources, and what is the potential impact? This is very important, as you want to develop a risk “treatment” strategy which will prepare you to take preventative steps where possible.

2. Analyse risks: Identify the controls (currently in place) that deal with the identified risks and

assess their effectiveness. Based on this assessment, analyse the risks in terms of likelihood and consequence. Refer to the Risk Matrix (below) to assist you in determining the level of likelihood and consequence, and the current risk level (a combination of likelihood and consequence).

3. Evaluate risks: This stage of the risk assessment process determines whether the risks are

acceptable or unacceptable. This decision is made by the person with the appropriate authority. A risk that is determined as acceptable should be monitored and periodically reviewed to ensure it remains acceptable. A risk deemed unacceptable should be treated (see below). In all cases, the reasons for the assessment should be documented to provide a record of the thinking that led to the decisions. Such documentation will provide a useful context for future risk assessment.

4. Determine the treatments for the risks: Treatment strategies will be directed towards:

I. Avoiding the risk by discontinuing the activity that generates it (rarely an option when providing services to the public)

II. Reducing the likelihood of the occurrence III. Reducing the consequences of the occurrence IV. Transferring the risk V. Retaining the risk

Potential treatment options are developed according to the selected treatment strategy. The selection of the preferred treatment options takes into account factors such as the costs and effectiveness. The determination of the preferred treatments also includes the documentation of implementation details (e.g. responsibilities, a timetable for implementation and monitoring requirements). The intention of these risk treatments is to reduce the risk level of unacceptable risks to an acceptable level (i.e. the target risk level). Use the Risk Matrix to determine the expected reduction in level of risk (expected consequence, likelihood and target risk level) resulting from the successful implementation of the treatment.

5. Monitor and report on the effectiveness of risk treatments: The relevant manager is required to monitor the effectiveness of risk treatments and has the responsibility to identify new risks as they arise and treat them accordingly. Managers are also required to report on the progress of risk treatments at regular intervals. The person who has the responsibility for a risk treatment is expected to provide feedback on the progress of the ‘project / initiative’ as detailed in the ‘monitoring’ field of the treatment.

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Definition Risk management: Coordinated activities to direct and control an organization with regard to risk. Risk: Effect of uncertainty on objectives.

1. An effect is a deviation from the expected ‐ positive and/or negative. 2. Objectives can have different aspects such as financial, health and safety, and environmental

goals and can apply at different levels such as strategic, organization‐wide, project, product, and process.

3. Risk is often characterized by reference to potential events, consequences, or a combination of these and how they can affect the achievement of objectives.

4. Risk is often expressed in terms of a combination of the consequences of an event or a change in circumstances, and the associated likelihood of occurrence.

Consequence: Outcome of an event affecting objectives.

1. An event can lead to a range of consequences. 2. A consequence can be certain or uncertain and can have positive or negative effects on

objectives. 3. Consequences can be expressed qualitatively or quantitatively.

Risk Rating Matrix:

Consequence

Likelihood

Minimal

Medium

Moderate

Major

Catastrophic

Rare Low Low Medium Significant Significant

Unlikely Low Low Medium Significant High

Possible Low Medium Significant High High

Likely Medium Medium Significant High Extreme

Certain Medium Significant High Extreme Extreme

Risk Identification & Management

Activity/event scenario Assess & Identify potential risks (concerns, issues)

Risk Management List areas where you could reduce, minimise, eliminate risks What changes would you put in place to make it safer event? Contingencies? Considerations?

End of year event Alcohol permitted event Live Band Extreme Weather (wet/dry) Jumping castle Catering

Trip to St Kilda beach Transportation of 300 new students? International students

Residential Ball 300 residents Alcohol permitted event

ResFest Event Calendar What activities/ events/ functions have you planned for Res‐Fest? Use the space below to list details (time, date, event, aims) of the events that you and/or your position and residence leadership team have organised.

Date Time Event Aims

On the next page, take note of the tasks that need to be completed in order for the event to run successfully. Make sure that someone is assigned to look after each specific task.

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ResFest Task Planner

Event Task Leader Responsible

Common Mistakes Student leaders make mistakes – after all, they’re human, too! Here are some common mistakes and blunders student leaders have made.1 (Have some ‘mistakes’ to pass on to the next group? Let your Student Social Coordinator / SPC know so we can include them in the next edition of this handbook!)

Poor time management – leaving assigned tasks to do last minute!!

Starting strong and finishing weak, or starting weak (it’s much more difficult to try and become someone who enforces the rules than it is to start out that way and ease up as students respond appropriately to the structure)

Sacrificing your personal life because you feel you always have to be “on” – you’ll do more for your residents and yourself by establishing healthy boundaries

Trying to do too much early in the semester and burning out

Creating a dependency on the leaders rather than challenging your residents to think and act for themselves – don’t forget, they’re smart, capable adults!

Trying to appear ‘too cool’ to residents as a way to earn respect

Not being able to say ‘no’ and becoming overcommitted

Underestimating the time commitment associated with your role and not planning accordingly

Not taking advantage of early semester ‘down time’

Not reporting incidents when they first occur

Not establishing an open door policy Being unprepared for the year and

its challenges Not willing to ask questions

Not investing enough time in developing your community in the first few weeks – this includes building a rapport with your residents

Letting things slide ‘just this once’ – this leads people to think they can do whatever they want, and makes it really difficult when you do try to hold them accountable (it also makes life really hard for your fellow student leaders)

Being too harsh – though you are enforcing policies and standards, approach residents from a place of care and with the intent to educate and change behaviour

Leaving your community to its own devices at the end of the year and losing community spirit – finish strong! People may not remember how things started, but they will ALWAYS remember how they finished (especially if it wasn’t great!)

Not being available or accessible early on

Not setting expectations early enough in the semester

Friend/social role/disciplinarian role mixed up

Failing to recognise that people do not see things from the same perspective

Trying to do everything without asking for help

1 Adapted from http://www.residentassistant.com/advice/commonmistakes.htm, Common Mistakes to Avoid, Resident Assistant.com.

Event Management Rules

2015

Accommodation Services

Edition Responsible Date

1st Edition J. Volbeda 2010

2nd Edition J. Volbeda 2011

3rd Edition S. Fualau 2012

4th Edition S. Fualau 2013

5th Edition S. Fualau 2014

6th Edition S.Fualau (Ed. L.Burge) 2015

Accommodation Services Event Management Guidelines

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ACCOMODATION SERVICES: EVENT MANAGEMENT RULES

1. PURPOSE AND SCOPE .................................................................................................................... 4

2. ABBREVIATIONS .............................................................................................................................. 4

3. DEFINITIONS ..................................................................................................................................... 4

3.1 EVENT ....................................................................................................................................................... 4 3.2 EVENT KIT .................................................................................................................................................. 4 3.3 MOD SQUAD ............................................................................................................................................... 4 3.4 ONSITE EVENTS .......................................................................................................................................... 5 3.5 OFFSITE EVENTS ......................................................................................................................................... 5 3.6 EVENT ORGANISER ...................................................................................................................................... 5 3.7 STUDENT LEADERS ...................................................................................................................................... 5 3.8 STUDENT COORDINATORS ........................................................................................................................... 5

4. RESPONSIBILITIES........................................................................................................................... 5

4.1 EVENT ORGANISER ...................................................................................................................................... 5 4.2 SOCIAL ENGAGEMENT COORDINATOR .......................................................................................................... 6 4.3 STUDENT SOCIAL COORDINATOR .................................................................................................................. 7 4.4 AS FINANCIAL OFFICER ............................................................................................................................... 8 4.5 HOUSEKEEPING SUPERVISOR (BUNDOORA ONLY) ........................................................................................... 8 4.6 HOUSING AND ADMINISTRATION COORDINATOR (BUNDOORA ONLY) ................................................................... 8 4.7 STAFF AND RESIDENTS ................................................................................................................................ 8

5. EVENT MANAGEMENT (ORGANISATION & EXECUTION) ........................................................... 8

5.1 DEVELOPMENT OF EVENT CONCEPT & FEASIBILITY .......................................................................................... 9 5.2 COMMUNICATE WITH RELEVANT STUDENT LEADERSHIP TEAM AND COORDINATOR ............................................... 9 5.3 SUBMISSION OF EVENT REQUEST FORM ......................................................................................................... 9 5.4 EVENT PLANNING AND PREPARATION ............................................................................................................. 9 5.5 EVENT SAFETY PLAN (RISK ASSESSMENT) .................................................................................................... 10 5.6 DELEGATION AND EXECUTION OF REQUIRED TASKS ....................................................................................... 10 5.7 BUDGETING AND FINANCE .......................................................................................................................... 10 5.8 PROMOTION ............................................................................................................................................. 11 5.9 MONITORING EVENT PROGRESS .................................................................................................................. 11 5.10 EVENT EXECUTION .................................................................................................................................... 11 5.11 EVENT EVALUATION ................................................................................................................................... 11

6. PURCHASING RULES .................................................................................................................... 12

6.1 REIMBURSEMENTS/CLAIMS (PAYMENT WITH OWN FUNDS)............................................................................... 12 6.2 INVOICES/PURCHASING CARD ..................................................................................................................... 13

7. EVENTS INVOLVING ALCOHOL .................................................................................................... 13

7.1 EVENT ORGANISER .................................................................................................................................... 14 7.2 LIQUOR LICENSES ..................................................................................................................................... 14 7.3 ENSURING APPROPRIATE AND SAFE BEHAVIOUR ........................................................................................... 14 7.4 MOD SQUAD – ROLES & RESPONSIBILITIES .................................................................................................. 14 7.5 SECURITY ................................................................................................................................................ 15 7.6 MANAGEMENT OF IMPAIRED ATTENDEES ...................................................................................................... 15 7.7 ADVERTISING OF EVENTS WHERE ALCOHOL IS SERVED/AVAILABLE .................................................................. 16 7.8 LIMITING THE AMOUNT OF ALCOHOL SERVED ................................................................................................ 16 7.9 ATTENDANCE FEES .................................................................................................................................... 16 7.10 AVAILABILITY OF ALCOHOL FREE AND LOW ALCOHOL BEVERAGES .................................................................... 17 7.11 PROHIBITED ACTIVITIES............................................................................................................................. 17 7.12 FOOD ...................................................................................................................................................... 17

8. EVENTS INVOLVING PROVISION OF FOOD ................................................................................ 17

8.1 PROVISION OF FOOD PREPARED BY STUDENT LEADERS ................................................................................. 17


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8.2 PROVISION OF FOOD FROM APPROVED ORGANISATIONS/ VENDORS ................................................................. 18 8.3 PROVISION OF PRE-PACKAGED FOOD .......................................................................................................... 18

9. ADVERTISING/PROMOTION .......................................................................................................... 18

9.1 RESPONSIBILITIES .................................................................................................................................... 18 9.2 CONTROLS .............................................................................................................................................. 18 9.3 TICKETING ............................................................................................................................................... 18

10. FORMS ............................................................................................................................................. 19

10.1 EVENT REQUEST FORM: ........................................................................................................................... 19 10.2 EVENT EVALUATION FORM: ....................................................................................................................... 19 10.3 EVENT SAFETY PLAN: ............................................................................................................................... 19 10.4 PAYMENT REQUEST FORM: ....................................................................................................................... 19 10.5 PETTY CASH CLAIM FORM: ........................................................................................................................ 20

11. TOBACCO USE ............................................................................................................................... 20

12. ILLEGAL DRUGS ............................................................................................................................. 20

13. EMERGENCY ASSISTANCE .......................................................................................................... 20

14. MONITORING EVENT MANAGEMENT RULES ............................................................................. 20

15. REPERCUSIONS OF BREACHES OF THESE RULES ................................................................. 20

16. REFERENCES ................................................................................................................................. 20

16.1 LEGISLATION ............................................................................................................................................ 20 16.2 GENERAL UNIVERSITY DOCUMENTS ............................................................................................................. 20

APPENDIX .................................................................................................................................................. 21

EVENT ORGANISER STANDARD OPERATING PROCEDURE (SOP) .................................................. 21

EVENT PLANNING AND PREPARATION CHECKLIST ...................................................................................................... 22 RESIDENCE BALL EVENT CHECKLIST ..................................................................................................................... 23 END OF YEAR EVENT CHECKLIST .......................................................................................................................... 24 QUOTE/INVOICE FLOWCHART ................................................................................................................................. 25 EVENT RUN SHEET ................................................................................................................................................ 26 MOD SQUAD RESPONSIBILITIES – END OF YEAR EVENTS ......................................................................................... 27 CHARITABLE DONATIONS AND CASH PAYMENT .......................................................................................................... 28 APPROVED VENDOR LIST ....................................................................................................................................... 29


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1. PURPOSE AND SCOPE The purpose of these rules is to provide guidance to staff and students for the management of events hosted by the student leaders of Accommodation Services in accordance with the requirements of relevant policies and procedures. These rules apply to staff and residents within Accommodation Services

2. ABBREVIATIONS

AS Accommodation Services

REC Residential Education Coordinator

LTU La Trobe University

SL Student Leader

OHS Occupational Health and Safety

RSA Responsible Service of Alcohol

3. DEFINITIONS

3.1 EVENT For the purposes of these rules, the term Event encompasses:

An activity authorised by the Social Engagement Coordinator upon the approval and evaluation of an event request form. Authorisation will only be given if it is deemed that the event will be held in accordance with relevant federal and state laws, and relevant policies and procedures.

Onsite and offsite events involving the participation of residents and their guests, that are organised by an event organiser and assisting student leadership teams.

Events (both on and off site), that take place on licensed premises are expected to be governed by the conditions of the venue’s liquor license; licensees and/or nominees. Such licensees/nominees are expected to follow responsible serving of alcohol requirements, whilst event organisers are to ensure that these rules are adhered to.

3.2 EVENT KIT

A kit comprised of essential items required for an event, including a first aid kit and emergency protocols. The event organiser is responsible for collecting the kit prior to an event. The kit must always be present at an event.

3.3 MOD SQUAD

Sober duty is a responsibility that all student leaders within Accommodation Services must fulfil as part of their leadership role. Sober duty ensures that there is indeed a clear‐headed and unimpaired presence at events where alcohol consumption may be involved. A sober presence is essential in guaranteeing all participants overall safety and wellbeing.

Wherever possible or practical, members of the Mod Squad team must be identifiable to other students and staff involved in the event. Wearing of either a leadership or residence shirt or jumper is generally sufficient; however this should be confirmed with the event organiser prior to the event.


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A student leader on the Mod Squad team is entitled to partake in the festivities of the event but must remain completely sober prior to, during and after the event until 9am the following morning, unless given authorisation to go off‐duty by the Social Club Coordinator. It is the expectation that those leaders on sober duty can make decisions and competently liaise with emergency services where required.

During Res‐Fest Week, Mod Squad team members must wear the student leader tops/Hi Vis vest

First aid training is provided to all student leaders to equip them with the skills necessary to undertake Mod Squad duties. A leader is never to be on the Mod Squad team by themselves regardless of participant numbers.

3.4 ONSITE EVENTS For an event to be considered ‘onsite’ it must take place physically/geographically within facilities and/or property. It does not encompass any other areas of LTU.

3.5 OFFSITE EVENTS For an event to be considered ‘offsite’ it must occur outside of AS property and/or facilities, but not necessarily outside LTU itself.

3.6 EVENT ORGANISER All events or activities must have a self‐nominated student leader/s and/or staff member/s nominated as the Event Organiser. The Event Organiser will take responsibility for the planning and managing of an event in accordance with these rules and additional relevant policies and procedure of AS and LTU.

3.7 STUDENT LEADERS Student leaders are residents whom are appointed by the AS to partake in services for the residences, whether it be in an academic, pastoral or social capacity. For the purpose of these rules, student leaders can either be the self‐nominated Event Organiser or assisting leaders whom provide support in all aspects event management and execution.

3.8 STUDENT COORDINATORS

Student Coordinators are residents whom are appointed by the AS to oversee and coordinate particular student leadership teams. For the purpose of these rules Coordinators are senior to the Event Organiser and must employ their delegated supervisory role to both assist and direct the Event Organiser when required. They too are required to provide support in all aspects of event management and execution.

4. RESPONSIBILITIES

A summary of responsibilities regarding the management and organisation of events is outlined below. 4.1 EVENT ORGANISER

Event Organisers are responsible for:


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Timely submission of (for approval by both Student Social Coordinator and Residential Education Coordinator), event request forms (must be submitted 6 weeks prior to start of event), promotional, audio/visual and/or written materials relevant to event promotion and execution.

The planning, management and overall operations of the event (Appendix 18.1).

Ensuring that they do everything that is reasonable and practical to reduce or eliminate risk thus minimising harmful consequences arising from the conduct of the event. This includes, ensuring that the event is held in accordance with relevant federal and state laws and relevant A.S and LTU policies and procedures.

Prior to the event, managers should meet with their team, and any other relevant parties (i.e. security, venue managers etc.) and ensure everyone is aware of emergency exits and evacuation plans, ensure that any measures describes in the Event Safety Plan are in place, go through the timeframes of the event and ensure everyone knows of any responsibilities they have for the event

At the end of the event collect incident reports if required, liaise with venue and security to ensure to evaluate their satisfaction and meet with the Mod Squad Team & De‐brief

Maintaining active and regular communication, which includes; liaising with the respective Coordinator, assisting student leaders, Residential Education Coordinator in addition to relevant vendors of the event.

Acting at all times in a suitable manner prior to and during the event and encouraging all participants to do so, particularly when attending ‘off site’ events.

Ensuring execution of an event is in accordance to with A.S and LTU policies and procedures.

Ensuring event kit is collected from A.S and is present at the event.

Follow directives given by their respective Student Social Coordinator & REC (Communications Flowchart, Appendix 18.2)

Submission of an event evaluation within seven days of the conclusion of the event to the Social Engagement Coordinator

Submit report for Student Bulletin newsletter

4.2 SOCIAL ENGAGEMENT COORDINATOR

The Social Engagement Coordinator is responsible for:

Approval of an event requested/submitted in conjunction with SSC

Approval of promotional, audio/visual and/or written materials relevant to event promotion and execution.

A general oversight of all aspects of an event in agreement/conjunction with, Event Organisers & Student Coordinator/s.

Ensuring that the Event Organiser does everything within reason to reduce or eliminate risk, and minimise the harmful consequences arising from the conduct of the event. This includes ensuring that the event is held in accordance with relevant federal and state laws and relevant AS and LTU policies and procedures.


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Liaising with the AS Financial Officer to ensure the timely payment to vendors and/or reimbursement of funds to respective staff and student leaders, in accordance to LTU purchasing and finance policies.

Liaising with the Housekeeping Supervisor Setup to ensure the provision of ‘optional items’ (e.g. tables, chairs, etc.) are organised. (Applicable to onsite events only).

Liaising with AS reception to ensure required venues are booked in a timely manner. (Applicable to onsite events only).

Rejection of any event request and/or cancelation of an event in conjunction with Residential Education Coordinator, if there are clear indications of negligence respective to these rules and additional relevant AS and LTU policies and procedures.

Providing required assistance to Event Organiser, particularly in pre/post event organisation.

Collation and archiving of all event request and event evaluation forms.

Liaising with the SSC in conducting and executing a risk assessment and risk management plan.

Completion of event submission checklist.

Ensuring the rules is followed by all student leadership teams and relevant parties.

Organising Security for alcohol permitted events

4.3 STUDENT SOCIAL COORDINATOR

The Student Social Coordinator is responsible for:

Liaising with other coordinators to designate leaders for Mod Squad teams where required.

It is AS expectation that there will be up to 4 residence events per semester. (X2 – Alcohol permitted & X2 Community events) These events do not include Inter‐sports and ResFest

Ensuring that the Event Organiser and assisting student leaders whom partake in any organisation and/or execution aspects of an event are doing so in a suitable & appropriate manner.

Ensuring that the Event Organiser does everything within reason to reduce or eliminate risk and minimise the harmful consequences arising from the conduct of the event. This includes ensuring that the event is held in accordance with relevant federal and state laws and relevant AS and LTU policies and procedures.

Supervising the operations of the Event Organiser, particularly in regards to; the setup, pack up and financial aspects of an event.

Maintaining active and regular communication, which includes; liaising with the Event Organiser, assisting student leaders, Residential Education Coordinator

Acting at all times in a suitable manner prior to and during the event and encouraging all participants to do so, particularly when attending ‘offsite’ events.

Following directives given by their respective Student Coordinator and the REC


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Ensure that all Event Request forms are completed and submitted 6 weeks prior to event.

4.4 AS FINANCIAL OFFICER

The AS Financial officer is responsible for:

The facilitation of timely payment to vendors and/or reimbursement of funds to respective staff and students, in accordance to LTU purchasing and finance policies.

4.5 HOUSEKEEPING SUPERVISOR (BUNDOORA ONLY) The Housekeeping Supervisor is responsible for:

Setup and provision of ‘optional items’ (e.g. tables, chairs, etc.) when requested on event request forms or if prior arrangements have been made.

Ensuring that the required location of an onsite event is both clean prior to and at the conclusion of an event.

Charging/billing respective leadership teams for extra cleaning and/or damaged items.

Cleaning Equipment – contact Night Manager to access cleaning equipment to assist with clean up post event clean up

4.6 HOUSING AND ADMINISTRATION COORDINATOR (BUNDOORA ONLY)

The Housing and Administration Coordinator is responsible for:

The booking of AS venues (applicable to onsite events only), when requested on event request form

4.7 STAFF AND RESIDENTS

Staff and residents must ensure that they behave at all times in a respectable and

decent manner.

When attending events at which alcohol is available, staff and residents are expected to limit their intake of alcohol to a level that allows them to maintain a standard of behaviour that does not put individuals, property or the AS and LTU’s reputation at risk.

5. EVENT MANAGEMENT (ORGANISATION & EXECUTION)

Throughout the planning and event delivery stages, the Residential Education Coordinator is responsible for keeping records of all activities, promotional material, transactions and sponsorship agreements for financial, legal and event evaluation purposes. No events will be approved during noise curfew/swat vac exam periods or subsequent dates to end of year events for each residence (mid October).


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5.1 DEVELOPMENT OF EVENT CONCEPT & FEASIBILITY The key questions to ask at this early stage of development are: Concept

What is the event purpose? (E.g. fundraiser, social forum)

What form will it take? (E.g. formal dinner, themed party)

When and where will it be held? (onsite, offsite and proposed date)

How will the event benefit participants? (E.g. opportunity to support a good cause, celebrate academic achievements)

What difficulties could arise? (E.g. insufficient time to organise all aspects of an event)

Is the event cost effective? (E.g. providing benefits or opportunities for a large number of students, not just a select group etc.)

Feasibility

What physical resources are available (facilities and equipment) or accessible to support the event?

What are the costs (promotion, transport, security)?

How can any potential difficulties be overcome?

Is there sufficient time for planning and successful execution?

Is the event relatively risk free?

5.2 COMMUNICATE WITH RELEVANT STUDENT LEADERSHIP TEAM AND COORDINATOR

Once the concept and feasibility of an event is developed, discussions must take place with relevant student leadership team/s and coordinator/s.

5.3 SUBMISSION OF EVENT REQUEST FORM

The Event Organiser/s must complete and submit an Event Request Form for subsequent approval by both Student Social Coordinator & Residential Education Coordinator. Event Request forms MUST be submitted six weeks prior to event date to the Co‐ordinator (Appendix 18.3)

Event dates should be considered carefully as once they are confirmed; changing of event dates or postponements will not be permitted.

If an event is cancelled, you will not be permitted to run another event in its place

5.4 EVENT PLANNING AND PREPARATION

Upon event submission and approval, planning and preparation must occur. It is suggested that the Event Organiser compiles a list/chart which outlines preparation tasks and event timelines along with the people responsible for certain tasks (Appendix 18.4). Arrangements should be made for First Aid provision to be available at all events.

Approval must be sought from the Residential Education Coordinator prior to making any formal arrangements with vendors


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5.5 EVENT SAFETY PLAN (RISK ASSESSMENT)

The Student Social Coordinator and Res Education Coordinator must ensure that all reasonable steps are taken to prevent foreseeable risk of injury, loss or harm to attendees at the event, and damage to property.

An Event Safety Plan should include an analysis of the event, identifying any potential risks, responses and who is responsible to responding to that risk.

Student Social Coordinator and Res Education Coordinator are not expected to provide a completely risk free environment, however, there is an expectation to adopt reasonable precautions against risks that might result in injuries or damages that are reasonably foreseeable. Factors to be considered include but are not limited to; age of participants, type of activity, venue, history of previous incidents etc.

5.6 DELEGATION AND EXECUTION OF REQUIRED TASKS

It is the Event Organisers responsibility to identify required tasks (including who is responsible for them). Required tasks include, but are not limited to; catering, competition, facilities and equipment, finance, marketing and communications (including promotional, audio/visual and/or written materials), awards, security, insurance, legalities (liquor licensing), support services, transport, sponsorship and volunteers. The event planning and preparation checklist should be used as a guide when organising any event. A separate checklist is available for the residence ball (Appendix 18.5) and end of year events (Appendix 18.6).

5.7 BUDGETING AND FINANCE

Event Organisers are required to provide a balanced combination of alcohol permitted and alcohol free events. To ensure resources for both types of events are allocated equitably, the entire social budget for each residence will be evenly distributed between alcohol permitted and alcohol free events

The student social budgets should be inclusive and benefit ALL residents. Funds will not be approved for the purchase of goods or activities that do not offer an opportunity for all residents to participate. (i.e, no jerseys/shirts for residence productions, leadership dinners with social budget will not be approved.

The Event Organiser must ensure that there is sufficient income/budget allowance to cover required expenses. An important step in planning an event or activity is to ensure funds are available to run the event.

All sponsorship and fundraising efforts must first be discussed with and approved by the Student Social Coordinator and the Social Engagement Coordinator. Sponsorships from companies affiliated with alcohol are not permitted.

Financial aspects are to be stated on the final section of the Event Request form. Although it is the responsibility of the Financial Officer to ensure timely payments to vendors and/or reimbursements of funds to respective staff and students, in order to do this the Event Organiser must ensure they follow the following LTU purchasing and finance policies refer to section 7.

Charitable donations, Cash Payment Procedure (Appendix 18.10)


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5.8 PROMOTION

Upon approval of an event, promotion should commence. Promotion and EMR should include information about key details of the event (where it is, when, cost, why it is being held, contact information).

All promotions must be submitted for approval to the AS, 48 hours prior to the intended print and/or distribution time. Promotions will only be approved if they abide by the rules set out in this document

5.9 MONITORING EVENT PROGRESS

The Event Organiser is responsible for monitoring the progress of required tasks and ensuring the event runs smoothly.

It is of the Event Organiser’s responsibility to maintain active and regular communication, including liaising with the respective Coordinator, assisting student leaders and SEC, in addition to relevant vendors of the event. Such communication should cover; progress reports, difficulties/problems, future directions and address contingencies.

5.10 EVENT EXECUTION

Event delivery requires a clear understanding of the responsibilities of all participating parties (Event Organiser, assisting student leaders, vendors, staff and participants). The Event Organiser is responsible for the creation and distribution of a running/script sheet to ensure efficient execution. It too, provides context for an individual’s tasks at hand. Information on this schedule should include: person, task, timing, those involved, location and contact information to reach the relevant people and/or vendors.

The Student Social coordinator and Social Engagement Coordinator must liaise with the Event Organiser to ensure that they are aware of and able to do all that is considered reasonable and practical to reduce or eliminate risk and minimise harmful consequences arising from the conduct of the event. This includes ensuring that the event is held in accordance with relevant federal and state laws and relevant AS and LTU policies and procedures.

The Event Organiser must ensure that the event kit is present at the event, as it contains first aid and emergency protocols and is necessary for risk minimisation

Events onsite must conclude by midnight due to close proximity to student rooms, noise restrictions in place after 10pm.

Events held at the MCCC will conclude by 11.30pm as stated by the MCCC Venue policy.

5.11 EVENT EVALUATION

The Event Organiser must complete and submit an Event Evaluation Form within one week from the conclusion of the event. Such an evaluation is crucial, as it can then be accessed by new student leaders and staff for learning and guidance for future events.


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6. PURCHASING RULES

The following rules for the purchase of goods and services are designed to ensure adherence to LTU policy and to facilitate the timely payment of vendors. Approval must be gained before making or committing to any purchase. Services and/or purchases must be selected from the approved vendors list unless approved by the REC. Prior approval from the REC must be sought via email or in the event request form before approaching selected vendors and/or making purchases. 6.1 REIMBURSEMENTS/CLAIMS (PAYMENT WITH OWN FUNDS)

Petty Cash Claims

The primary objective of petty cash funds is to be used to pay for miscellaneous and incidental items of small value. Expenditure may only be incurred for event management purposes.

There is a limit $100.00 for student leaders inclusive of Goods and Services Tax (GST) for individual amounts reimbursed by petty cash. Payment for items of a higher value should be made through normal invoice processing, corporate card or EFT/Cheque Requisition directly to the individual into their bank account.

Petty cash funds may only be used for necessary and appropriate expenditure. Prior approval must be given from the SEC for purchases.

A claim must be made on a standard petty cash claim form and submitted to the A.S with relevant documentation (tax invoice, receipt). The following information must be provided either on the form and/or relevant documentation;

Date of purchase/transaction

Description and business purpose of each transaction

Amount;

Original documentation showing evidence of charge, indicating vendor name, items purchased, cost and date;

Cost Centre and Fund code to be charged;

Signature of individual who made the purchase;

Approving signature of Coordinator or SEC

The following additional requirements should also be met: - All signatures must be original. Stamps are not allowed. - Valid University identification cards may be required. All

documentation must be original.

Payment Request Form

The primary objective of EFT/Cheque requisition claims, are to pay for miscellaneous and incidental items of above $100. Such claims can be made if relevant to event management; however it is not feasible nor expected for Event Organisers and student leaders to use personal funds for amounts greater than $100.

A claim for an amount greater than $100 will require completion and submission of the payment request form to the A.S. Reimbursement is paid to a nominated bank account. The following information must be provided:


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Date of purchase/transaction;

Account name, BSB Number, account number, name and address.

Date of purchase/transaction

Description and business purpose of each transaction

Amount;

Original documentation showing evidence of charge, indicating vendor name, items purchased, cost and date;

Cost Centre and Fund code to be charged;

Signature of individual who made the purchase;

Approving signature of Coordinator or Social Program Coordinator

The following additional requirements should also be met: - All signatures must be original. Stamps are not allowed. - Valid University identification cards may be required. All

documentation must be original. - All invoices, receipts, reimbursements for approved personal

expenses, or prizes, must be submitted to SEC within 7 working days immediately following the event, no invoices, receipts will be excepted or approved after this time

6.2 INVOICES/PURCHASING CARD

Goods or services required for official use at events is to be requisitioned by either

purchase order or purchasing card.

LTU Purchasing cards should be used for ad hoc purchases with a value under $2,000. For purchases under $2,000 where the vendor does not have credit card facilities a purchase order is preferred.

For purchases above $2,000 an official purchase order is required (Responsibility of SEC and/or Financial Officer). For purchases between $2,000 ‐ $15,399 a minimum of 1 written quote is required. Orders between $15,400 ‐ $102,499 require a minimum of 3 written quotes.

If the value of the request is greater than $2,000 and/or the vendor does not accept credit card payments the Event Organiser is required to send the tax invoice to the SEC to raise a purchase requisition.

It takes LTU 30 days to pay an invoice, after the end of the month in which it was received. To ensure timely payment to vendors the Event Organiser must allow for the prolonged period in which an invoice is to be paid. New Vendors can take an additional 30 days to be paid.

Approved vendors (Appendix 18.12)

7. EVENTS INVOLVING ALCOHOL

Regardless of the presence of alcohol or not at an event, it must always be in accordance to these rules and additional relevant AS and LTU policies and procedures. The following section outlines further procedures and safeguards required to appropriately execute an event involving alcohol.


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7.1 EVENT ORGANISER

Event Organisers should be in attendance for the entire duration of the event and must not consume alcohol prior to or during the event.

7.2 LIQUOR LICENSES

Under the Victorian Liquor Control Reform Act 1998, it is an offence to sell alcohol without a liquor licence, either directly or indirectly (including via an event cover charge).

Liquor Licenses have a duty of care to avoid foreseeable risk of injury to patrons deliberately caused by the acts of other patrons.

7.3 ENSURING APPROPRIATE AND SAFE BEHAVIOUR

Event Organisers, in liaison with Student Social Coordinator and REC, should ensure that at all events involving alcohol:

Maintain appropriate standards of conduct to ensure the safety and enjoyment of those attending the event and other members of AS and LTU.

Are fully inclusive and welcoming of all participants, including those who choose not to drink and those who are not of legal drinking age (except where a Liquor License requires no entry for underage patrons);

Do not include activities that encourage the excessive, rapid or inappropriate consumption of alcohol such as pub crawls and drinking games/competitions;

Have means of managing difficult situations that may result from the excess consumption of alcohol, such as intoxication, illness or violent behaviour.

must not identify access to free or cheap alcohol

must not encourage under‐age drinking;

Do not award prizes or incentives in the form of alcohol.

7.4 MOD SQUAD – ROLES & RESPONSIBILITIES

Mod Squad teams are to participate in a briefing with security and event staff 15mins prior to the commencement of the event.

Where appropriate, Mod squad teams are to assist with set up and pack down

Mod Squad team is to be dispersed throughout the venue. Key locations to include; near the bar/general service area, outside, dance floor. This allows the M.S team to keep an eye on the condition of the residents and liaise with event staff to intervene where possible.

Where possible, assist the event staff to pass around platters of food. This not only allows for the Mod squad team to get a look at how everyone is travelling, students can also be encouraged to eat during the event.

Designated First Aid Mod squad team members. This allows for a certain number of students to take on the responsibility for the evening. In most cases, first aid will also be referred to the security team at the event.

Mod Squad teams are responsible for a ‘hydration station’; conducted in a similar manner to that of Red Frogs. Emphasis will be on providing water and having conversations with students. The station can include things like water, icy poles, lollies, slushy machines.


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7.5 SECURITY

All events in which alcohol is involved must be run in a manner that manages risk through: adequate staffing, security and safety, and briefing to all student organisers. It is the SEC responsibility to organise security requirements of an event. During event preparation the Event Organiser is required to estimate numbers of participants to ensure sufficient security guards are requested. Security staff must be employed to control the events at a minimum ratio of 1:100, that is, 1 guard/officer for every 100 attendees. Security personnel assist in maintaining a secure environment and should be the first point of contact in threatening situations. The Event Organiser is responsible for ensuring that security is aware of the following:

Security briefing 15 mins prior to start of event

Security will arrive 15mins prior to start of the event. (E.g., If an event start time is 8pm. Security will arrive 7.45pm

Security should be advised of the following.

Start time/finish time

Type of event (alcohol permitted, inter‐residence, public event etc)

Approx. student numbers

Identification for admission (e.g. wrist bands or ticketed)

Conditions of entry (no bottles etc.)

Layout of the venue to conduct regular checks (location of toilets‐checks)

Reporting Incidents, intoxicated students, OHS issues, (liaise with the Event Organiser throughout the event to report incidents, any issues and any other important info that Security should be aware of

Security positioning.

Where you want the guards to be positioned, (entry doors/inside roaming/exit doors)

Emergency procedures

The Event Safety Plan

7.6 MANAGEMENT OF IMPAIRED ATTENDEES

Event Organisers should ensure that there are safe means of managing difficult situations resulting from the excessive consumption of alcohol. Appropriate strategies to manage behaviour should be determined before an event takes place (If the Event Organiser is uncertain regarding appropriate strategies, they should consult the Student Coordinator or REC). These strategies should be outlined in the Event request form/Event Safety Plan

Event Organisers may need to consider an appropriate course of action in specific instances such as where someone:

becomes intoxicated at the event;

arrives at the event already intoxicated;

becomes violent;

leaves an event intoxicated;

harasses other people;

Passes out or becomes ill.


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In circumstances where extreme intoxication has led to illness or unconsciousness, refer to A.S crisis control mechanisms and contact Night Manager, REC immediately.

7.7 ADVERTISING OF EVENTS WHERE ALCOHOL IS SERVED/AVAILABLE

Event advertising can significantly influence the expectations and subsequent behaviour 8.7of patrons. Promotion and publicity of an event involving the consumption of alcohol must adhere to the conditions outlined below: Pre‐event messages/promotions should adhere to the rules in this document Advertising of events involving alcohol should not promote offensive behaviour,

or the excessive consumption, misuse or abuse of alcohol. Marketing for events should not identify access to free or cheap alcohol as the

primary incentive to attendance. AS reserves the right to remove and/or prohibit any non‐compliant promotional

advertising materials.

7.8 LIMITING THE AMOUNT OF ALCOHOL SERVED Limiting the availability of alcohol can assist event staff and security to safely manage event patrons. Early consumption of alcohol can lead to patrons becoming intoxicated well before the commencement of the entertainment which may result in a disruption to other patrons and a distraction from the central focus of the event. To reduce such disruptions:

The event must have an advertised or at least defined start and finish time, and no alcohol should to be served prior to the start time or after the finish time.

The provision of ‘open bars’, or ‘unlimited alcohol’ events will not be approved by the REC and it is expected that residents will not organise or support such events.

Basic Beverage package (excluding spirits) may be organised for one annual ball per residence.

Wrist bands will need to be worn for students who choose to drink at their annual ball so that M.S teams, security, venue bar staff can easily identify.

Booking agreement (resident ball ) must have final approval by REC

Student leaders are not to encourage or create an environment specifically for consumption of alcohol prior to an event.

Alcohol must not be provided to anyone who is, or appears to be, intoxicated or is under the legal drinking age of eighteen years.

7.9 ATTENDANCE FEES

In order to ensure that no one is pressured to drink alcoholic beverages and to avoid inequity, Event Organisers should ensure that non‐drinkers are not forced to share the cost of alcoholic beverages with drinkers.

If guests are charged an attendance fee, Event Organisers should ensure that the cost for admission and/or food is separate from the cost for drinks, where possible.

Guests attending the college ball must be over the legal age of 18 years of age, unless expressed permission (via email) by venue.


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7.10 AVAILABILITY OF ALCOHOL FREE AND LOW ALCOHOL BEVERAGES

High quality, alcohol free beverages should always be visibly available in adequate variety and supply and should be presented in as appealing a manner as beverages containing alcohol.

Low alcohol beverages should be available.

Alcohol free and low alcohol beverages must be offered at cheaper prices than the alcoholic beverages being served.

Drinking water should be provided free of charge, where possible.

7.11 PROHIBITED ACTIVITIES

All games and activities involving and or encouraging the consumption of alcohol are prohibited at all times. This applies to events and social gatherings alike.

Events that are specifically banned include pub crawls (regardless of whether the event is called a pub crawl, if the activity reflects that of a pub crawl it is prohibited), floor crawls, and any form of drinking game. If in doubt please contact your Student Social Co‐ordinator or SEC

As per the Rules of Residence, no containers/items that promote irresponsible drinking/binge drinking, including but not limited to kegs, beer balls, funnels, beer bongs, punch bowls/containers, shot and shot glasses or eskies are permitted at any event.

7.12 FOOD

Adequate quantities and variety of foods should be made available during functions at which alcohol is available, particularly for events that run for a period of time that would normally be a meal time, and for events of several hours duration.

Alcohol should not be served for longer than 30 minutes before food is served.

Distribution/availability of food should occur at regular intervals.

8. EVENTS INVOLVING PROVISION OF FOOD Events involving the provision of food prepared by student leaders must incorporate food safety practices in accordance to Victorian Food Act 1984. As a traditional residence event would fall within the definition outlined in the Food Safety Program Template for Community Food Events, it is to be utilised to form a sufficient food safety program. 8.1 PROVISION OF FOOD PREPARED BY STUDENT LEADERS

When an event involves the sale of food, a Food Safety Supervisor (FSS) with formal qualifications is not required. However, it is required that the Event Organiser be present. It is the role of the Event Organiser to ensure that all food handlers at the event understand the relevant food safety and safe food handling practices for the tasks which they are to be carrying out. All student leaders of the A.S should have proven a reasonable level of understanding of safe food handling practices through an online training module.

The Event Organiser is to meet with the SEC to complete a Food Safety Program in accordance to Victorian Food Act 1984.

The Event Organiser is responsible to ensure the Food Safety Program is fulfilled at all times as stipulated.


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The Event Organiser is to ensure all food left over is reasonably disposed of and is not stored for future use.

8.2 PROVISION OF FOOD FROM APPROVED ORGANISATIONS/ VENDORS

It is the responsibility of the organisation/vendor to ensure food has been prepared, stored and delivered in accordance to the Food Act 1984.

The Event Organiser is to ensure all food left over is reasonably disposed of and is not stored for future use.

8.3 PROVISION OF PRE‐PACKAGED FOOD

Food items that are pre‐packaged and do not require any preparation or refrigeration and have not expired past their used by/best before date can be supplied without a food safety program.

9. ADVERTISING/PROMOTION

9.1 RESPONSIBILITIES The AS is responsible for overseeing the development, placement and approval of all internal advertising for use within AS Internal advertising refers to any form of advertising media from any internal or external organisation being placed in AS communication media. The AS communication media includes but is not limited to publications (such as AS newsletter and student newsletters), websites and outdoors/indoor signage.

9.2 CONTROLS Information or advertising materials must comply with the following rules:

Does not include information which is obscene, offensive, defamatory, racist or sexist or which would bring AS into disrepute

Does not compromise the ability of the AS communication medium to carry out its purpose of providing relevant information to its target audience

Does not advertise the provision, price, BYO and/or sale of alcohol

Contains up to date information

Does not mislead or deceive in any way

Does not breach any law or invade the rights or privacy of any person

Once approved posting may not conceal/obscure any other posting or information.

Advertisements/fliers are not to be placed under doors. Notwithstanding the above criteria, the AS reserves the right to accept, reject or remove any advertising at its sole discretion

9.3 TICKETING This information is to be placed on the back of every ticket sold for an event, (end of year/residence ball) or made available as part of the promotion for the event: http://www.trybooking.com/default.html Purchase and/or use of this ticket signifies agreement to the following:


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This ticket cannot be replaced if it is lost, stolen or destroyed, and is valid only for the event for which it is issued.

This ticket is not transferrable or redeemable for cash. Reproduction of this ticket is not permitted. This ticket is a revocable license and admission may be refused without refunding the face

amount of the ticket. AS reserves the right, without the refund of any portion of the ticket purchase price, to refuse

admission or to eject any person who fails to comply with the rules regulations of the AS, the venue and applicable laws.

No refunds/exchanges. Ticket user assumes all risks of personal injury incidental to the event, whether occurring prior

to, during, or subsequent to the event. Ticket user warrants that they are deemed to be responsible adults and will (if the venue/event

environment permits) consume alcohol in a safe and conscientious manner. Ticket user consents to use of their image incidental to any pictures and/or video taken at the

event. Resident students will take full responsibility for their guest, If guest is refused entry (if displays

antisocial behaviour). The resident student whose guest it is will take full responsibility & leave with guest.

Ticket user will be refused entry to venue if deemed intoxicated by Venue Security/AS staff

10. FORMS The following are forms of the AS required for event preparation and evaluation. Copies can be collected from the AS, and examples of some of these can be found at the rear of this document

10.1 EVENT REQUEST FORM:

The form that must be completed and submitted six weeks prior to event to the A.S prior to event planning and preparation takes place as outlined in section 6.

10.2 EVENT EVALUATION FORM:

The form that must be completed within one week from the conclusion of an event. Such an evaluation is important, as it can then be accessed by new student leaders and staff for reference and guidance for future events (Appendix 18.9).

10.3 EVENT SAFETY PLAN:

The form in which individual risks are to be identified and documented along with management strategies and responsible parties. (Appendix 18.14)

10.4 PAYMENT REQUEST FORM:

The form required to claim reimbursements for purchases above $100 (18.15). Prior approval required from REC


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10.5 PETTY CASH CLAIM FORM:

The form required to claim cash reimbursements for purchases below $100.(Appendix 18.16) Prior approval required from REC

11. TOBACCO USE Smoking is prohibited throughout the University campus.

12. ILLEGAL DRUGS If illegal drugs or drug paraphernalia are found or whenever there is reason to believe a staff member or student has been selling, distributing or using illegal drugs at an event, the Night Manager, Security & SEC should be notified immediately.

13. EMERGENCY ASSISTANCE For on‐campus emergencies, call extension 2222 (Bundoora) or 7349 (Bendigo) and subsequently contact Night Manager & SEC In the event of an emergency occurring at an off‐campus event, the Event Organiser should contact the ambulance, fire brigade or police services as required by dialling 000.

14. MONITORING EVENT MANAGEMENT RULES These rules will be reviewed annually by the AS management with input from relevant staff and student leaders.

15. REPERCUSIONS OF BREACHES OF THESE RULES Where there are clear indications of negligence in respect to the rules and additional relevant AS and LTU rules and procedures, the following sanctions could be imposed by relevant AS management; approval temporarily withdrawn with event postponement, approval absolutely withdrawn with immediate and complete cancellation of the event, fines and/or charges issued to relevant leadership budgets and/or loss of leadership opportunity/responsibilities

16. REFERENCES

16.1 LEGISLATION Liquor Control Reform Act 1998 Tobacco (Amendment) Act 2005 Victorian Food Act 1984

16.2 GENERAL UNIVERSITY DOCUMENTS A.S Purchasing Procedure A.S Residence Code of Conduct LTU OHS Risk Control Procedure


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APPENDIX

EVENT ORGANISER STANDARD OPERATING PROCEDURE (SOP)

Detail Description Responsibility

Sober Remain sober prior to event, throughout the event, up to 9am the following morning

Wear AS leadership shirt. (inter‐residence event) College Rugby Jersey

Event Organiser/ Mod Squad

Open Venue Allow enough time to open venue/ equipment Event Organiser

First Aid Kit Collect from AS prior to event. Must always be present at event

Event Organiser

Contractors/Vendors Coordinate & manage vendors, set up, floor plans Event Organiser

Brief with Security Meet with Security 15mins prior to start of Event Explain condition of entry & brief on the type of

event. Start & Finish time (midnight), estimated crowd capacity. Rules of venue/ event

Layout of the venue/ Location of emergency exits/fire extinguisher/toilets

Security posts (e.g. front door/ roaming inside venue rear door)

Conditions of entry (wrist band? ticketed event?) Report any issues, incidents, concerns to Events

Organiser Liaise with Security, Mod Squad team members,

throughout the night Manage incidents throughout the night

Event Organiser/ Security/ Night Manager

OHS and Duty of Care Keep entry, exit doors clear at all times – not obstructed, clear access to stairwell, entry exit points

Provide hydration station set up for alcohol events Manage any incidents, issues, concerns at the event

concerning all participants (include this in your Event Evaluation) or if urgent email to REC

Event organisers/ Security/ Mod Squad

Clean up Manage clean‐up, ensure room is left in a clean state, chairs & tables room re‐set

Decorations from walls & rubbish /food items removed, emptied

Clean‐up/ Event organiser

De‐brief with Security Collect all report incidents, issues from Security, Mod Squad. Include this in your Event Evaluation or if urgent email REC

Event Organiser/ Security/ Mod Squad/ Night Manager

Close venue Walk through venue, record & report (take pics) any damage/vandalism to facility, equipment, building, Lock up Venue

Event Organiser/ Security/ Night Manager

Reporting to SEC Collate incidents, reports from Mod Squad, security, emailed to SEC by 9am the following morning for SEC to follow up

Event Organiser/ Mod Squad

Event Evaluation Discuss at meetings, debrief of event/concerns/issues. Complete event evaluation form submit to Student Social Coordinator (7 days post event) for comments; submit to SEC

Event Organiser


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EVENT PLANNING AND PREPARATION CHECKLIST

Event Preparation Responsibility

Discuss event idea/concepts

Social club members/ Leadership team

Alcohol permitted / Alcohol free event (50/50 rotation) Event Organiser

Suitable location/venue ‐ wet weather contingency (if outdoors)

Event Organiser/s SEC to forward to room bookings

Time start/finish Event Organiser

Risk assessment / Safety Action Plan (SAP). MUST Complete (SAP) section in Events Request

Event Organiser

Finance/ Budget ‐ Prior approval from SEC Event Organiser

Organise Vendors/ contractors – See approved vendor List ALL Quotes MUST BE submitted 3‐6 weeks prior to commencement of event.

Event Organiser Pre‐approval from SEC

Security (Alcohol permitted events)

Event Organiser SEC to book Security

Additional equipment (AV, Mics, Speakers). Email Andrea cc: Sam Event Organiser

Design and develop Marketing/ Promotion. (Check media/publications guidelines). Forward to SEC for approval. Posters to be sent 48 hours prior to the intended print and/or distribution time.

Event Organiser

Organise Mod Squad teams (Alcohol permitted events) ‐ MOD SQUAD to wear (Hi‐Vis) ‐ x2 Manage the slushy machine ‐ x2 Assist with handing out food ‐ x1 First Aid ‐ x2 Dance floor area, outside

Student Coordinators Organise – 3 from each leadership team for MOD SQUAD

Organise set up & clean‐up

Social Coordinator/Event Organiser

Post event ‐ Clean up Equipment – Contact N.M to access Event Organiser

Debrief with Security – 15 mins prior to start of event Event Organiser

Check Event Organiser Standard Operating Procedure Event Organiser


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RESIDENCE BALL EVENT CHECKLIST

Timeline Task Description Considerations

3 months Select venue 3 quotes required

Email SEC quotes, Estimate approx. min 200 students

Cost per student?

Food & Beverage package?

Consider ‐ Security/ DJ/band/Photography /extras

Function time start/Finish? (4 hrs)

Venue risk assessment/ walk through venue

Lock down deposit to secure availability

See existing approved vendor list

Affordable for all students ($50‐60 per person)

Visit venue, Organise to meet Events Coordinator, walk through venue

Risk assessment, Venue suitable for college ball? Layout,

Security procedures & protocols, liquor licence conditions

2 months Registration & Table Setting Tickets

trybooing.com ‐ guest list/table setting/special dietary requirements

Collate all info to include in online booking. See SEC

Registrations to run two months.

vegetarian, special dietary requirements

Guest list (to be approved by SEC)

Entertainment Band/DJ

Organise if require either band/DJ or both

Organise professional quote on company letter head.

Email SEC quote for approval

See existing approved vendor list

1 month

Organise Transportation

See –Bus Company – Approved vendor list for details

‐ email SEC quote for approval

Payment to be made by SEC once quote has been approved

Pick up /drop off times & locations

How many busses required?

Bus for after party?

Mod Squad Organise & confirm sober leaders. Free entry for Mod Squad teams to ball. Mod Squad Rotations (Glenn ball – Menzies, Menzies ball – Menzies, Chisholm Ball – Offsite)

Organise sober meeting with Mod Squad prior to event. Discuss role & responsibility of sober leaders

No alcohol/bottles on busses prior to departure

6 weeks Create Ball Posters & ticketing

Create posters (date, theme, cost per ticket, venue details, include ticket disclosure statement, no refund)

Email SEC for approval – 1 month out!

Poster distribution

Promote in leadership meetings, floor meetings, Face book.

Ticket disclosure

Final closing day for registration

2 weeks

Final Numbers Email venue final numbers (sold tickets) email venue Coordinator / cc: SEC

Event’s organiser create spread sheet of final numbers

Table seatings & dietary requirements

Email Venue ‐ table seating arrangements & dietary requirements cc: SEC

Ensure all information is correct

(GLENN – dining hall – advise changes to catering)

Venue to send final invoice

Venue to confirm final numbers

Venue to email SEC final payment to be made

Event organiser to follow up Venue on final payment, cc: SEC Fualau

Final payment SEC to forward to A.S Finance for payment

Check A.S Finance has made final payment 10 days prior to event

1 week Event Organisers

Create running activity sheet/Schedule for the event

SEC & Student Coordinators


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END OF YEAR EVENT CHECKLIST

Residence: ___________________________________________________________

Date of Event: ___________________________________________________________

Event Name: ___________________________________________________________

Equipment/Activity Company/Contact Cost

St Johns Ambulance Start/Finish ‐ 8.30am – 6.00pm

St Johns First Aid – Staff 85888588 [email protected]

LTU Campus Security See SEC (social Engagement Coordinator)approx. $60 per hour per guard (x4 start in morning x2 afternoon)

Jumping castle e.g. gladiator, jumping castle, bucking bull, etc

A & A Jumping Castles PO Box 4211 Hoppers Crossing, Vic 3029 PH: 0409 749 413

Band /DJ / Entertainment Refer to approved Vendor listing

Woohah Productions – Arosh Production Manager, sound engineer. [email protected]

Red Frogs Party support/Hydration station/Icy poles/Cook bbq lunch/. Contact your College Red Frogs team or http://au.redfrogs.com/bookings

FREE

Stage

AABCO corporate events12 citrus st Braeside Vic 3195 03 9587 8799 (Contact Sue) www.aabco.com.au

Cleaning & Set Up Menzies – Red Marquee – See WendyBins & linings – email Wendy cc: Noeleen

Food and Beverage Glenn Dining HallBrad Richards ‐ Union

Green Room Set Up Food (snacks) & drinks (bottled water)See SEC – Coles Vouchers

Break Out Room – Mod Squad/First Aid

Food (snacks) & soft drinks See SEC – Coles Vouchers

Mod Squad ‐ Clean‐up Incoming new leaders (Mod squad) Sam Fualau to organise Mod Squad team rotations Sam Fualau to brief incoming Coordinators

Important:

Organise running sheet for the day for Sober Coordinator, Security, SEC, Productions Manager

Events start 9am – 5pm (4.30pm – wind down music) no extensions!

Pack up 5‐6pm.

Refer to Events Organiser SOP

Vendors – Map, location of event, floor plan, bump in time, bump out, contact number of event organiser on the day


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QUOTE/INVOICE FLOWCHART

NB: ALL QUOTES – MUST be submitted at least 3‐6 weeks PRIOR to commencement of event

Quote

•Must be on business letter head

•Must include description ‐ event, date, time, residence, name of contact person

•Must include full vendor details, ABN, contact number, contact person

•Total Cost including GST (seperate GST in the quote)

Purchase Order & Invoice

•La Trobe Finance will then release purchase order # and email to vendor

•Once the vendor recieves the purchase order #, they submit an invoice (must include the PO#)

Payment

•Once the invoice has been recieved, the SEC will forward it to La Trobe Finance for payment. Payment is 30 days at the end of the month.


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EVENT RUN SHEET

Time Activity Music production Food Vendors

7AM St Johns arrive on site (8.30am) Security on site

Bump In Bump In

9AM Event Starts

10AM

11AM

12PM Lunch

1PM

2PM

3PM

4PM Music wind down

5PM Cease music / Clean up commence

6PM St Johns/Security staff sign off


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MOD SQUAD RESPONSIBILITIES – END OF YEAR EVENTS

Date Event Residence College Responsible for Sober Duties

11/10 Sporty Day Menzies Chisholm

13/10 Cup Day Chisholm Glenn

18/10 D‐Day Glenn Menzies

Event Overview

Residence Event Manager

Vendor Manager

Mod SquadCoordinator

Support Staff

Menzies Security Staff (x2 @ 8am, x2 @11)Social Engagement Coordinator St John’s Ambulance staff

Glenn

Chisholm

The incoming 2015 student leaders will assist and support the final Social Club events for 2015 As each College will host a day‐long event on a Sunday in October, the following “sober teams” will be scheduled to ensure resident safety on the day. Note:

The Event Manager(s) must undertake duties as per requirements of Event Management Guidelines The Mod Squad Coordinator/s must:

o Organize their team into a roster as per the requirements outlined in this document. o Must also provide a briefing prior to the event to all involved and on the day at the start of each

shift. o Must advise the Event Manager and Staff of which shift option they will be using on the day.

Sober Team Shifts Sober Team at End of Year Events must undertake shifts according to one of the following options:

Option 1 Option 2

Three Shifts: 1. 8:30am – 12:00pm 2. 11:30am – 3:00pm 3. 2:30pm – 6:00pm

Two Shifts:1. 8:30am – 1:30pm 2. 1:00pm – 6:00pm

Sober Team Duties:

Arrive for shift ½ hour prior to attend briefing from Sober Team Coordinator Identify intoxicated students and refer to appropriate staff for assessment/ care Liaise regularly with Security, first aid staff and A.S staff as required on the day. Discourage students drinking and/or causing disruption within the residence by encouraging students to

utilize event. (Limited corridor keys will be provided to selected team members. (Sober Coordinators) Members must return these keys at the end of their shift and not use keys for any other purpose)


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CHARITABLE DONATIONS AND CASH PAYMENT

Purpose The purpose of this procedure is to outline the principles and processes used by A.S in regards to charitable donations and the related collection and management of cash.

Background Accommodation Services provides opportunities for students to fundraise through various events and activities for charitable organisations both within Australia and internationally. This process provides clarification regarding student or staff collection of donations and management of funds.

Procedure Listed below are the steps involved in regards to charitable donations managed by the A.S.1. All charitable donations of $10.00 AUD and above must be receipted and recorded. 2. Donations from residents must be recorded via Excel spread sheets (one per event/

activity) including the following details: name, residence, contact details and the amount donated.

3. All funds must be provided to the A.S office within 2 business days of the events. The A.S ASO will note the amount received, and other relevant details and provide a receipt to the student submitting the funds. All details are to be recorded in the Student Fundraising Spread sheet.

4. All funds are then to be counted by the A.S ASO and stored in the safe in the A.S office. Funds should never be kept or stored in residence by the event organisers.

5. Event Organisers (if not staff members) must provide regular information to the staff member responsible for the activity or event (e.g. Social Engagement Coordinator, A.S staff member) regarding the charitable event, the amount of donations received (with relevant contact details for each resident who has made a donation as per the spread sheets) and the details of the charitable organisation who is to receive the donation.

6. As soon as possible (generally within one – two weeks of the event) any donations are to be processed and provided to the nominated charity. This must also be recorded in the spread sheet.

7. At the conclusion of an event or activity which has involved charitable donations, the receipt book and accompanying donation spread sheet must be filed and kept for 5 years.

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APPROVED VENDOR LIST *Prior approval is required from Residential Education Coordinator

Contractor Contact Description Email VISA Quote

Emergency Services

St Johns (VIC) 03 85888588 First aiders at events [email protected] Yes

Entertainment

Auscorp Amusements Sharon 0408 200 346 Jumping castles info@auscorp‐e.com.au Yes

A&A jumping castles Arlene 0409 749 413 Jumping castles [email protected] Yes

Pan International 1300 884 984 Talent agency Yes Yes

Chill zone Dean ‐ 0413 294 317 Bean bags [email protected] Yes

Ben Price Comedy Mariana Jack Comedian‐ Australia’s best impersonator [email protected] Yes

More Comedy Andrew Taylor Comedians 03 9533 2602 Yes

Body painting Natasha Chant Face body painting [email protected] Yes

Balloons by design 0411 512 042 Balloon artist [email protected] Yes

DJ – WooHah Productions Aroush 0412 242 588 Dj’ & lighting, AV sound equipment, photography [email protected] Yes Yes

Silent Disco Paul + (61) 0421 444 899 Silent Disco Party Higher [email protected] Yes Yes

Show Case Entertainment Jacqui /Matt Hollywood Magic show/ Entertainer [email protected] Yes

Equipment

WooHah Productions Aroush 0412 242 588 AV/Sound equipment, staging & lighting [email protected] Yes Yes

WooHah Productions Aroush 0412 242 588 DJ & lighting, Photography, laser lights, smoke machines

[email protected] Yes Yes

AABCO Corporate Events 9587 8799 Staging – Lighting [email protected] Yes

Harry the Hirer Hiring equipment [email protected] yes

Bundoora Trophies 03 9467 3436 Sports medals, trophies [email protected] Yes

Party Hirer Paul ‐ 0421 444 899 Silent Disco [email protected]

Elite Photo booth Zara 0432 208 039 David England 0425 863 101 [email protected] Yes Yes

Photo booth Murray Pearce LTU Agora 0419347195 [email protected] Yes

Red Frogs Jess Loganathan Party support, ,Icy poles, BBQ, pancake brkfst, games & activities for underages

http://au.redfrogs.com/bookings FREE FREE

RED BULL Thomas Flood FREE red bull drinks [email protected] FREE FREE

Bands /Agency

Australian Entertainment Services

Band/entertainment agency http://www.aes‐online.com.au/ yes

Band Plus 0403 539 946 Band agency [email protected] yes

Lucky Entertainment 0420364506 Band agency [email protected] yes

Harbour Agency Daniel Band agency [email protected] yes

Koncrete Agency 0392 274 250 Band Agency [email protected] Yes

Accommodation Services La Trobe University

Event Management Rules 2015

30

Premiere artists agency Amy 61 2 8577 6901 Band, agency [email protected] yes

Food Vendors

Flossy’s Fairy Floss Kim Ackroyd 9878 4002 Fairy floss [email protected] Yes

Pizza Andrea O’Neil Pizzas [email protected] Yes

OzVlaki Ari Mobile chicken & lamb souvlaki [email protected] Yes

Crepes & Shakes 0414 373 080 Kathryn – Le Crepes [email protected] Yes

Matrix fun foods 0406 260 300 mobile ice creams [email protected] Yes

Transport

V BUS Pty LTD 9398 8880 Leo [email protected] Yes Yes

Function Centres

Moonlight reception Chris Vrettos Fitzroy North [email protected] Yes Yes

Latrobe Golf club 94971000 Latrobe University [email protected] Yes

The Park (Albert Park) 8488 7519 Based in Albert Park [email protected] Yes Yes

Leonda by the Yarra 9819 1933 Based in Hawthorn [email protected] Yes

Red Scooter 9527 6846 Based in St Kilda [email protected] Yes

San Remo ball room 9347400 Based in Carlton North [email protected] Yes

The Regal ballroom 9471 3310 Based in Northcote [email protected] Yes

Austral Ballroom 0416898980 Based in Northcote [email protected] Yes

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