Student-organised events
About student-organised events
Defining student-organised events
Student-organised events are small student activities offered on campus using campus facilities or spaces.
These events require prior approval to ensure space availability, reduce event clashes, assist with promotion and must meet the Event Organiser Responsibilities and Event Terms and Conditions outlined below.
NOTE: Where a non-Deakin student or presenter is attending the campus as part of a student-organised event, this must be included in your event request to ensure compliance with Deakin’s Child Safety policy.
Events organised in collaboration with students by DUSA, DeakinACTIVE, faculties or research centres, Students as Partners, or other authorised event organisers, are not required to complete the student-organised event process. These events must use Deakin's Event Registration system and comply with Deakin's Event Management Procedure.
DUSA Clubs and Societies
All DUSA Clubs and Societies, and their members must use the DUSA Club events process to request and organise a student event. Events designed for clubs or societies will not be approved under the Student-Organised Event process.
Planning your event
Important planning considerations
- Teaching activities receive priority; this includes teaching hours and assessment periods.
- University-organised events receive priority. Limited student-organised events will be approved during priority periods such as Orientation, Open Day, and key University event weeks and periods.
- Students-organised events cannot include vendors or external parties, paid events or activities, structures, catering, BBQs, or significant amplified noise. Events of this nature need to be submitted to Deakin's Corporate Events team for consideration.
Room bookings
Room bookings are required for all learning spaces (formal and informal), meeting rooms, library and learning study spaces.
These spaces can be used for:
- Student meetings, presentations, seminars, workshops, or small gatherings
- Group study
IMPORTANT: The Room Booking process is only available to Deakin students and you are not required to submit the Student-Organised Event Request Form for the above listed activities. However, if the proposed activity involves non-Deakin students or external presenters you must use the Student-Organised Event process as outlined below and do not need to lodge the room booking form as this will be completed as part of the below process.
Learn more about Deakin's room bookings process and complete the form.
Requesting your event
(Deakin students only)
IMPORTANT: You must receive approval before you start organising and promoting your event. Please allow at least two weeks prior to your event to submit and allow 2-business days to receive an outcome. Events submitted with a shorter request period, may not be able to access the requested spaces.
STEP 1. Prepare your request
- Decide event details: Title, date/s, location, audience, purpose/objectives and draft your event overview to include the request form.
- Read the Event Organiser Responsibilities, and Event Terms and Conditions below, and ensure your event complies.
- Check for clashes with other events on Deakin’s Student Events Calendar.
Have questions? Email student-events@deakin.edu.au
STEP 2. Submit your request
Submit your event request form linked at the bottom of this page.
Event approval
- You will receive an email confirmation after submitting the online form.
- The Director, Student Experience and Engagement will assess your proposal and may request additional information. Please provide any additional information requested promptly for a quick outcome.
Approved events requests
If your event is approved, you will need to sign an Event Agreement form and attend a 30-minute briefing with members of the Student Experience and Engagement team and the Deakin Security team. These meetings will provide any additional details you need to hold your event.
Declined event requests
You may receive feedback on recommended changes if your event is not approved. Some events will not be approved due to risk, safety, timing, venue availability, and appropriateness for campus activities.
Events that duplicate those already delivered by Deakin, DUSA, DeakinACTIVE, faculties or research centres or other authorised organisation will not be approved.
Events that exceed the scope of this process will be declined or directed to the Deakin Corporate Events team, where a service fee may be charged.